This privacy notice tells you what to expect the School to do with your personal information when you provide the School with information about you, your child or other family members.
Barking Abbey School is the data controller of the personal information the School processes, unless otherwise stated. This means the School determines the purposes for which, and the manner in which, any personal data relating pupils and their families is to be processed.
In some cases, your data will be outsourced to a third-party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third-party processor. The same data protection standards that Barking Abbey School upholds are imposed on the processor.
Our Data Protection Officer will oversee and monitor the School’s data protection procedures and ensure the School remains compliant with the General Data Protection Regulation and Data Protection Act 2018. The data protection officer can be contacted via email email@example.com
What is personal information?
Personal information can be any information relating to a living person who can be directly or indirectly identified by reference to an identifier. A personal identifier includes your name, location, online identifier and identification numbers.
The categories of information that we collect, hold and share include:
- Personal information (such as name, unique pupil number, contact details and address)
- Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Assessment information – e.g. national curriculum assessment results
- Relevant medical information (such as doctors’ information, child health, dental health, allergies, medication and dietary requirements)
- Information relating to Special educational needs (SEND) (such as EHCP’s, applications for support, care or support plans)
- Exclusion Information
- Behavioural information – e.g. number of temporary exclusions
- Photographs (for internal safeguarding and security purposes, school newsletters, social media (including the School Facebook page and Twitter) and promotional purposes
- CCTV images
- Payment details
What is ‘Special Category’ personal information?
Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:
- Sexuality and sexual health
- Religious or philosophical beliefs
- Physical or mental health
- Trade union membership
- Political opinion
- Genetic/biometric data
Why we collect and use your information
We use the pupil data:
- to support pupil learning
- to monitor and report on pupil attainment progress
- to provide appropriate pastoral and medical care
- to assess the quality of the School services
- to safeguard pupils
- for research purposes
- to inform you about events and other things happening in the School
- to comply with the law regarding data sharing
The lawful basis on which we use this information
Barking Abbey School holds the legal right to collect and use personal data relating to pupils and their families, and the School may also receive information regarding them from their previous school, Local Authority and/or Department for Education (DfE). The School collects and uses personal data in order to meet legal requirements and legitimate interests set out in the GDPR and Data Protection Act 2018.
Generally, the School collects and uses personal information where:
- you have given consent
- you have entered into a contract with us
- it’s necessary to perform our statutory duties
- it’s necessary to protect someone in an emergency
- it’s required by law (e.g Education Act 1996)
- It’s necessary for legal cases
- It’s necessary for archiving, research or statistical purposes
Whilst the majority of the personal data you provide to the School is mandatory, some is provided on a voluntary basis. When collecting data, the School will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the School will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, contact the School's data protection officer at firstname.lastname@example.org.
How long is your data stored for?
We hold data relating to pupils at Barking Abbey School and their families in line with the school’s data retention policy and in compliance with the GDPR and Data Protection Act 2018.
Who we share pupil information with
Barking Abbey School is required to share pupils’ data with the DfE on a statutory basis.
The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Barking Abbey School is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD. The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:
- Conducting research or analysis
- Producing statistics
- Providing information, advice or guidance
The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained. To contact DfE: https://www.gov.uk/contact-dfe
Barking Abbey School routinely shares pupil’s information with:
- schools that the pupil’s attend after leaving us
- the local authority including commissioned providers of local authority services
- the Department for Education (DfE)
- the National Health Service (NHS)
- the School Nurse
- Educators and examining bodies
- Suppliers and service providers – to enable them to provide the serve we have contracted them for
- Central and local government
- The School auditors
- Survey and research organisations
- Health authorities
- Security organisations
- Health and social welfare organisations
- Professional advisers and consultants
- Charities and voluntary organisations
- Police forces, courts, tribunals
- Professional bodies
The School does not share information about the School's pupils with anyone without consent unless the law and the School's policies allow us to do so.
Where the School transfers personal data to a country or territory outside the European Economic Area, the School will do so in accordance with data protection law.
Youth support services
Pupils aged 13+
Once the School's pupils reach the age of 13, the School also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
- youth support services
- careers advisers
A parent or guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing the School. This right is transferred to the child / pupil once he/she reaches the age 16.
Pupils aged 16+
The School will also share certain information about pupils aged 16+ with the School's local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
- post-16 education and training providers
- youth support services
- careers advisers
For more information about services for young people, please visit our local authority website www.lbbd.gov.uk
Your right of access
You have the right to ask the School for copies of your personal information. This right always applies and is commonly known as making a ‘subject access request’. There are some exemptions, which means you may not always receive all the information we process for example if information is likely to cause serious harm to the physical or mental health or condition of you or any other person. Information relating to or provided by a third person who has not consented to the disclosure, including images removed or obscured. If we can’t give you some or any of the information, we’ll tell you why.
If you make a subject access request, and if we do hold information about you or your child we will:
- Give you a description of it
- Tell you why we are holding and processing it, and how long we will keep it for
- Explain where we got it from, if not from you or your child
- Tell you who it has been, or will be shared with
- Let you know whether any automated decision-making is being applied to the data, and any consequences of this
- Give you a copy of the information in an intelligible form
To make a request for your personal information, or be given access to your child’s educational record, please contact email@example.com clearly stating:
- Your name and contact details
- The Information you want
- Any details or relevant dates that will help us process your request.
You also have the right to:
- object to processing of personal data in some circumstances.
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
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If you have any queries about how your personal information is handled contact our Data Protection Officer at firstname.lastname@example.org
For independent advice about data protection, privacy and data sharing issues, you can also contact the Information Commissioner’s Officer at:Information Commissioner’s OfficerWycliffe HouseWater LaneWilmslowSK9 5AF
Tel: 0303 123 1113