1. 1. Privacy Notice (How we use personal information)

   2. Padnell Infant School is the Data Controller for the use of personal data in this Privacy Notice.
      
      Why do we collect and use personal information?
      
      We collect and use personal information:

      1. • • • To support pupil learning
             • To monitor and report on pupil attainment progress
             • To provide appropriate pastoral care
             • To assess the quality of our services
             • Statistical forecasting and planning
             • To comply with the law regarding data sharing
             • To provide communication and updates between school and home and promotion of the school
             • To keep children safe (food allergies or emergency contact details)
             • Contributing to improving your child(ren)’s health
             • To meet the statutory duties placed upon us by the Department of Education
   3. 1. 1. The categories of personal information that we collect, hold and share include:
            • • • • Personal identifiers and contact details (such as name, unique pupil number and address)
                  • Contextual/ family information
                  • 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) and exclusions
                  • Assessment and attainment (such as phonics results)
                  • Special educational needs (including the needs and ranking)
                  • Modes of travel
                  • Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
                  • Behavioural information (such as exclusions and any relevant alternative provision)
                  • Safeguarding information (such as court orders, professional involvement and attendance)
         2. Legal Basis for Processing

   4. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing pupil information are:

   5. With consent of the data subject
   6. Where we are complying with a legal requirement
   7. Where processing is necessary to protect the vital interests of a data subject or another person and
   8. Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

   9. 1.3.1         When the personal data consists of special category data we may rely on processing being in the substantial public interest in addition to consent of the data subject and the vital interests of the data subject or another.

      1.3.2         When we process personal information for the purposes of complying with a legal requirement the relevant legislation includes the Education Act 1996, 2002 and 2011, The Children’s Act 1989 and 2004, Education and Skills Act 2008, Schools Standards and Framework Act 1998 and the Equalities Act 2010.

      1.3.3         We also share pupils’ data with the Department of Education (DfE) on a statutory basis either directly or via our local authority.  This data sharing underpins school funding and educational attainment policy and monitoring.

      1.3.4         We are required to share information about our pupils with our local authority (LA) or the Department of Education (DfE) under regulation 3 of the Education (Information about Individual Pupils) (England) Regulations 2013.
       

   10. 1. 4. Collecting personal information
             1. We collect pupil information via forms completed by parents, Common Transfer File (CTF), Applicant Transfer File (ATF), and secure file transfer from previous schools.

   11. Information is also collected on a day-to-day basis where appropriate. This includes, but is not limited to, information provided to us by pupils, parents, our local authority and other professionals supporting children and families.

       Pupil data is essential for the schools’ operational use.  Whilst the majority of personal information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.

       Storing Personal Data

   12. 1. 4. 2. We hold pupil data securely in accordance with our retention schedule available on request.
          5.  Who do we share pupil information with?
             1. We routinely share pupil information with:
                • • • Schools that the pupils attend after leaving us
                    • Other educational establishments
                    • Our local authority
                    • The Department for Education (DfE)
                    • Outside agencies to support pupil learning and statistical planning
                    • Outside agencies to support pupil learning and pastoral care
                    • School meal provider and their nominated company for meal ordering – to manage and process pupil meal selections and dietary requirements
                    • Outside agencies for communication between school and home
          6. Why we share pupil information
             1. We do not share personal information with anyone without consent unless the law and our policies allow us to do so. 
          7. The National Pupil Database (NPD)
             1. The National Pupil Database (NPD) is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
             2. We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
             3. To find out more about the pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
             4. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
             5. The department may share pupils’ personal data with certain third parties, including:
   13. Schools
   14. Local Authorities
   15. Researchers
   16. Organisations connected with promoting the education or wellbeing of children in England
   17. Other government departments and agencies
   18. Organisations fighting or identifying crime

   19. For more information about the Department’s NPD data sharing processes, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

       Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime.  Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

       For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police, please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

   20. 1. 8. Requesting access to your personal data

             1. Under the General Data Protection Regulation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Mrs Nikki Thundercliffe.
             2. You also have the right, subject to some limitations to:
                • • • Object to processing of personal data that is likely to cause, or is causing, damage or distress
                    • 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
                    • A right to seek redress, either through the IO or through the courts
             3. If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
          9. Contact:
             1. If you would like to discuss anything in this privacy notice, please contact:

   21. Nikki Thundercliffe

       Padnell Infant School

       Padnell Avenue

       Cowplain

       Waterlooville

       Hants

       PO8 8DS

       023 9226 3784

       Email: admin@padnell-inf.hants.sch.uk

   22. 1. 10. Sharing by the Department of Education (DfE)

   23. DfE will only share pupils’ personal data where it is lawful, secure and ethical to do so. Where these conditions are met, the law allows the Department for Education (DfE) to share pupils’ personal data with certain third parties, including:

   24. schools and local authorities
   25. researchers
   26. organisations connected with promoting the education or wellbeing of children in England
   27. other government departments and agencies
   28. organisations fighting or identifying crime

   29. For more information about the Department for Education’s (DfE) NPD data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

       Organisations fighting or identifying crime may use their legal powers to contact the Department for Education (DfE) to request access to individual level information relevant to detecting that crime.

       For information about which organisations the Department for Education (DfE) has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

       How to find out what personal information the Department for Education (DfE) holds about you

       Under the terms of the UK GDPR, you are entitled to ask the Department for Education (DfE):

   30. if they are processing your personal data
   31. for a description of the data they hold about you
   32. the reasons they’re holding it and any recipient it may be disclosed to
   33. for a copy of your personal data and any details of its source
       
       If you want to see the personal data held about you by the Department for Education (DfE), you should make a ‘subject access request’.  Further information on how to do this can be found within the Department for Education’s (DfE) personal information charter that is published at the address below:
       
       https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter  or
       
       https://www.gov.uk/government/publications/requesting-your-personal-information/requesting-your-personal-information#your-rights 
       
       To contact the Department for Education (DfE): https://www.gov.uk/contact-dfe

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