GDPR

Personal data that we may collect, use, store and share (when appropriate) about students includes, but is not restricted to: Contact details, contact preferences, date of birth, identification documents Results of internal assessments and externally set tests Student and curricular records Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs Exclusion information Details of any medical conditions, including physical and mental health Attendance information Safeguarding information Details of any support received, including care packages, plans and support providers Photographs CCTV images captured in school We may also hold data about students that we have received from other organisations, including other schools, local authorities and the Department for Education. Why we use this data We use this data to: Support student learning Monitor and report on student progress Provide appropriate pastoral care

Why do we collect and use pupil information? We collect and use pupil information under the General Data Protection Regulations: Article 6(1)(e) – the 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. Article 9(2)(g) – the processing is necessary for reasons of substantial public interest. We use the pupil data: to protect pupil welfare and carry out safeguarding activities; We use this data to: Support pupil learning Monitor and report on pupil progress Provide appropriate pastoral care Protect pupil welfare Administer admissions waiting lists Comply with the law regarding data sharing

Crofton School only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where: We need to comply with a legal obligation We need it to perform an official task in the public interest We have obtained consent to use it in a certain way We need to protect the individual’s vital interests (or someone else’s interests) Less commonly, we may also process pupils’ personal data in situations where: Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn. Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily. Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations.

Crofton do not share information about pupils with any third party without consent unless the law and our policies allow us to do so. Where it is legally required, or necessary (and it complies with UK data protection law) we may share personal information about pupils with: Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions The Department for Education The pupil’s family and representatives Educators and examining bodies Our regulator [specify as appropriate, e.g. Ofsted, Independent Schools Inspectorate] Our auditors Health authorities Health and social welfare organisations Police forces, courts, tribunals

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census. Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research. The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards. The Department for Education may share information from the NPD with other organisations which promote children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data. For more information, see the Department’s webpage on how it collects and shares research data.

Once our pupils reach the age of 13, we are legally required to pass on certain information about them to Hampshire County Council, as it has legal responsibilities regarding the education or training of 13-19 year-olds. This information enables it to provide youth support services, post-16 education and training services, and careers advisers. Parents/carers, or pupils once aged 16 or over, can contact our data protection officer to request that we only pass the individual’s name, address and date of birth to Hampshire County Council

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them. Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent. 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 Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances. If you would like to make a request please contact our data protection officer.

Under UK data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to: Object to the use of personal data if it would cause, or is causing, damage or distress Prevent it being used to send direct marketing In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing To exercise any of these rights, please contact our data protection officer.

We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance. To make a complaint, please contact our data protection officer. Alternatively, you can make a complaint to the Information Commissioner’s Office: Report a concern online at https://ico.org.uk/concerns/ Call 0303 123 1113 Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: Caroline Hannaway – channaway@croftonschool.co.uk – 01329 666828 This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data in Crofton School.