Yeadon Westfield Junior School GDPR Privacy Notice
We need to hold personal information about your child on our computer system and in paper records to help us with their educational needs. Please help to keep your child’s records up to date by informing us of any change of circumstances or contact details.
This notice will provide information regarding how, why and when we process personal data in compliance with the relevant data protection regulation and laws which come into place 25th May 2018.
The categories of pupil information that we collect, hold and share include:
Collecting pupil information
Whilst the majority of pupil information provided to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform parent/carers whether they are required to provide certain pupil information to us or if there is a choice in this.
Why do we collect and use pupil information?
We collect and use pupil information under Section 537A of the Education Act 1996.
We use the pupil data:
Who do we share pupil information with?
Much of school life is governed by legal obligations to supply information to organisations such as:
We may also have to disclose information to third parties such as:
We may share information with other bodies such as:
Why we share pupil information
We share pupil’ data with the Department for Education on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our pupil with Leeds City Council and the Department for Education under section 3 of The Education (Information About Individual Pupil) (England) Regulations 2013.
We do not share information about our pupil with anyone without consent unless the law and our policies allow us to do so.
Storing pupil data
We are required to hold pupil’ data for the length of time the pupil attends school. This information is then transferred by CTF to the next school. A retention of pupil information is kept on file and disposed of in an appropriate manner when deemed necessary.
The National Pupil Database (NPD) and Data Collection Requirements
We are required by law, to provide information about our pupil to the Department for Education 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 Pupil) (England) Regulations 2013.
The NPD is owned and managed by the Department for Education and contains information about pupil in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as commissioned studies. 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.
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.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
The Department for Education may share information about our pupil from the NPD with third parties who promote the education or well-being of children in England by:
The Department for Education has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether Department for Education releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
To be granted access to pupil information, organisation’s must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the Department for Education’s data sharing process, please visit:
For information about which organisation’s the Department for Education has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact Department for Education: https://www.gov.uk/contact-dfe
What decisions can you make about your information?
From May 2018 data protection legislation gives you several rights regarding your information. Some of these are new rights whilst others build on your existing rights.
If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with school in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/ or by following our complaints policy which you can download from our schools website.
If you would like to discuss anything in this privacy notice, please contact:
Kath Clarkson, Data Protection Controller or Debra Thornton, Data Protection Processor.