Privacy Notice

School Information

PRIVACY NOTICE

For parents/carers

Introduction

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

The school now adheres to principles set out in UK-GDPR (General Data Protection

Regulation) and the Data Protection Act (2018).

This privacy notice explains how we collect, store and use personal data about pupils. We, The Python Hill Academy, are the ‘data controller’ for the purposes of data protection law.

Our Data Protection Officer (DPO) is Tim Pinto (see ‘Contact us’ below).

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:

Contact details, contact preferences, date of birth, identification documents
Results of internal assessments and externally set tests
Pupil and curricular records
Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs (SEND)
Exclusion information
Details of any relevant medical conditions
Attendance information
Safeguarding information
Details of any support received, including care packages, plans and support providers
Photographs

We may also hold data about pupils 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 pupil learning
Monitor and report on pupil progress
Provide appropriate pastoral care
Protect pupil welfare
Assess the quality of our services
Administer admissions waiting lists
Carry out research
Support families and their wellbeing
Comply with the law regarding data sharing

Our legal basis for using this data

We 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

Less commonly, we may also process pupils’ personal data in situations where:

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)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time.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.

Collecting this information

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.

How we store this data

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. Our retention schedule/records management policy states how long we should keep specific data.

Data sharing

We 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 data protection law) we may share personal information about pupils with:

Our Local Authority (LA) – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
The Department for Education (DFE) – to meet our legal obligations and as it is necessary for the performance of a task carried out in the public interest and in the exercise of authority
The pupil’s family and representatives – to meet our legal obligations to share certain information with them, such as safeguarding concerns and exclusions
Educators and examining bodies – to meet our legal obligations and as it is necessary for the performance of a task carried out in the public interest and in the exercise of authority
Our regulator e.g. Ofsted – to meet our legal obligations and as it is necessary for the performance of a task carried out in the public interest and in the exercise of authority
Suppliers and service providers – to enable them to provide the service we have contracted them for
Our auditors – necessary for compliance with a legal obligation
External survey and research organisations – with parents/carers consent
Health authorities – necessary for compliance with a legal obligation, such as safeguarding. In other cases the health professional seeks consent through the school. In addition, we may have to share data specifically related to NHS partners in line with the Coronavirus Act 2020
Professional advisers and consultants – necessary for the performance of a contract
Charities and voluntary organisations – necessary for the performance of a task carried out in the public interest and in the exercise of authority
Police forces, courts, tribunals – necessary for compliance with a legal obligation
Professional bodies – necessary for the performance of a contract

NHS Track and Trace – Data Sharing during Covid-19 Pandemic

Personal data of employees, parents or visitors to school may be shared with NHS/Public Health Agencies where relevant to the Covid pandemic.

For more information on Privacy Information regarding Track and Trace, use the link below:

https://contact-tracing.phe.gov.uk/help/privacy-notice

National Pupil Database

We are required to provide information about pupils to the Department for Education (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 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 DFE 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.

You can also contact the Department for Education with any further questions about the NPD.

Transferring data internationally

The school now follows the procedures in relation to UK-GDPR. If we transfer any data to countries outside the EU (third countries), we ensure that a Standard Contractual Clause (SCC) is set up directly between the school and the company.

Parents and pupils’ rights regarding personal data

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 13), or where the child has provided consent.

Parents also have the right to make a subject access request with respect to any personal data the school holds about them.

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.

Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact office@pythonhill.notts.sch.uk

Other rights

Under 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
Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
In certain circumstances, have inaccurate personal data corrected, deleted or

destroyed, or restrict processing

Claim compensation for damages caused by a breach of the data protection

Regulations

To exercise any of these rights, please contact our data protection officer.

Complaints

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

Contact us

If you have any questions, concerns or would like more information about anything

mentioned in this privacy notice, please contact our Data Protection Officer:

Tom Thorpe
The Parkgate Academy
Whinney Lane
Ollerton
NG22 9TH

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 this school.

PRIVACY NOTICE

For staff

Under data protection law, individuals have a right to be informed about how the Academy uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about individuals we employ. We, The Sir Donald Bailey Academy, are the ‘data controller’ for the purposes of data protection law. For further information, (see ‘Contact us’ below).

The personal data we hold

We process data relating to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

Contact details;
Date of birth, marital status and gender;
Next of kin and emergency contact numbers;
Salary, annual leave, pension and benefits information;
Bank account details, payroll records, National Insurance number and tax status information;
Recruitment information, including copies of right to work documentation, references and other
information included in a CV or cover letter or as part of the application process;
Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships;
Performance information- including appraisal;
Outcomes of any disciplinary and/or grievance procedures;
Absence data;
Copy of driving licence;
Details of vehicle where appropriate- make and registration;
Photographs;
Data about your use of the school’s information and communications system.

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):

Race, ethnicity, religious beliefs, sexual orientation and political opinions;
Trade union membership;
Health, including any medical conditions, and sickness records.

Why we use this data

The purpose of processing this data is to help us run the school, including to:

Enable you to be paid;
Facilitate safe recruitment, as part of our safeguarding obligations towards pupils;
Support effective appraisal;
Inform our recruitment and retention policies;
Allow better financial modelling and planning;
Enable ethnicity and disability monitoring;
Improve the management of workforce data across the sector;
Support the work of the School Teachers’ Review Body.

Our lawful basis for using this data

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

Fulfil a contract we have entered into with you;
Comply with a legal obligation;
Carry out a task in the public interest;

Less commonly, we may also use personal information about you where:

You have given us consent to use it in a certain way;
We need to protect your vital interests (or someone else’s interests).

Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.

Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the Academy’s use of your data.

Collecting this information

While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us. Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

How we store this data

We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment. We may at times also store information securely on our server for example relating to appraisal.

Data sharing

We do not share information about you with any third party without your consent unless the law and our policies allow us to do so. Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:

The Department for Education- to enable us to comply with statutory requirements;
Educators and examining bodies- to enable the academy to carry out its Public Task duties in relation to assessment or the education of pupils;
Our regulator (Ofsted/ Trustees)- to enable the academy to respond to statutory requirements and legal duties;
Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll;
Central and local government- to enable us to respond to legal requirements;
Our auditors- to ensure effective financial management e.g. pecuniary interest;
Health authorities- to ensure effective multi-agency working e.g. in relation to SEN provision or safeguarding;
Police forces, courts, tribunals- to carry out our legal duties and to support investigations etc;
Professional bodies.

NHS Track and Trace – Data Sharing during Covid-19 Pandemic

Personal data of employees, parents or visitors to school may be shared with NHS/Public Health Agencies where relevant to the Covid pandemic.

For more information on Privacy Information regarding Track and Trace, use the link below:

https://contact-tracing.phe.gov.uk/help/privacy-notice

Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

Your rights

How to access personal information we hold about you. Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them. If you make a subject access request, and if we do hold information about you, 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;
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. You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact Beverley Dale, HR and Office Manager.

Your other rights regarding your data

Under data protection law, individuals have certain rights regarding how their personal data is used
and kept safe. You have the right to:

Object to the use of your personal data if it would cause, or is causing, damage or distress;
Prevent your data being used to send direct marketing; Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person);
In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing;
Claim compensation for damages caused by a breach of the data protection regulations.

To exercise any of these rights, please contact Beverley Dale HR and Office Manager.

Complaints

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 Tim Pinto Data Protection Officer for The Forge Trust, The ESafety Office,tpinto@esafetyoffice.co.uk
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

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact Julie Smith (Office Manager).
Julie Smith

The Parkgate Academy

Whinney Lane

Ollerton

Newark

NG22 9TH

This notice is based on the Department for Education’s model privacy notice for the school workforce, amended to reflect the way we use data in this school.

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