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General Data Protection Regulation (GDPR) – Parent/Carer Information

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  • DATA POLICIES AND PROCEDURES
  • PRIVACY NOTICE FOR PARENTS/CARERS

    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.

    This privacy notice explains how we collect, store and use personal data about pupils.

    We, Glebe Primary School, are the ‘data controller’ for the purposes of data protection law.

    Our data protection officer is Alison Jones.

    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
    • 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 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
    • 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 Policy sets out how long we keep information about pupils. Yje policy is available on the school website.

    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 – 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 e.g. Ofsted
    • Suppliers and service providers – to enable them to provide the service we have contracted them for
    • Financial organisations
    • Central and local government
    • Our auditors
    • Survey and research organisations
    • Health authorities
    • Security organisations
    • Health and social welfare organisations
    • Police forces, courts, tribunals

    National Pupil Database

    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.

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

    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.

    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 12), 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 Mrs Donna Barratt ) Headteacher).

    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:

    Name: Alison Jones

    Email address: dpo@glebe.harrow.sch.uk

    Telephone Number: 0208 2046564

  • PRIVACY NOTICE FOR PUPILS

    You have a legal right to be informed about how our school uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

    This privacy notice explains how we collect, store and use personal data about you.

    We, Glebe Primary School, are the ‘data controller’ for the purposes of data protection law.

    Our data protection officer is Alison Jones.

    The personal data we hold

    We hold some personal information about you to make sure we can help you learn and look after you at school.

    For the same reasons, we get information about you from some other places too – like other schools, the local council and the government.

    This information includes:

    • Your contact details
    • Your test results
    • Your attendance records
    • Your characteristics, like your ethnic background or any special educational needs
    • Any medical conditions you have
    • Details of any behaviour issues or exclusions
    • Photographs
    • CCTV images

    Why we use this data

    We use this data to help run the school, including to:

    • Get in touch with you and your parents when we need to
    • Track how well the school as a whole is performing
    • Look after your wellbeing

    Our legal basis for using this data

    We will only collect and use your information when the law allows us to. Most often, we will use your information where:

    • We need to comply with the law
    • We need to use it to carry out a task in the public interest (in order to provide you with an education)

    Sometimes, we may also use your personal information where:

    • You, or your parents/carers have given us permission to use it in a certain way
    • We need to protect your interests (or someone else’s interest)

    Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent.

    Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.

    Collecting this information

    While in most cases you, or your parents/carers, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data.

    We will always tell you if it’s optional. If you must provide the data, we will explain what might happen if you don’t.

    How we store this data

    We will keep personal information about you while you are a pupil at our school. We may also keep it after you have left the school, where we are required to by law.

    We have a Retention Policy which sets out how long we must keep information about pupils.

    Data sharing

    We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so.

    Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

    • Our local authority – to meet our legal duties to share certain information with it, such as concerns about pupils’ safety and exclusions
    • The Department for Education (a government department)
    • Your family and representatives
    • Educators and examining bodies
    • Ofsted
    • Suppliers and service providers – so that they can provide the services we have contracted them for
    • Financial organisations
    • Central and local government
    • Our auditors
    • Survey and research organisations
    • Health authorities
    • Security organisations
    • Health and social welfare organisations
    • Police forces, courts, tribunals
    • Professional bodies

    National Pupil Database

    We are required to provide information about you to the Department for Education (a government department) as part of data collections such as the school census.

    Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.

    The database is held electronically so it can easily be turned into statistics. The information it holds is collected securely from schools, local authorities, exam boards and others.

    The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.

    You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.

    You can also contact the Department for Education if you have any questions about the database.

    Transferring data internationally

    Where we share data with an organisation that is based outside the European Economic Area, we will protect your data by following data protection law.

    Your rights

    How to access personal information we hold about you

    You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, as long as we judge that you can properly understand your rights and what they mean.

    If we do hold information about you, we will:

    • Give you a description of it
    • Tell you why we are holding and using it, and how long we will keep it for
    • Explain where we got it from, if not from you or your parents
    • Tell you who it has been, or will be, shared with
    • Let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)
    • Give you a copy of the information

    You may also ask us to send your personal information to another organisation electronically in certain circumstances.

    If you want to make a request please contact our data protection officer.

    Your other rights over your data

    You have other rights over how your personal data is used and kept safe, including the right to:

    • Say that you don’t want it to be used if this would cause, or is causing, harm or distress
    • Stop it being used to send you marketing materials
    • Say that you don’t want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)
    • Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it
    • Claim compensation if the data protection rules are broken and this harms you in some way

    Complaints

    We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we’ve done something wrong.

    You can make a complaint at any time by contacting our data protection officer.

    You can also complain to the Information Commissioner’s Office in one of the following ways:

    • 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:

    Name: Alison Jones

    Email address: dpo@glebe.harrow.sch.uk

    Telephone Number: 0208 2046564

  • CHANGE OF PROVIDER OF SCHOOL NURSES SERVICE

    The School Nurses Service in Harrow from Central London Community HealthCare (CLCH)  to moving to a new provider Central and North West London (CNWL).  If you are accessing the Nurses Service your child’s records are being shared with the new organisation. See link for further information.

    Fair Processing Letter -Transfer of School Nursing Services to a new provider

     

DPO Contact Details

Name: Alison Jones

Email address: dpo@glebe.harrow.sch.uk

Telephone Number: 0208 2046564

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