We collect and use pupil information under the General Data Protection Regulations 2018. Particularly under Article 6, where the information is collected and used because it is required by our academies in order to carry out the task of educating and ensuring the welfare of our pupils and students. We also collect and use pupil information in order to help pupils with additional special needs and requirements, so that we can ensure we offer the best possible support and resources to them (and their parents and carers) during their time in our academies.
We use the pupil data:
to support pupil learning to monitor and report on pupil progress to provide appropriate pastoral care to assess the quality of our services to comply with the law regarding data sharing
The categories of pupil information that we collect, hold and share include:
Personal information (such as name, unique pupil number and address) 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) Relevant medical information Assessment information Special educational needs information Exclusions/behavioural information Biometric information used in our High Schools for catering services Post-16 learning information
Collecting pupil information
Whilst the majority of pupil information you provide 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 you whether you are required to provide certain pupil information to us or if you have a choice in this.
Storing pupil data
We hold pupil data for Primary pupils until they leave our Primary Academies and for Secondary students we store data up until their 25th birthday.
Who do we share pupil information with?
We routinely share pupil information with:
schools that the pupil’s attend after leaving us the local authority the Department for Education (DfE) Pupil Asset NHS Examination boards
Aged 14+ qualifications
For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications
Why we share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
youth support services careers advisers
A parent / guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 16.
Our pupils aged 16+
We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
post-16 education and training providers youth support services careers advisers
For more information about services for young people, please visit our local authority website.
The National Pupil Database (NPD)
The 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.
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.
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
conducting research or analysis producing statistics providing information, advice or guidance
The Department 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 DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
who is requesting the data the purpose for which it is required the level and sensitivity of data requested: and the arrangements in place to store and handle the data
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
Under data protection legislation, 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 in writing the Headteacher/Principal of your academy outlining your request.
You also have the right 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 claim compensation for damages caused by a breach of the Data Protection regulations
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/
Contact: If you would like to discuss anything in this privacy notice, please contact:
ODST Data Protection Officer Mike Bingham The Oxford Diocesan Schools Trust Church House Oxford Langford Locks Kidlington Oxford OX5 1GF Email: Mike.Bingham@oxford.anglican.org Telephone: 01865 208 200
ParentMail Please make sure you have registered with ParentMail. Contact the office for more information.
St. Mary's Church of England (VC) Primary School Southam Road Banbury OX16 2EG Headteacher: Victoria Woods Tel/Fax: 01295 263026 Email email@example.com