Privacy Notices (Pupil, Employees and Governance)

 

Privacy Notice for pupils and their families (How we use pupil information) 

Data Controller: Synergy Education Trust 

Address: ℅ Stanley Primary School, Wordsworth Avenue, Blackpool. FY3 9UT 

Data Protection Officer: SchoolsDPO@blackpool.gov.uk 

The categories of pupil information that we process include:  

  • personal identifiers and contacts (such as name, unique pupil number, contact details and address)  

  • characteristics (such as ethnicity, language, and free school meal eligibility)  

  • safeguarding information (such as court orders and professional involvement)  

  • special educational needs (including the needs and ranking)  

  • medical and administration (such as doctors information, child health, dental health, allergies, medication and first aid records)  

  • attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)  

  • assessment and attainment (such as key stage 1 and phonics results and any relevant results)  

  • behavioural information (such as exclusions and any relevant alternative provision put in place)  

  • trips and activities (personal identifiers, medical, food allergies)  

  • catering (personal identifiers, dietary requirements, food allergies)  

  • health and safety information (personal identifiers, contacts and incident details)  

  • CCTV footage (video images) if the school operates a CCTV system  

  • Images such as photographs 

This list is not exhaustive, to access the current list of categories of information we process please contact the Trust office; on 01253 800318 or email : coo@seteducation.org.uk or contact the individual schools.  

Why we collect and use pupil information  

We collect and use pupil information, for the following purposes:  

a) to support pupil learning  

b) to monitor and report on pupil attainment progress  

c) to provide appropriate pastoral care  

d) to assess the quality of our services  

e) to keep children safe  

f) to meet the statutory duties placed upon us for DfE data collections  

g) to administer the school’s governing body  

h) to facilitate and promote health services  

i) to meet other statutory duties (GDPR compliance and health & safety)  

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for the majority of processing (including pupil learning and pastoral care) is:  

(e) 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;  

However, the organisation also relies on the following lawful bases:  

(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; (e.g. publication of photographs)  

(c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e.g. health & safety, safeguarding)  

(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person; (e.g. medical emergencies)  

When processing special categories of personal data the organisation will engage an additional condition from Article 9(2)(a) of the GDPR. 

Collecting pupil information  

We collect pupil information from a number of sources including but not limited to: admission forms, the Local Authority, other education settings, pupils as the data subjects, health professionals and family members.  

Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, 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 securely for the set amount of time shown in our data retention schedule. If you would like more information on our data retention schedule and our school records management policy please request a copy from the School Office. 

Who we share pupil information with  

We routinely share pupil information with:  

  • schools that the pupils attend after leaving us  

  • our local authority  

  • the Department for Education (DfE)  

  • medical professionals (e.g. school nurses)  

  • third parties that provide educational services  

Why we regularly 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. The legislation the school shares data under includes but is not limited to:  

  • Education Act 2011  

  • Education and Skills Act 2008  

  • The Special Educational Needs and Disability Regulations 2014  

  • Children and Families Act 2014  

  • Children’s Act 1989 & 2004  

  • The Education (Information About Individual Pupils) (England) Regulations 2013.  

Department for Education  

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority.  

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.  

For more information, please see ‘How Government uses your data’ section below.  

How Government uses your data 

The pupil data that we lawfully share with the DfE through data collections: 

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school. 

  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures). 

  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school) 

Requesting access to your personal 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 the school office or email dpo@layton.blackpool.sch.uk.  

You also have the right to:  

  • to ask us for access to information about you that we hold  

  • to have your personal data rectified, if it is inaccurate or incomplete  

  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing  

  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)  

  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics  

  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you  

If you have a concern or complaint 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. 

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice. 

Withdrawal of consent and the right to lodge a complaint  

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting the school office or email the Trust office; on 01253 800318 or email : coo@seteducation.org.uk or individual schools.  

Contact  

If you would like to discuss anything in this privacy notice, please contact the school office or email: coo@seteducation.org.uk  

 

Privacy Notice – Employee Data (How we use employee information) 

Data Controller: Synergy Education Trust 

Address: ℅ Stanley Primary School, Wordsworth Avenue, Blackpool. FY3 9UT 

Data Protection Officer: SchoolsDPO@blackpool.gov.uk 

Categories of Trust information that we process include: 

  • Personal information (such as name, address, home and mobile numbers, personal email address, employee or teacher number, national insurance number, and emergency contact details) 

  • characteristics information (such as gender, age, ethnic group) 

  • contract information (such as start date, hours worked, post, roles and salary information)   

  • work absence information (such as number of absences and reasons, including information regarding physical and/or mental health, holiday/special leave records) 

  • qualifications (and, where relevant, subjects taught) 

  • Payroll information (such as bank or building society details) 

  • Professional development (courses attended and dates)  

  • Performance information (such as appraisals and performance reviews, performance measures including performance management/improvement plans, disciplinary or grievance records) 

  • Other information (such as pension arrangements, time and attendance records, information in applications made for other posts within the school, criminal records information (including the results of the Disclosure and Barring Service checks), details of references the school receives or provides to other organisations, CCTV footage and photographic images and driving at work documentation).      

This list is not exhaustive, to access the current list of categories of information we process please contact the Trust office; on 01253 800318 or email: coo@seteducation.org.uk  

 Why we collect and use workforce information 

We use workforce data to: 

  1. enable the development of a comprehensive picture of the workforce and how it is deployed 

  1. inform the development of recruitment and retention policies 

  1. enable individuals to be paid 

  1. support effective appraisal 

  1. ensure that an accurate history of an employee is maintained 

  1. to meet the statutory duties placed upon us for DfE data collections 

  1. To meet safeguarding and/or Health & Safety obligations this includes driving at work  

Our lawful basis for using the data 

Under the General Data Protection Regulation (GDPR), the lawful basis bases we rely on for processing personal information for general purposes are:  

  • Article 6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; (e.g. publication of photographs) 

  • Article 6(1)(b) processing is necessary for the performance of a contract with the data subject 

  • Article 6)(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e.g. health & safety, safeguarding) 

  • Article 6(1)(e) 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; 

When we collect ‘special categories of personal data’ e.g. Information relating to a person’s racial or ethnic origin or medical information, we will do so where we have explicit consent or where it is necessary for us to comply with our obligations under employment, social security or social protection laws 

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. 

Collecting workforce information 

We collect personal information from a number of sources, including but not limited to application forms, signing in and systems, previous employers, the Local Authority, regulatory authorities such as HMRC, trade unions, the Disclosure and Barring Service, medical professionals, students or their parents/carers, publically available resources online and the data subject themselves.  In addition to this we may obtain information from technical systems such as our computer networks, CCTV, email, intranet and internet facilities, telephones and mobile phone records.     

Workforce data is essential for the school’s / local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.  

Storing workforce information 

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit the internal google drive. 

Who we share workforce information with 

We routinely share this information with: 

  • the local authority (where applicable) 

  • the Department for Education (DfE)  

  • any agency that has a legitimate right under safeguarding arrangements 

  • Other organisations or professionals with your consent 

Why we share Trust workforce information 

We do not share information about our workforce members with anyone without consent unless the law and our policies allow us to do so. 

Local authority  

We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments. 

Department for Education 

School workforce census:  

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections, under: 

For more information, please see ‘How Government uses your data’ section. 

For privacy information on the data the Department for Education (DfE) collects and uses, please see: https://www.gov.uk/government/publications/privacy-information-education-providers-workforce-including-teachers 

Requesting access to your personal data 

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the Trust’s Data Protection Officer. 

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 

  • a right to seek redress, either through the ICO, or through the courts 

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact 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 the Trust’s Data Protection Lead. – Lisa Tupman:  coo@seteducation.org.uk  or Jonathan Pickup - Data Protection Officer: schoolsdpo@blackpool.gov.uk   

How Government uses your data 

The workforce data that we lawfully share with the DfE through data collections: 

  • informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce 

  • links to school funding and expenditure 

  • supports ‘longer term’ research and monitoring of educational policy 

Data collection requirements 

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools. 

Sharing by the Department 

The Department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by: 

  • conducting research or analysis 

  • producing statistics 

  • providing information, advice or guidance 

The Department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal 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 securely store and handle the data  

To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data. 

To contact the department: https://www.gov.uk/contact-dfe 

 

Privacy Notice – Members, Trustees and Local Governors Information 

Data Controller: Synergy Education Trust 

Address: ℅ Stanley Primary School, Wordsworth Avenue, Blackpool. FY3 9UT 

Data Protection Officer: SchoolsDPO@blackpool.gov.uk 

The categories of members, trustees and local governor information that we process include: 

  • personal identifiers, contacts and characteristics (such as name, date of birth, contact details, email address, postal address and postcode) 

  • governance details (such as role, start and end dates and governor ID) 

  • Attendance at Meetings, Training and Committees 

Why we collect and use  members, trustees and local governor information 

We collect and use members, trustees and local governor information, for the following purposes: 

  1. to meet the statutory duties placed upon us 

  1. to administer the Trust’s Trust Board and Committees and the school’s governing body 

  1. to promote the Trust and its values 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing personal information for general purposes are: 

  • Article 6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; (e.g. publication of photographs) 

  • Article 6)(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e.g. health & safety, safeguarding) 

  • Article 6(1)(e) 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; 

The Trust does not routinely process members, trustees and local governors special category data’, however, if required to do so it will identify an additional condition from Article 9(2)(a) of the GDPR.  

All Academy trusts governing bodies under the Academies Financial Handbook have a legal duty to provide the governance information. 

Collecting and Storing  members, trustees and local governor information 

We collect personal information directly from members, trustees and local governors.  Members, trustees and local governor data is essential for the Trust’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it may be requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.  

Your personal data is stored on a secure system called Governor Hub. This is an access-controlled, encrypted system used to securely store and circulate governor information on behalf of the school. More information can be found at: How GovernorHub stores and secures your data | GovernorHub Help Centre 

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit retention schedule or request a copy from your clerk.   

Who we share  members, trustees and local governor information with 

We routinely share this information with: 

  • our local authority 

  • the Department for Education (DfE)  

  • training providers 

We do not share information about our governors with anyone without consent unless the law and our policies allow us to do so. 

Department for Education 

The Department for Education (DfE) collects personal data from educational settings and local authorities. We are required to share information about our governors with the Department for Education (DfE), under section 538 of the Education Act 1996  

All data is entered manually on the GIAS system and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.  

For more information, please see ‘How the Government uses your data’ section. 

Requesting access to your personal data 

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the Trust office; on 01253 800318 or email : coo@seteducation.org.uk  

You also have the right to: 

  • to ask us for access to information about you that we hold  

  • to have your personal data rectified, if it is inaccurate or incomplete 

  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing 

  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing) 

  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics 

  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you 

If you have a concern or complaint 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/ 

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice. 

Data collection requirements 

To find out more about the requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/government/news/national-database-of-governors 

Note: Some of these personal data items are not publically available and are encrypted within the GIAS system. Access is restricted to a small number of DfE staff who need to see it in order to fulfil their official duties. The information is for internal purposes only and not shared beyond the department, unless the law allows it. 

How to find out what personal information DfE hold about you 

Under data protection legislation, you are entitled to ask the Department: 

  • if they are processing your personal data 

  • for a description of the data they hold about you 

  • the reasons they’re holding it and any recipient it may be disclosed to  

  • for a copy of your personal data and any details of its source 

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’.  Further information on how to do this can be found within the Department’s personal information charter that is published at the address below: 

https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter To contact DfE: https://www.gov.uk/contact-dfe  

How Government uses your data 

The governor data that we lawfully share with the DfE via GIAS: 

  • will increase the transparency of governance arrangements 

  • will enable schools and the department to identify more quickly and accurately individuals who are involved in governance and who govern in more than one context 

  • allows the department to be able to uniquely identify an individual and in a small number of cases conduct checks to confirm their suitability for this important and influential role 

Withdrawal of consent and the right to lodge a complaint  

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please contact the Trust office; on 01253 800318 or email: coo@seteducation.org.uk  

Contact 

If you would like to discuss anything in this privacy notice, please contact: the Trust office; on 01253 800318 or email : coo@seteducation.org.uk