GDPR - Privacy Notice
Meadow High School
Privacy Notice - Pupil
(how we use pupil information)
Privacy Notice - The General Data Protection Regulations May 2018 (GDPR)
We at Meadow High School are a data controller for the purposes of GDPR. We collect personal information from you and may receive information about you from your previous school and the Learning Records Service. We hold this personal data to:
- Support your learning;
- Monitor and report on your progress;
- Provide appropriate pastoral care, and
- Assess how well we are doing.
- enable safeguarding and monitor attendance
- aid students in their onward transition
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 SEN needs ethnicity, language, nationality, country of birth and free school meal eligibility, medical data as is relevant to their education or access to school environment including specific medical or dietary needs)
- Attendance information (such as sessions attended, number of absences and absence reasons
- national curriculum assessment results
- attendance information and personal characteristics such as your ethnic group,
- exclusions / behavioural information.
If you are enrolling for post 14 qualifications the Learning Records Service will give us your unique learner number (ULN) and may also give us details about your learning or qualifications.
Once you are aged 13 or over, we are required by law to pass on certain information to providers of youth support services in your area. This is the local authority support service for young people aged 13 to 19 in England. We must provide the names and addresses of you and your parent(s), and any further information relevant to the support services’ role.
However, if you are over 16, you (or your parent(s) can ask that no information beyond names, addresses and your date of birth be passed to the support service. This right transfers to you on your 16th birthday. Please inform the Data Protection Officer* if you wish to opt out of this arrangement. For more information about young people’s services, please go to the National Careers Service page at https://nationalcareersservice.direct.gov.uk/aboutus/Pages/default.aspx
The lawful basis on which we use this information
We collect and use pupil information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989.
We also comply with Article 6(1)(e) of the General Data Protection Regulation (GDPR)
Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
Article 9(2)(b) of the General Data Protection Regulation (GDPR)
processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.
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 information
Meadow High School keep information about you on computer systems and also sometimes on paper.
We hold your education records securely and retain them from your date of birth until you reach the age of 25, after which they are safely destroyed.
There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure you stay safe and healthy or we are legally required to do so.
Who do we share pupil information with?
We routinely share pupil information with:
- schools and colleges that the pupils attend after leaving us
- our local authority (London Borough of Hillingdon) and their commissioned providers of local authority services, or the local authority a student is moving to
- the Department for Education (DfE) ·
- medical professionals
- school nurse
- work experience providers
- project search
- springboard west
- safer schools (police)
We may also share limited pupil data with local schools to enable the moderation of pupil assessment outcomes and to support collaborative working through joint analysis.
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.
But in order to meet statutory requirements around appropriate education provision, and to fulfil safeguarding requirements, we share information about school history, and the latest known pupil and parent address and contact details in the event of a Child Missing Education, or becoming Electively Home Educated. This information also supports the in-year admissions process.
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.
To find out more about the data collection requirements placed on us by the DfE (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
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.
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 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.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
For information about which organisations the department 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 DfE: https://www.gov.uk/contact-dfe
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 [include details of the schools administrator and/or 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
- 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/
If you want to receive a copy of the information about you that we hold or share, please contact the Data Protection Officer*
If you need more information about how the LA and DfE store and use your information, then please go to the following websites:
If you cannot access these websites, please contact the LA or DfE as follows:
3E/04 Civic Centre, Uxbridge, Middlesex UB8 1UW
Website Home Page: www.hillingdon.gov.uk
Telephone: 01895 556923
Public Communications Unit Department for Education Sanctuary Buildings Great Smith Street London SW1P 3BT
Telephone: 0370 000 2288
*Data Protection Officer: Alan Manning
Tel: 01895 443310