Meadow High School Privacy Notice
Last updated: February 2019
Introduction and General Terms
Meadow High School (MHS) is committed to protecting your personal information when you are using our services. This Privacy Notice relates to our use of your personal information when we contact you or you make contact with us in relation to our function as a community SEN School
In order to provide you with the full range of information, we sometimes need to collect information about you. This Privacy Notice explains the following:
- What information we may collect about you;
- How we will use information we collect about you;
- When we may use your details to contact you;
- Whether we will disclose your details to anyone else.
We are committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, these laws are referred to collectively in this Privacy Notice as "data protection laws".
What information we collect
In order to provide you with communications suited to your needs, we require information about you. For the purposes mentioned in our Privacy Notice(s), we collect the following groups of information of you:
- Your basic identification and contact details
This may include your name, address, telephone number, email address and other information that you provide us.
- Information about your relationship with us
This may include information about Meadow High School events you have participated in, and feedback you have given us.
Occasionally we may process personal information that hasn’t been collected directly from you. All personal information is obtained from verified sources and will only be processed if a suitable legal basis has been established.
How we use your personal information
We use your information in a manner which is consistent with the original purpose of collection.
We collect and use your personal information for our legitimate business purposes of communicating with you, to help with your enquiries and fulfilling your requests. We have completed a comprehensive assessment and implemented measures to ensure our interests do not affect your right to privacy.
How long we keep your information for
We will hold your personal information on our systems for as long as is necessary to maintain our relationship. Unless you choose to withdraw your personal details before this time, your personal data will be held in accordance with Meadow High School policy. A periodic review will be carried out to ensure all information held remains relevant.
Who might your information be shared with
We will keep your information within Meadow High School and will only share it outside where you have requested it or given your consent or there is legal directive to do so.
What information might be shared within Meadow High School
Information relating to your basic identification, contact details and Information about your relationship with us may be shared the normal operational needs of the school.
What third parties do you share information with
We have to by law share certain information with the local authority and The Department for Education.
We also share specific contact data with third party software suppliers for legitimate operational requirements of the school.
Under data protection laws you have a number of rights in relation to your personal information. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request. This section explains what they are and how you can use them, if you wish.
Accessing your personal information
You have the right to request a copy of the personal information that we hold about you. This is known as a Subject Access Request.
If you wish to request a copy of your personal information please address requests to email@example.com
Correcting and updating your personal information
The accuracy of your information is important to us. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please contact us using firstname.lastname@example.org
Erasing your personal information or restricting its processing
You may ask for your personal information to be removed from our systems. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information in the following situations:
- Where you believe we have unlawfully used your personal information and you choose not to elect for your information to be erased;
- Whilst we are verifying the accuracy of the information following a contest of accuracy;
- You objected to us processing your personal information and we are considering whether our legitimate grounds override your decision;
- You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.
In these situations, we may only store your personal information and not further process whilst the restriction is in place. Unless we have your consent or are legally permitted to do so, for example to protect the rights of another individual or company or in connection with legal proceedings.
If you wish to exercise any of these rights please address your request to email@example.com. We will endeavour to complete your request as swiftly and diligently as possible.
Right to lodge a complaint
You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. They can be contacted via:
Information Commissioner's Office
Tel: 01625 545 700
If we wish to use your personal data for a new purpose, not covered by our Privacy Notice(s), we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where necessary, we will seek your prior consent to the new processing.
Changes to our Privacy Notice
This Privacy Notice may be updated from time to time so you may wish to check it each time you submit personal information to us. The date of the most recent revisions will appear on this page. If material changes are made to our Privacy Notice(s), for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including email notification of the changes to the notice).
If you have any questions or comments regarding the content of this Privacy Notice, please contact firstname.lastname@example.org
The Data Protection Officer
Meadow High School
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
Learning Records Bureau
The Government Learning Records Bureau provides each pupil with a ULN (Unique Learning Number) from which a personal learning record is held, as part of the function of the Department for Education.
The Department for Education and the Education and Skills Funding Agency use the ULN to collect data, for example about exam results such as GCSE and A Level.
Pupils at Meadow High School will have their data used by the Learning Records Bureau, Education and Skills Funding Agency and Department of Education.
We therefore draw your attention to the Privacy Notice issued by the Education and Skills Funding Agency, which can be read by following the link below: