Alderman Payne Primary School - Privacy Notices – GDPR compliant |
1. 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, Alderman Payne Primary School, 9, Main Road, Parson Drove, Wisbech, PE13 4JA, are the ‘data controller’ for the purposes of data protection law.
Please contact the office to find out the name of our data protection officer.
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
Video 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Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time.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. We use the guidance contained in the Information and Records Management Society’s toolkit for schools. This sets out how long we keep information about pupils. A copy of this is available form the school office.
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 i.e. 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
Professional advisers and consultants
Charities and voluntary organisations
Police forces, courts, tribunals
Professional bodies
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. Scott, the Office Manager.
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 via the school office:
This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data in this school.
2. 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, Alderman Payne Primary School, 9, Main Road, Parson Drove, Wisbech, PE13 4JA, are the ‘data controller’ for the purposes of data protection law.
Please contact the office to find out the name of our data protection officer.
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
Video 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
Check how you’re doing in exams and work out whether you or your teachers need any extra help
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 use the guidance contained in the Information and Records Management Society’s toolkit for schools. This sets out how long we keep information about pupils. A copy of this is available form the school office.
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
Our regulator i.e. 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
Professional advisers and consultants
Charities and voluntary 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 via the school office:
This notice is based on the Department for Education’s model privacy notice for pupils, amended to reflect the way we use data in this school.
Is your child eligible for Education Welfare Benefits?
Do you receive any of the following qualifying benefits
· Income Support
· Income-based Jobseeker's Allowance
· Income-related Employment and Support Allowance
· Support under Part VI of the Immigration and Asylum Act 1999
· The Guarantee element of State Pension Credit
· Child Tax Credit with an annual gross income of no more than £16,190 (provided you're not receiving
Working Tax Credit, unless on a four week 'run-on' period where WTC is due to end)
· Universal Credit with an annual net earned income of no more than £7,400.
If you are in receipt of any of the benefits listed above and have children aged two – nineteen you
may also be eligible to claim, or access, the following Education Welfare Benefits for your child.
Free Early Learning and Childcare for Two Year Olds
The entitlement begins from the school term following the child’s second birthday.
Children born in the period: Become eligible for funding at the
start of term beginning or following:
School Term
1 January - 31 March 1st April Summer
1 April - 31 August 1st September Autumn
1 September - 31 December 1st January Spring
Up to 570 hours free early learning and childcare at a registered early years provider.
Once eligible, entitlement is for the whole academic year and is not rechecked so your child can
continue to access their place, even though your circumstances may change.
The hours can be spread evenly over the year and can be taken as a maximum of 15 hours a week
over up 38 weeks in a year, or stretched with fewer hours in a week over more weeks in a year.
Since September 2014 this scheme has been available to claimants in receipt of Working Tax Credit
provided annual income (as assessed by HM Revenue & Customs) does not exceed £16,190.
For more information and to apply go to http://www.cambridgeshire.gov.uk/free2s , or Telephone
01223 703200 for more advice and support
Free Early Learning and Childcare for Three and Four Year Olds
Universal entitlement - All three and four year olds are entitled to 15 hours of free early education
up to a maximum of 570 hours per year. Check the table above for the eligible dates of birth.
Extended entitlement - Three and four year olds of working parents may be able to access an
additional 570 hours free early education over a year if they meet certain criteria. For more
information and to check eligibility, go to the website www.childcarechoices.gov.uk;
If you are eligible, you will be directed to the HM Revenue & Customs webpage
www.childcare-support.tax.service.gov.uk/ to apply and will be issued with an 11 digit eligibility code.
Early Years Pupil Premium (Three and Four Year Olds)
Additional funding paid directly to the registered early years provider attended by your child to be
used by the provider to support your child’s learning and development.
For more information and to apply go to http://www.cambridgeshire.gov.uk/eypp, or Telephone 01223
703200 for more advice and support
Free School Meals (FSM)
Available to school-age children and to Post-16 students at a school with a sixth form, or FE college.
Saving you up to £400 per year for each child.
For more information and to apply go to http://www.cambridgeshire.gov.uk/freeschoolmeals, or
Telephone 01223 703200 for more advice and support
Pupil Premium (school-age children)
Available when a child has been identified as eligible for FSM. No separate application. Additional
funding paid directly to your child’s school to be used to support their learning. Can be used for a
range of intervention and support programmes including: music fees; specialist support; equipment
and help towards the cost of educational school trips.
Home to School transport (11 – 16 year olds) & (16 – 19 year olds)
Some secondary school children may qualify for help with transport costs under 'Extended
Secondary Rights for Low Income Families'.
Some young people aged 16 -19 who are studying at school or college (not university) in England
may qualify for help with transport costs.
For more information and to apply go to – www.cambridgeshire.gov.uk/education/transport or
www.cambridgeshire.gov.uk/post16edtransport, or Telephone 0345 045 5208 for more advice and
support
16 – 19 Bursary Scheme (16 – 19 year olds)
Funding to help with education-related costs for young people aged 16 to 19 who are studying at
school or college (not university) in England, or who are on a training course, including unpaid work
experience.
Each school and college will have their own scheme and qualifying criteria, but most, if not all,
include these benefits as a starting point for eligibility
Produced by the Early Years Funding and Education Welfare Benefits teams, April 2018
for Early Years Funding and Pupil Premium
Information for Parents/Carers whose children are starting school
My child has been in receipt of a free Early Years Funding place and is starting school on a part-time
basis. May I continue with or claim a free place until they are in school full-time?
No. Unless you have made special arrangements with the school, confirmed by the County Council, your free
entitlement moves to the state funded setting.
Now that my child is starting school, do I need to apply for Free School Meals?
All children starting reception are entitled to a Universal Free School Meal. However, although your child will
receive a school meal under the Universal Free School Meal entitlement, in order to obtain the Pupil Premium for
your child and their school, you may need to complete a Count me in form which collects the information needed
to make a check for eligibility. www.cambridgeshire.gov.uk/countmein
My child’s childcare provider was in receipt of Early Years Pupil Premium, do I need to apply for Pupil
Premium?
If we already hold your details, and your child was eligible for economic reasons, we will be able to make that
check for you using a secure Electronic Checking System (ECS). You will be notified of the outcome. If your child
is entitled, they will continue to benefit from the additional government funding.
My child wasn’t in receipt of Early Years Pupil Premium, do I need to apply for Pupil Premium?
If you provided your surname, date of birth and NI number or NASS number previously, you do not need to reapply
for Pupil Premium as we hold your details and will advise you if your child becomes eligible.
If you have not previously provided your details to your childcare provider, then you will need to apply by
completing a Count me in form. Even if you don’t think you would qualify at this point, once you have completed
the form, we will be able to continue to check economic eligibility throughout your child’s school years using the
ECS. You will be notified if you become eligible.The form may be given to you by your school or you can access it
online at www.cambridgeshire.gov.uk/countmein
What is the criteria for Pupil Premium?
The economic criteria are:
¨ Income Support
¨ Income-based Jobseekers Allowance
¨ Income-related Employment and Support Allowance
¨ Support under Part VI of the Immigration and Asylum Act 1999
¨ The guaranteed element of State Pension Credit
¨ Child Tax Credit (unless you’re also entitled to Working Tax Credit, and earn no more than £16,190)
¨ Working Tax Credit run-on (paid for 4 weeks after you stop receiving Working Tax Credit)
¨ Universal Credit (provided you have an annual net earned income of no more than £7,400)
If your child meets one of the criteria below, please discuss with your school:
¨ been in local-authority care for 1 day or more in England or Wales
¨ been adopted from care in England or Wales
¨ left care under a special guardianship order or residence order in England or Wales
If you have any queries regarding this information, please call the Education Welfare Benefits team on 01223
703200 or email ewb.fsm@cambridgeshire.gov.uk
Or look at the website www.cambridgeshire.gov.uk/freeschoolmeals
Unfortunately not the ones with chocolate chips.
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