How We Use Student Information
A new data privacy law is being introduced in the UK from 25 May 2018. As a result, we’re
publishing a new Privacy Notice to make it easier for you to find out how we use and protect
your information. We won’t be changing the ways we use your personal information, but the
new notice will provide you with additional details.
The categories of student information that we collect, hold and share include:
- Personal information (such as name, unique student 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) - Assessment information
- Relevant medical information
- Special educational needs information
- Exclusions and behavioural information
- Photographs and CCTV images
- Post 16 Learning Information
Why We Collect and Use Student Information
We use the student data:
- to support student learning
- to monitor and report on student progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
The Lawful Basis on Which We Use This Information
We collect and use student information under section 537A of the Education Act 1996,
section 83 of the Children Act 1989 and The EU General Data Protection Regulation
2016/679 (GDPR) including Article 6 ‘Lawfulness of processing’ and Article 9 ‘Processing of
special categories of personal data’ https://www.gov.uk/education/data-collection-andcensuses-for-schools
Collecting Student Information
Whilst the majority of student 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 student
information to us or if you have a choice in this.
Storing Student Data
We hold student data for the time specified in the School’s Retention of Reco
Who do we share pupil information with?
We routinely share pupil information with:
- schools that the student’s attend after leaving us
- our local authority
- the Department for Education (DfE)
- SIMS Capita
- Tucasi Scopay and Communications
- CHQ Extracurricular Software
- School Photographer
- Teaching and Learning Software Providers
- Virgin Care
- NHS
Aged 14+ Qualifications
For students enrolling for post 14 qualifications, the Learning Records Service will give us a
student’s unique learner number (ULN) and may also give us details about the student’s
learning or qualifications.
Why We Share Student Information
We do not share information about our students with anyone without consent unless the law
and our policies allow us to do so.
We share students’ 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 students with the (DfE) under regulation 5 of
The Education (Information About Individual Pupils) (England) Regulations 2013.
Data Collection Requirements
To find out more about the data collection requirements placed on us by the Department for
Education (for example; via the school census) go to https://www.gov.uk/education/datacollection-and-censuses-for-schools.
Youth Support Services
What is different about students aged 13+?
Once our students reach the age of 13, we also pass student 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 or 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 the
Headteacher on information@hayesfield.com This right is transferred to the student once
he/she reaches the age 16.
Our pupils aged 16+
We will also share certain information about students 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 students 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 students 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 student information we share with the department, for the purpose
of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-forschools.
To find out more about the NPD, go to https://www.gov.uk/government/publications/nationalpupil-database-user-guide-and-supporting-information.
The Department may share information about our students 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
- the arrangements in place to store and handle the data
To be granted access to student 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 student 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 students 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 information@hayesfield.com marked
for the attention of the Headteacher.
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
information@hayesfield.com marked for the attention of the Headteacher.