We, Birtley House Independent School, are a data controller for the purposes of the Data Protection Act. We collect and hold personal information relating to our pupils under the Education Act 1996, and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE).
Why do we collect and use pupil information?
We use the pupil data to:
The categories of pupil information that we collect, hold and share include:
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 Data
We store pupil data until the pupil leaves the school. Parent email is kept on record for future events. If this is not acceptable please contact the office.
Who do we share pupil data with?
We routinely share pupil information with:
Why do 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.
We are required to share information about our pupils to The Department for Education (DfE) under regulation 4 of The Education (Information About Individuals Pupils) (England) Regulations 2013.
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 or sources including school and local authorities.
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. 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 pupil information we share with the department, for the purposes of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
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:
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:
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 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 the 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 to be given access to your child’s educational record, contact the Headteacher.
You also have the right to:
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 would like to discuss anything in this privacy notice, please contact the school office.