Privacy Notice

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:

  • Support your child’s learning
  • Monitor and report on your child’s progress
  • Provide appropriate pastoral care
  • Assess the quality of our services
  • Comply with the law regarding data sharing

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, date of birth and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal/Pupil Premium eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Assessment Information
  • Relevant medical information

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:

  • Schools that the pupils attend after leaving us
  • Our local authorities
  • The Department for Education (DfE)
  • Therapists/Professional Bodies
  • External Contractors for School Activities

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:

  • 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 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:

  • 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
  • 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 the school office.

What Ofsted said about us...

“The curriculum is enriched by many activities both during the formal curriculum and as extra-curricular activities.”