Who processes my information?
SOUTH CRAVEN SCHOOL is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to students and their families is to be processed. MS SARA WHALLEY acts as a representative for the school with regard to its data controller responsibilities; she can be contacted on 01535 639861 or at S.Whalley@southcraven.org.
In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that South Craven School upholds are imposed on the processor.
Veritau Ltd. is our Data Protection Officer. Their role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer’s representative at school can be contacted on 01535 639861 or at S.Whalley@southcraven.org.
Why do you collect and use my information?
South Craven School holds the legal right to collect and use personal data relating to students and their families, and we may also receive information regarding them from their previous school, LA and/or the DfE. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the following:
- Article 6 and Article 9 of the GDPR
- Education Act 1996
- Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013
In accordance with the above, the personal data of students and their families is collected and used for the following reasons. This includes the processing of “special category data” e.g. data revealing a student’s ethnicity:
- To support student learning
- To monitor and report on student progress
- To provide appropriate pastoral care
- To assess the quality of our service
- To comply with the law regarding data sharing
- To safeguard students
Which data is collected?
The categories of student information that the school collects, holds and shares include the following:
- Personal information – e.g. names, student numbers and addresses
- Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
- Attendance information – e.g. number of absences and absence reasons
- Assessment information – e.g. national curriculum assessment results
- Relevant medical information
- Information relating to SEND
- Behavioural information – e.g. number of temporary exclusions
How long is my data stored for?
Personal data relating to students at South Craven School and their families is stored in line with the school’s GDPR Data Protection Policy.
In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.
Will my information be shared?
The school is required to share students’ data with the DfE on a statutory basis, this includes the following:
- Gender
- Ethnicity
- First language
- Eligibility for free school meals
- Special educational needs (SEN)
- Student absence and exclusions
- Test and exam results, prior attainment and progression at different key stages for students in the state sector
The National Pupil Database (NPD) is managed by the DfE and contains information about students in schools in England. South Craven School is required by law to provide information about our students 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 DfE may share information about our students from the NDP with third parties who promote the education or wellbeing of children in England by:
- Conducting research or analysis
- Producing statistics
- Providing information, advice or guidance
The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained.
South Craven School will not share your personal information with any third parties without your consent, unless the law allows us to do so. The school routinely shares students’ information with:
- Local FE and HE providers e.g. Keighley College
- Craven Pupil Referral Service (PRS)
- NYBEP (North Yorkshire Business Enterprise Partnership)
- Local authorities such as NYCC (North Yorkshire County Council) Children & Young Peoples Services & City of Bradford Metropolitan District Council - Department of Children's Services
- Youth Services Team, Youth Offending Team
- UCAS
- Miroson (Careers Guidance and Assessment Service)
- CAMHS (Specialist Child & Adolescent Mental Health Services)
- Police
- Children's Social Care
- Prevention Service
- National Health Service
- TRACKS Education - West Yorkshire Home Tuition Service
- Other Secondary Schools within West & North Yorkshire
- Other Primary Schools within North & West Yorkshire
- Other Schools nationally with reference to starters/leavers, mid-year transfers etc.
- IDAS- Independent Domestic Abuse Services
- SELFA- Skipton Extended Learning For All
- HOPE - Domestic Violence Support
- MESMAC - LGBT Support
- National Youth Advocacy Service
- Capita SIMs
- SISRA
- Sam Learning
- Parentpay
The information that we share with these parties includes the following:
- Personal information – e.g. names, pupil numbers and addresses
- Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
- Attendance information – e.g. number of absences and absence reasons
- Assessment information – e.g. national curriculum assessment results
- Relevant medical information
- Information relating to SEND
- Behavioural information
Once our students reach the age of 16, we are required by law to pass on certain information to our Local Authority (LA) which is responsible for the education or training of 13-to-19-year-olds. We may also share specific personal data of students who are aged 16 and over with post-16 education and training providers, in order to secure appropriate services for them. The information provided includes addresses and dates of birth of all students and their parents, and any information necessary to support the services, e.g. school name, ethnicity or gender.
Parents are able to request that only their child’s name, address and date of birth are passed to the LA or the DfE, by informing Ms Sara Whalley via email. Once students reach 16 years of age, this right is transferred to them, rather than their parents.
For more information regarding services for young people, please visit our LA’s website: https://www.northyorks.gov.uk/
We are also required to pass certain personal information to careers services once students reach the age of 16. The information accessible by careers services includes:
- Personal information – e.g. names, pupil numbers and addresses
- Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
What are my rights?
Parents and students have the following rights in relation to the processing of their personal data.
You have the right to:
- Be informed about how South Craven School uses your personal data.
- Request access to the personal data that South Craven School holds.
- Request that your personal data is amended if it is inaccurate or incomplete.
- Request that your personal data is erased where there is no compelling reason for its continued processing.
- Request that the processing of your data is restricted.
- Object to your personal data being processed.
Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.
If you have a concern about the way South Craven School and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.
Where can I find out more information?
If you would like to find out more information about how we and/or the DfE collect, use and store your personal data, please visit our website www.southcraven.org or download our GDPR Data Protection Policy.
Summary
- SOUTH CRAVEN SCHOOL has a legal and legitimate interest to collect and process my personal data in order to meet statutory requirements.
- I understand how my data is used.
- SOUTH CRAVEN SCHOOL may share my data with the DfE, and subsequently the LA.
- SOUTH CRAVEN SCHOOL will not share my data to any other third parties without my consent, unless it has a legal basis so to do.
- SOUTH CRAVEN SCHOOL will always ask for explicit consent where this is required, and I must provide this consent if I agree to the data being processed.
- My data is retained in line with the school’s GDPR Data Protection Policy.
- My rights to the processing of my personal data.
- I understand where I can find out more information about the processing of my personal data.
