GDPR Privacy Notice (How we use student information)

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

  • Personal information (such as name, unique pupil number, photograph, image 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)
  • Relevant medical and medication information
  • Special educational needs and pastoral care information
  • Assessment and transition information
  • Exclusion / behavioural information
  • Finance information

Why we collect and use this information

We use the student data:

  • To support student learning
  • To monitor and report on student progress and attendance
  • To provide appropriate pastoral care
  • To administer medicine and personal care where appropriate
  • To assess the quality of our services
  • To comply with the law regarding data sharing
  • To communicate with students, parents and carers
  • To provide catering and payment services
  • To process admissions
  • To maintain student records
  • To support behaviour management
  • To provide student support services
  • To ensure student safety and security
  • To promote the school and its activities
  • To allow us to respond to complaints and other issues that may arise

The lawful basis on which we use this information

  • Processing is necessary for the performance of a task carried out in the public interest or in
    the exercise of official authority vested in the controller
  • Consent has been obtained from the data subject
  • Necessary for the performance of a contract with the data subject
  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary in order to protect the vital interests of the data subject or of
    another person

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 whether you have a choice in this.

Storing student data

We hold student data until the individual reaches the age of 25.

Who we share student information with

We routinely share student information with

  • Schools that the student’s attend after leaving us
  • Our local authority
  • The Department for Education (DfE)
  • NHS
  • School nursing team
  • Examinations Boards and moderators
  • Catering and trip payment services
  • Student and parent communication service providers
  • Student learning service providers
  • Careers advisors
  • School trip providers and destinations
  • IT service providers to enable student access to learning services

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 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 student 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 place on us by the DfE (e.g. via the school
censes) go to https://www.gov.uk/education/data-collection-and-censuses-for-school.

Youth Support Services

Students aged 13+

Once our students reach the age of 13, we also pass 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 services by informing us. This right is transferred to the
child/student once he/she reaches the age of 16.

The National Pupil Database (NPD)

The NPD is owned and managed by the DfE 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 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 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, and
  • 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 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 the 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 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 Student Services at Tiverton High School.

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 any concerns about the way we are collecting or using your personal data, we request
that you raise your concern with us in the first instance. Alternatively, you can contact 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 our designated Data Protection Officer (DPO) is: i-west
Email: i-west@bathnes.gov.uk
I-west is an external provider who offer specialist data protection services to Tiverton High School.
Their website is www.auditwest.co.uk

For general enquiries at Tiverton High School please contact:
Administration and Finance Manager
admin@tiverton.devon.sch.uk
Tiverton High School
Bolham Road
Tiverton High School Devon
EX16 6SQ
Tel: 01884 256655

Privacy Notice – Additional information for children in need and looked after children

In addition to the details in the Student Privacy Notice above, this section details how we use
information relating to children in need and looked after children.

The categories of children in need and looked after children information that we collect, hold and
share include:

  • Information relating to episodes of being a child in need (such as referral information,
    assessment information, Section 47 information, Initial Child Protection information and
    Child Protection Plan information)
  • Episodes of being looked after (such as important dates, information on placements)
  • Outcomes for looked after children (such as whether health and dental assessments are up
    to date, strengths and difficulties questionnaire scores and offending)
  • Adoptions (such as dates of key court orders and decisions)
  • Care leavers (such as their activity and what type of accommodation they have)

Why we collect and use this information

  • To support these children and monitor their progress
  • To provide them with pastoral care
  • To assess the quality of our services
  • To evaluate and improve our policies on children’s social care

The lawful basis on which we use this information

  • Processing is necessary for the performance of a task carried out in the public interest or in
    the exercise of official authority vested in the controller
  • Consent has been obtained from the data subject
  • Necessary for the performance of a contract with the data subject
  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary in order to protect the vital interests of the data subject or of
    another person

Collecting this information

Whilst the majority of looked after children information you provide to us is mandatory, some of it is
provided to us on a voluntary basis. In order to comply with the data protection legislation, we will
inform you whether you are required to provide certain information to us or whether you have a
choice in this.

Storing this information

We hold student data until the individual reaches the age of 25.

Who we share this information with

  • Department for Education
  • Local Authority
  • NHS

Why we share this information

We share children in need and children looked after data with the Department on a statutory basis,
under Section B3 of 1989 Children’s Act, Section 7 of the Young People’s Act 2008 and also under
Section 3 of The Education (Information about Individual pupils) (England) Regulations 2013.

This data sharing helps to develop national policies, manage local authority performance, administer
and allocate funding and identify and encourage good practice.

We do not share information about our children in need or children looked after with anyone
without consent unless the law and our polices allow us to do so.

Data collection requirement

To find out about the data collection requirements placed on us by the DfE go to:
Children looked after: https://www.gov.uk/guidance/children-looked-after-return
Children in need: https://www.gov.uk/guidance/children-in-need-census