Privacy Policy

Privacy Policy

How we use pupil, family and lettings information

  • The Categories of information that we collect, hold and share include:
    • Personal information (such as name, unique pupil 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)
    • Details of any disciplinary issues, sanctions or exclusions
    • Educational progress and attainment including test and exam performance
    • Contact information and family details (such as email address or telephone numbers)
    • Health information (such as details of any allergies or disabilities)
    • Details of additional personal and academic support required by pupils including Special Educational Needs
    • CCTV recordings and images taken from the system
    • Photographs and/or biometric information for access controls, security, payment and library systems
    • Sixth Form Student Bursaries

    All of the above points of information will be held in our Management Information System

  • Why we collect and use this information

    We use the personal, pupil and family data:

    • to support pupil learning
    • to monitor and report on pupil progress
    • to provide appropriate pastoral care
    • to safeguard pupil health and wellbeing
    • to assess the quality of our services
    • to comply with the law regarding data sharing
    • to investigate complaints and concerns
    • to defend legal claims
    • to work with local agencies to address anti-social behaviour and public safety concerns
  • The lawful basis on which we use this information

    We process this personal information under the following GDPR Article 6 (1) Conditions-

    c) processing is necessary for compliance with legal obligations to which the controller is subject;
    d) processing is necessary in order to protect the vital interests of the data subject or of another natural person;
    e) 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;

    We process special category personal information under the following GDPR Article 9(2) Conditions –

    b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
    f) processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity
    g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
    h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional

    Collecting pupil and family information

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

  • Lettings Information

    We collect information relating to an identified, or identifiable, individual. This includes the individual’s: Name (including initials) · Identification / phone number · Location data · E Mail. This Data is collected for the purpose of contact with Sports Teams/ Clubs or the individual as part of the Booking process.

  • Storing personal, pupil and family data

    We hold school workforce data in accordance with the schools document retention policy which is available from the Chief Operating Officer, The Constellation Trust, 296 Anlaby Park Road South, HULL, HU4 7JB – [email protected]

     

  • Who we share pupil information with

    We routinely share pupil information with:

    • schools that the pupil’s attend after leaving us
    • our local authority
    • the Department for Education (DfE)
  • Why we share pupil information

    We do not share information about our pupils with anyone without consent unless the law and our policies allows or requires us to do so.
    We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

    Academies

    We are required to share information about our pupils 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/data-collection-and-censuses-for-schools.

  • Youth Support Services
    • Pupils aged 13+ [For use by educational settings with students aged 13+:]

    Once our pupils reach the age of 13, we also pass pupil 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 are passed to their local authority or provider of youth support services by informing us. This rights are transferred to the child / pupil once he/she reaches the age 16.

    Pupils aged 16+ [For use by educational settings with students aged 16+:]

    We will also share certain information about pupils 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 www.Hullcc.gov.uk

  • 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 of sources including schools, local authorities and awarding bodies.
    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 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 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 DfE: https://www.gov.uk/contact-dfe

  • Requesting Access to your personal data

    Under data protection legislation, individuals, 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 be given access to your child’s educational record, contact Chief Operating Officer, 296 Anlaby Park Road, HULL, HU4 7JB – [email protected]

    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, 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:

    Chief Operating Officer, 296 Anlaby Park Road, HULL, HU4 7JB

 

 

 

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