General Data Protection Regulations 2018
Section A - Privacy Notice: Parents & Carers
Who we are?
Lawrence Sheriff School is the Data Controller. This means we are responsible for how your personal information is processed and for what purposes.
Lawrence Sheriff School is registered as the Data Controller with the Information Commissioners Office (ICO); Registration Number: Z6157589
You can contact Lawrence Sheriff School as the Data Controller at lss@lawrencesheriffschool.com
What is a Privacy Notice?
This notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.
What is Personal Information?
Personal information relates to a living individual who can be identified from that information. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.
‘Special category’ personal information reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.
Why do we collect and use pupil information?
We use the pupil data:
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care
to provide appropriate learning support, particularly for students with special educational needs
to assess the quality of our services
to comply with the law regarding data sharing
to provide a rewards structure
to track how well the school is performing as a whole
The categories of pupil 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)
Assessment information including grades, targets, levels and progress
Relevant medical information
Special Needs information
Information on behaviour, awards and prizes
Information on behaviour and incidents, if applicable, at the school including suspension/exclusion
Post 16 information as above and for the writing of UCAS and reference documents
Photographs
Why do we collect and use parent information
to report on pupil attainment and progress
to provide appropriate pastoral support
to enable payment of fees e.g. for school trips
to allow access to the catering system
The categories of parent information that we collect, hold and share include:
personal information (such as name, address, email address, telephone number, occupation)
Bank details
We only collect and use pupils’ and parent’s personal data when the law allows us to. Most commonly, we process it where:
We need to comply with a legal obligation
We need it to perform an official task in the public interest
Less commonly, we may also process pupils’ personal data in situations where:
We have obtained consent to use it in a certain way
We need to protect the individual’s vital interests (or someone else’s interests)
To meet a contractual obligation
Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.
What do we do with your information?
All personal information is held in a manner which is compliant with Data Protection legislation. Personal information is only processed for the purpose it was collected. Lawrence Sheriff School monitors the personal information it processes and will only share personal information with a third party if it has a legal basis to do so.
In retaining personal information, Lawrence Sheriff School complies with the Retention Schedules provided by the Information Record Management Society. We hold pupil data for up to seven years after they leave the school or 25 years from the child’s date of birth. SEN information is kept for a minimum of 35 years. If any safeguarding information has been recorded about a child, we are required to archive those records for the lifetime of that child.
Who do we share pupil and parent information with?
We routinely share pupil and/or parent information with:
schools/academies/colleges/universities that the pupils attend after leaving us - please we below
our local authority – please see below
the Department for Education (DfE) - please see below
the Education and Skills Funding agency – learning records service – please see below
Examining bodies – to enable access to public exams
Braiswick photographers – for SIMS records
Parentpay – to operate financial services
Gpanel and Gmail (Premova and Google) – to operate communication within school
Groupcall – to operate attendance procedures
AIP Catering – to operate the catering services
Parentpay – to manage payments relating to pupils
PS Financials – to manage payments relating to pupils
Prospects – required to supply destinations data to local authority
Tasc software – to operate school communications
Crowe Clark and Whitehill – legal requirement for auditing
Health and social welfare organisations – to provide health and pastoral support
Active learn – to access the science curriculum at GCSE
Kudos, Launchpad, Barclays Life Skills, iCould – to access careers advice and guidance
Microlibrary systems – to run the school library
Dr Frost and Kerboodle – to access the mathematics curriculum
We occasionally have to share information with:
Police – to comply with legal processes
Glass by Design – for awards and prizes (historical reference)
Parris’s jewellers – for awards (historical reference)
Jill Whittingham – to offer statutory independent careers advice
In addition, we share parents’ information with:
Lloyds bank – to process payments
Barclays bank – to process bank payments
We do not share information about our pupils with anyone without consent unless the law and our policies allow 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.
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.
Pupils 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/guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child/pupil once he/she reaches the age of 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.
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 pupil information we share with the department, for the purpose 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-pupildatabase-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 to (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupildatabase-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
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 request access to your child’s educational record, contact Mrs Lorraine Batchelor in the first instance
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 or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or our Data Protection Officer at Warwickshire County Council (details below) 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:
Mrs Teresa Mpofu, Deputy Head.
Email: Teresa.mpofu@lawrencesheriffschool.com
The school subscribes to the Data Protection Service at Warwickshire County Council
(School DPO Service). They can be contacted at:
schooldpo@warwickshire.gov.uk or alternatively;
School Data Protection Officer
Warwickshire Legal Services
Warwickshire County Council
Shire Hall
Market Square
Warwick
CV34 4RL
**Please ensure you specify which School your request relates to.
Section B - Privacy Notice: Pupils
Who we are?
Lawrence Sheriff School is the Data Controller. This means we are responsible for how your personal information is processed and for what purposes.
Lawrence Sheriff School is registered as the Data Controller with the Information Commissioners Office (ICO); Registration Number: Z6157589
You can contact Lawrence Sheriff School as the Data Controller at lss@lawrencesheriffschool.com
What is a Privacy Notice?
This notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.
What is Personal Information?
Personal information relates to a living individual who can be identified from that information. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.
‘Special category’ personal information reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.
Why do we collect and use pupil information?
We use the pupil data:
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care
to provide appropriate learning support, particularly for students with special educational needs
to assess the quality of our services
to comply with the law regarding data sharing
to provide a rewards and behaviour structure
to track how well the school is performing as a whole
The categories of pupil 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)
Assessment information including grades, targets, levels and progress
Relevant medical information
Special Needs information
Information on merits, awards and prizes
Information on behaviour and incidents, if applicable, at the school including suspension/exclusion
Post 16 information as above and for the writing of UCAS and reference documents
Photographs
We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:
We need to comply with a legal obligation
We need it to perform an official task in the public interest
Less commonly, we may also process pupils’ personal data in situations where:
We have obtained consent to use it in a certain way
We need to protect the individual’s vital interests (or someone else’s interests)
To meet a contractual obligation
Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.
What do we do with your information?
All personal information is held in a manner which is compliant with Data Protection legislation. Personal information is only processed for the purpose it was collected. Lawrence Sheriff School monitors the personal information it processes and will only share personal information with a third party if it has a legal basis to do so
In retaining personal information, Lawrence Sheriff School complies with the Retention Schedules provided by the Information Record Management Society. We hold pupil data for up to seven years after they leave the school or 25 years from the child’s date of birth. SEN information is kept for a minimum of 35 years. If any safeguarding information has been recorded about a child, we are required to archive those records for the lifetime of that child.
Who do we share pupil information with?
We routinely share pupil information with:
schools/academies/colleges/universities that the pupil’s attend after leaving us - please we below
our local authority – please see below
the Department for Education (DfE) – please see below
The Education and Skills Funding agency - Learner records service (LRS) – please see below
Examining bodies – to enable access to public exams
Braiswick photographers – for SIMS records
Parentpay – to operate financial services
Gpanel and Gmail (Premova and Google) – to operate communication within school
Groupcall – to operate attendance procedures
AIP Catering – to operate the catering services
Parentpay – to manage payments relating to pupils
PS Financials – to manage payments relating to pupils
Prospects – required to supply destinations data to local authority
Tasc software – to operate school communications
Crowe Clark Whitehill – legal requirements for auditing
Health and social welfare organisations – to provide health and pastoral support
Active learn – to access the science curriculum at GCSE
Kudos, Launchpad, Barclays Life Skills, iCould – to access careers advice and guidance
Microlibrary systems – to run the school library
Dr Frost and Kerboodle – to access the mathematics curriculum
With pupils’ family and representatives
We occasionally have to share information with:
Police – to comply with legal processes
Glass by Design – for awards and prizes (historical reference)
Parris’s jewellers – for awards (historical reference)
Jill Whittingham – to offer statutory independent careers advice
We do not share information about our pupils with anyone without consent unless the law and our policies allow 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.
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.
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.
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 is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 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.
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 to (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
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 request access to your educational record, contact Mrs Lorraine Batchelor.
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 or complaint about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance or our Data Protection Officer at Warwickshire County Council (details below) or you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
If you would like to discuss anything in this privacy notice, please contact:
Mrs Teresa Mpofu, Deputy Head.
Email: Teresa.mpofu@lawrencesheriffschool.com
The school subscribes to the Data Protection Service at Warwickshire County Council
(School DPO Service). They can be contacted at:
schooldpo@warwickshire.gov.uk or alternatively
School Data Protection Officer
Warwickshire Legal Services
Warwickshire County Council
Shire Hall
Market Square
Warwick
CV34 4RL
**Please ensure you specify which School your request relates to.