Privacy Notice for Students & their Families
Who processes your information?
William Brookes 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.
In some cases, your data will be outsourced to a third-party processor; where 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 William Brookes School upholds are imposed on the processor.
Mike Bainbridge, the Director of School Business, is the Data Protection Officer. His role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the General Data Protection Regulations (GDPR).
The Data Protection Officer can be contacted on 01952 728 900 or via email to firstname.lastname@example.org.
Why do we collect and use your information?
William Brookes School holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, Local Authority (LA) and/or the Department for Education (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
- Academy Funding Agreement
- Academy’s legal framework
- Safeguarding Vulnerable Groups Act 2006
- The Childcare (Disqualification) Regulations 2009
In accordance with the above, the personal data of students and their families is collected and used for the following reasons:
- To support student learning
- To monitor and report on student progress
- To provide appropriate pastoral and child protection care
- To assess the quality of our service
- To comply with the law regarding data sharing
- Meet our legal obligations as a school and academy
Which data is collected?
The categories of student information that the school collects, holds and shares includes 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 sanctions given or rewards gained
- Photographs - these will be used to aid our records management and attendance procedures
Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
The categories of parent information that the school collects, holds and shares includes the following:
- Contact information, including addresses, phone numbers and email addresses of parents and/or any other emergency contacts
- Financial information where appropriate, e.g. to check eligibility for free school meals
- Information pertaining to home life where appropriate, e.g. where a student is identified as having a mental health issue or there are safeguarding concerns
How long is your data stored for?
Personal data relating to students at William Brookes 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 and Local Authority on a statutory basis.
The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. William Brookes School is 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 DfE may share information about our pupils 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.
William Brookes 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 pupils’ information with:
- Pupils’ destinations upon leaving the school
- The Local Authority (Shropshire and/or Telford and Wrekin)
- The Department for Education (DfE)
- The Education and Skills Funding Association (ESFA)
- The National Health Service (NHS)
- Catering provider
- School photographer
Once our students reach the age of 13, we are required by law to pass on certain information to our Local Authority who 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. We are also required to pass certain personal information to careers services once students reach the age of 16. The information provided includes addresses and dates of birth of all pupils and their parents, and any information necessary to support the services, e.g. school name, ethnicity or gender. For more information about services for young people, please go to our local authority website www.shropshire.gov.uk
What are your 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 William Brookes School uses your personal data
- Request access to the personal data that William Brookes 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 William Brookes School and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioners Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.