Primary Schools Privacy Notice

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Privacy Notices

Privacy notice – Primary schools

1. Scope
This privacy notice covers all data subjects (pupils and their families) whose personal data is collected in the provision of primary education at Vision Academy Learning Trust schools, in line with the requirements of the General Data Protection Regulation (GDPR).

2. Responsibilities
2.1 The Data Protection Officer / Trust Compliance Manager is responsible for ensuring that this notice is made available to data subjects prior to Vision Academy Learning Trust collecting/processing their personal data.
2.2 All Employees/Staff of Vision Academy Learning Trust who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

3. Privacy notice
The Vision Academy Learning Trust is a group of secondary and primary schools with a common aim to inspire the imaginations of our students and to support them to develop in ways which stand them in good stead for their future lives and responsibilities as individuals, employees and citizens.

  • Vision Academy Learning Trust is a company limited by guarantee registered in England.
  • Company Number: 10249712
  • Registered Office: Egglescliffe School, Urlay Nook Road, Eaglescliffe, Stockton-on-Tees, TS16 0LA
  • ICO Registration Number ZA194005

Our Data Protection Officer can be contacted directly here:

 dpo@valt.org.uk

 01642 352570

 

The personal data we collect from/process about you

3. Privacy Notice

The personal data we would like to collect from/process about Vision primary school pupils and their families is:

Data Ref  Personal data type: Source (where Vision Academy Learning Trust obtained the personal data from if it has not been collected directly from you, the data subject.):
 1 Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements, court orders  
 2  Pupil ethnicity, language  
 3  Pupil Free school meal eligibility Stockton Borough Council Confidential Free School Meals Helpline
 4 Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status  
 5 Attendance information – number of absences, sessions late, absence reasons  
 6 Assessment information – national curriculum assessment results, teacher assessment results    Teaching Staff
 7  Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans   Teaching Staff
 8  Behavioural information – e.g. number of temporary exclusions Head Teacher
 9  Pupil medical information – individual healthcare plans, medication, allergies  
 10  Photographs and video images (forming part of pupil assessment record)  Teaching Staff
 10.1  Photographs of individual pupils (taken by third party kept on pupil record)  Tempest Photography
 10.2  Photographs of individual pupils (taken by third party for sale to parents)  Tempest Photography
 10.3 Photographs of groups of pupils (taken by third party for sale to parents)  Tempest Photography
10.4  First name, photographs and video images (used in displays, school publications, shared on school website and social media)  Tempest Photography
 10.5 First name, photographs and video images (in local or national newspapers, televised news programmes or on media website)  
 11 CCTV video surveillance (Junction Farm and The Links Primary only)  
 12 Telephone call recordings (Junction Farm Primary and The Links Primary only)  

 

The purpose of processing your data

3. Privacy Notice (continued)

The personal data we collect will be used for the following purposes:

Data Ref  Personal data type:  Purpose of processing
Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements, court orders  To support pupil learning
To monitor and report on pupil progress
To provide appropriate pastoral care
To safeguard the individuals on our premises
To assess the quality of our service
To maintain school information required by law
 2  Pupil ethnicity, language
 3  Pupil free school meal eligibility To monitor and report on pupil progress
To provide appropriate pastoral care
To maintain school information required by law
 4 Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status To provide appropriate pastoral care
To safeguard the individuals on our premises
To communicate with parents
 5  Attendance information – e.g. number of absences and absence reasons To monitor and report on pupil progress
To provide appropriate pastoral care
To safeguard the individuals on our premises
To maintain school information required by law
 6 Assessment information – national curriculum assessment results, teacher assessment results   To monitor and report on pupil progress
To assess the quality of our service
To provide appropriate pastoral care
To maintain school information required by law
 7 Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans To monitor and report on pupil progress
To provide appropriate pastoral care
To safeguard the individuals on our premises
To maintain school information required by law
 8 Behavioural information – e.g. number of temporary exclusions  o support pupil learning
To monitor and report on pupil progress
To assess the quality of our service
To provide appropriate pastoral care
To safeguard the individuals on our premises
To maintain school information required by law
 9 Pupil medical information – individual healthcare plans, medication, allergies To provide appropriate pastoral care
To safeguard the individuals on our premises
 10  Photographs and video images (forming part of pupil assessment record) To monitor and report on pupil progress
 10.1 Photographs of individual pupils (taken by third party kept on pupil record) To provide appropriate pastoral care
To safeguard the individuals on our premises
 10.4  First name, photographs and video images (used in displays, school publications, shared on school website and social media) To communicate with parents and wider community
 10.5  First name, photographs and video images (in local or national newspapers, televised news programmes or on media website) To communicate with parents and wider community
 11  CCTV video surveillance   To safeguard the individuals on our premises 
 12  Telephone call recordings   To safeguard the individuals on our premises 

 

The legal basis for processing your data

3. Privacy Notice(continued)

Note: “Article” refers to the section of the General Data Protection Regulation under which lawful processing is permitted.

Data Ref  Personal data type:  Legal Basis
 1  Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements, court orders

 Article 6(1)(e) – official authority
processing is necessary in the exercise of official authority vested in the controller (Education Act 1996)

Article 6(1)(c) - legal obligation
Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013

 2  Pupil ethnicity, language
 3  Pupil free school meal eligibility
 4  Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status
 5  Attendance information – e.g. number of absences and absence reasons
 6  Assessment information – national curriculum assessment results, teacher assessment results  
 7  Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans
 8 Behavioural information – e.g. number of temporary exclusions
 9 Pupil medical information – individual healthcare plans, medication, allergies
 
 7  Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans

Article 6(1)(c) – legal obligation: Section 100 Children and Families Act 2014

Article 6(1)(d) – vital interest

 9  Pupil medical information – individual healthcare plans, medication, allergies
 6 Assessment information – national curriculum assessment results, teacher assessment results    Article 6(1)(c) – legal obligation
Regulation 3(1) Part 1 The Education (Independent School Standards) Regulations 2014
 7  Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans
 
 4  Parent/Carer names, contact telephone numbers, email addresses, addresses  Article 6(1)(d) – to protect the vital interests of the data subject
 10.1  Photographs of individual pupils (taken by third party kept on pupil record)
 
 11  CCTV video surveillance  Article 6(1)(e) – official authority
Section 547 of the Education Act 1996
 
 12  Telephone call recordings   Article 6(1)(d) – to protect the vital interests of the data subject

 

Our legitimate interests in processing your data

3. Privacy Notice (continued)

Note: “Article” refers to the section of the General Data Protection Regulation under which lawful processing is permitted.

Data Ref  Personal data type:  Legitimate interests
 4  Parent/Carer names, contact telephone numbers, email addresses, addresses Article 6(1)(f) – legitimate interest
To communicate with parents
 10.4  First name, photographs and video images (used in displays, school publications, shared on school website and social media) Article 6(1)(f) – legitimate interest
To communicate with parents and wider community

 

The special categories of personal data concerned

3. Privacy Notice (continued)

Note: “Article” refers to the section of the General Data Protection Regulation under which lawful processing of special category data is permitted.

 Data Ref  Special categories of personal data:  Lawful basis for processing
 2  Pupil ethnicity, language Article 9(2)(b) – obligation of the controller authorised by law
The data subject may withhold this information at the time of collection if they choose.
 7 Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans Article 9(2)(b) – obligation of the controller authorised by law
 9 Pupil medical information – individual healthcare plans, medication, allergies Article 9(2)(b) – obligation of the controller authorised by law

 

Consent for processing

3.1 Consent
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for Vision Academy Learning Trust to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.

Consent for the personal data below is given at the time of collecting the information on the School Admission Form.

You may withdraw this consent at any time by completing GDPR_REC_4.6A Withdrawal of Consent Form Primary

The personal data that requires your explicit consent for processing is as follows:

Data Ref

Personal data type:

Purpose of processing where Article 6(1)(a) – consent is explicitly required

10.

Photographs and video images (forming part of pupil assessment record)

We may take photographs or make videos for monitoring or other educational and administration use as part of the assessment process.  School equipment will be used to take photographs or record images.

10.1

Photographs of individual pupils (taken by third party kept on pupil record)

An external photographer, using his/her own equipment, comes into school in to take individual student photographs that are uploaded to the SIMS electronic record.

10.2

Photographs of individual pupils (taken by third party for sale to parents)

An external photographer, using his/her own equipment, also comes into school in to take individual student and group photographs that are then made available for parents to purchase

10.3

Photographs of groups of pupils (taken by third party for sale to parents)

10.4

First name, photographs and video images (used in displays, school publications, shared on school website and social media)

We may take photographs of our students for use in the school prospectus, newsletter or other printed publications.  We may also take photographs or videos for use on the school website/social media, display boards and TV screens within the school.  Photographs and videos may also be taken on school trips and activities for use by the school.  School equipment will be used to take photographs or record images.

10.5

First name, photographs and video images (in local or national newspapers, televised news programmes or on media website)

Occasionally Vision schools may be visited by the media to take photographs or videos of an event or particular achievement we are celebrating.  Students will often appear in these images, which may feature in local or national newspapers, televised news programmes or on media websites.  When filming or photography is carried out by the media they will use their own equipment, students first names will only be shared if there is a particular reason to do so.

 

Third parties to whom we have a legal obligation to share

3.2 Disclosure
Vision Academy Learning Trust has a legal obligation to routinely pass on your personal data to the third parties listed below:

Data Ref

Personal Data Type

Name of Third Party

Purpose of processing

 

1

Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements.

Department for Education

Article 6(1)(c) - legal obligation

Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013

The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Vision Academy Learning Trust 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 NPD 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 NPD is maintained.

 

Find out further information here

https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

 

2

Pupil ethnicity, language

3

Pupil free school meal eligibility

5

Attendance information – e.g. number of absences and absence reasons

6

Assessment information – national curriculum assessment results, teacher assessment results 

7

Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans

8

Behavioural information – e.g. number of temporary exclusions

 

1-8

Personal Data Type 1-8 listed above                 

Destination School

Article 6(1)(e) – official authority
processing is necessary in the exercise of official authority vested in the controller (Education Act 1996)

Article 6(1)(c) - legal obligation
Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013

Your child’s destination school will have its own Privacy Policy. 

4

Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status

 

1-8

Personal Data Type 1-8

Local Authority

Section 175 Education Act 2002 places a duty on both the Education Provider and the LA to safeguard and promote the welfare of children.

Education Act 1996 Section 436A imposes a duty on the LA to identify and monitor children missing education.

Education Act 1996 Section 444 places responsibilities on the LA in terms of enforcing pupil attendance.

Exclusion from maintained schools, academies and pupil referral units in England 2017 Education Providers are obliged by its funding agreement to follow current law and DfE advice on Exclusions.

Retrieve a copy of the Privacy Policies in place here

Middlesbrough Council’s Privacy Policy

Stockton Borough Council’s Privacy Policy

 

Third party processing

3.2 Disclosure (continued)

The following third parties will receive your personal data for the following purpose(s) as part of our routine processing activities:

Data Ref Personal Data Type Name of Third Party Purpose of processing
1-9 Personal Data Type 1-9 Capita SIMS  SIMS is our electronic management information system and contains the majority of our pupil records.

Staff have permissions-controlled access to this.

10.1 Photographs of individual pupils (taken by third party kept on pupil record)
1-9 Personal Data Type 1-9 CPOMS  CPOMS is our child protection online management information system and contains the majority of our pupil records including behavior, welfare and medical records.

Staff have permissions-controlled access to this

1-9 Personal Data Type 1-9 Education Five  Vision schools manage pupil attendance with an external provider. We share the data identified on a termly basis to work with parents to improve their child’s attendance.

Vision has a contract in place with all that protects personal information in line with the requirements under GDPR

1 Pupil personal information – names, , pupil identification number Learning Platform Providers

Education City

Lexia Core

MyMaths

Purple Mash

SPAG.com

Times Tables Rockstars

Word/Number Shark

Vision schools provide pupils and parents access to a number of learning platforms to support pupil learning using the personal data identified.

Retrieve a copy of the Privacy Policies in place here:

Education City Privacy Policy

Lexia Core Privacy Policy

MyMaths Privacy Policy

Purple Mash Privacy Policy

SPAG.com Privacy Policy

Times Tables Rockstars Privacy Policy

Word Shark/Number Shark Privacy Policy

4 Parent/Carer names, email addresses, addresses Mailchimp Chandlers Ridge Academy uses Mailchimp to create its weekly eNewsletter using the personal information identified.

The email addresses of parents who have signed up to the eNewsletter are held by Mailchimp on the mailing list.

Every email that is sent gives the user facility to unsubscribe.

We require your explicit consent for processing this data; see section 3.1

Retrieve a copy of the Privacy Policy in place here

https://mailchimp.com/legal/privacy/

10.4 First name, photographs and video images (used in displays, school publications, shared on school website and social media)
1 Pupil personal information – names, pupil identification number MarvellousMe Some Vision schools track and communicate their child’s progress with parents by sharing the personal data identified with MarvellousMe.

Retrieve a copy of the Privacy Policy in place

http://marvellousme.com/privacy-policy/

 

10. Photographs and video images (forming part of pupil assessment record)
1 Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements. NHS and other support services We may refer your child to an NHS service such as speech and language, occupational health and Child & Adolescent Mental Health Services.

We may also refer your child to access other support services such as Educational Psychology, counselling, family therapy and play therapy.

We will tell you when we process this information.

2 Pupil ethnicity, language
4 Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status
5 Attendance information – e.g. number of absences and absence reasons
7 Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans
8 Behavioural information – e.g. number of temporary exclusions
9 Pupil medical information – individual healthcare plans, medication, allergies
All personal information within this privacy notice OneITSS OneIT are the providers of hardware, software and network administration, installation, maintenance and IT support desk services to Vision schools.

OneIT Staff have permissions-controlled access to this.

1 Pupil personal information – names, , pupil identification number ParentMail Vision schools use ParentMail as a platform to communicate with parents and facilitate payment of trips and activities on our behalfWe share the personal information identified to set users up on the system.

Retrieve a copy of the Privacy Policy in place here

https://www.parentmail.co.uk/privacy-policy

4 Parent/Carer names, contact telephone numbers, email addresses
1 Student personal information – names, date of birth, gender, pupil identification number School Performance Management

FFT Aspire

School Data Company

We share information with FFT Aspire and the School Data Company to enable us to calculate pupils attainment to where they should be at various points in their education.

We use this information to assess school performance.

2 Student ethnicity, language
3 Student Free school meal eligibility
6 Assessment information – national curriculum assessment results, teacher assessment results
7 Student SEN provision (formerly stage) Student SEN type ranking
10.4 First name, photographs and video images (used in displays, school publications, shared on school website and social media) Social Media

Twitter

Facebook

School Websites

Vision Website

www.valt.org.uk

Vision schools may take photographs or videos for use on the school website/social media.  School equipment will be used to take photographs or record images.

Retrieve a copy of the Privacy Policies in place here

Twitter Privacy Policy

Facebook Privacy Policy

Chandlers Ridge Academy Website Cookie Policy

We require your explicit consent for processing this data; see section 3.1

1 Pupil personal information – names, pupil identification number Tapestry Some Vision schools track and communicate their child’s progress in EYFS with parents by sharing the personal data identified with Tapestry.

Retrieve a copy of the Privacy Policy in place here

https://tapestry.info/privacy.html

10. Photographs and video images (forming part of pupil assessment record)
1 Pupil personal information – names, pupil identification number Tempest Photography We request a photograph of your child for their pupil record to provide appropriate pastoral care, to safeguard pupils and protect their vital interests.
Individual photographs are available for sale to parents; we share the data identified with Tempest Photography to enable parents to order photographs online.

Retrieve a copy of the Privacy Policy in place here
https://www.htempest.co.uk/gdpr

We require your explicit consent for processing this data; see section 3.1

4 Parent/Carer Contact telephone numbers, email addresses
1 Pupil personal information – names, , pupil identification number Specialist teachers, coaches Vision schools provide pupils’ access to specialist teachers and coaches to support pupil learning and enrich our curriculum.  Some of the personal data identified is shared with specialist teachers and coaches to provide appropriate pastoral care, to safeguard pupils and protect their vital interests

Vision has a contract in place with all specialist teachers and coaches that protects personal information in line with the requirements under GDPR.

7 Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans
9 Pupil medical information – individual healthcare plans, medication, allergies

How long we keep your data

3.3 Retention period
Vision Academy Learning Trust will process personal data for the duration that your child attends primary school. We hold pupil data in the form of secure paper and electronic records and store the personal data according to the Information and Records Management Society Information Management Toolkit for Schools v5 · 01 February 2016.

 Ref  Personal data type:  Retention Period
 1  Pupil personal information – names, date of birth, gender, contact telephone numbers, addresses, next of kin, pupil identification number, care arrangements, court orders

Retained whilst the child remains at the primary school.
File follows pupil into secondary school
Total retention period - Date of Birth of the pupil + 25 years (Limitation Act 1980
(Section 2)

 2  Pupil ethnicity, language
 3  Pupil Free school meal eligibility
 4 Parent/Carer names, contact telephone numbers, email addresses, addresses, marital status
 5  Attendance information – number of absences, sessions late, absence reasons
 6 Assessment information – national curriculum assessment results, teacher assessment results   Current year + 6 years
File follows pupil into secondary school
 7 Pupil SEN provision (formerly stage) Pupil SEN type ranking, provision maps, support plans 

Date of Birth of the pupil + 25 years

File follows pupil into secondary school

 8 Behavioural information – e.g. number of temporary exclusions Retained whilst the child remains at the primary school.
File follows pupil into secondary school
 9 Pupil medical information – individual healthcare plans, medication, allergies

Date of Birth of the pupil + 25 years

 10  Photographs and video images (forming part of pupil assessment record)  Where possible pupils’ work should be returned to the pupil at the end of the academic year; otherwise current year + 1 year
 10.1 Photographs of individual pupils (taken by third party kept on pupil record) 1 year
 10.2 Photographs of individual pupils (taken by third party for sale to parents) Not retained
 10.3  Photographs of groups of pupils (taken by third party for sale to parents) Year of Leaving +5 years
 10.4 Photographs and video images (used in displays, shared on school website and social media) Year of Leaving +10 years
11  CCTV video surveillance 7 days
 12  Telephone call recordings 30 days

 

Your rights as a data subject

3.4 Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that Vision Academy Learning Trust refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.5 below.

All of the above requests will be forwarded on should there be a third party involved (as stated in 3.2 above) in the processing of your personal data.

To make a subject access request access, use the form GDPR_REC_4.2 Subject Access Request Form

 

Complaints

3.5 Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Vision Academy Learning Trust (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Vision Academy Learning Trust’s Data Protection Officer.

The details for each of these contacts are:

  Supervisory authority contact details Data Protection Officer (DPO) contact details
Name: Information Commissioners Office Mrs J Turner
Address line 1: Information Commissioner's Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Egglescliffe School,
Urlay Nook Road,
Eaglescliffe,
Stockton-on-Tees,
TS16 0LA
Email: https://ico.org.uk/global/contact-us/email/ dpo@valt.org.uk
Telephone: 0303 123 1113 01642 352570

Printable Policy Version

 Primary Privacy Notice