GDPR Privacy Notice: Pupils and their Families

Who processes your information?

Sacred Heart Catholic College 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 pupils and their families is to be processed. Mr Langton acts as a representative for the school with regard to its data controller responsibilities; they can be contacted on 0151 931 2971 or langts.sh@sacredheart.sefton.sch.uk.

In some cases, your data will be outsourced to a third-party processor; however, this will only be done with your consent, unless 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 Sacred Heart Catholic College upholds are imposed on the processor.

Mr Langton is the data protection officer. This role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted at on 0151 931 2971 or langts.sh@sacredheart.sefton.sch.uk.

Why do we collect and use your information?

Sacred Heart Catholic College 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, LA and/or the 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
  • Section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013

In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:

  • To support pupil learning
  • To monitor and report on pupil progress
  • To provide appropriate pastoral care
  • To assess the quality of our service
  • To comply with the law regarding data sharing
  • To support Career paths
  • To provide Health Care
  • To facilitate school trips and events
  • To support pupil funding calculations in Sixth Form
  • To provide information for funding on SEN and Pupil Premium pupils.

Which data is collected?

The categories of pupil information that the school collects, holds and shares includes the following:

  • Personal information – e.g. names, pupil numbers and addresses
  • Characteristics – e.g. ethnicity, religion, 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 temporary exclusions
  • Photographs – these will be used to aid our records management and attendance procedures
  • Biometric data used to provide meal services

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 FSM and for the use of the cashless catering system
  • Information pertaining to home life where appropriate, e.g. where a pupil is identified as having a mental health issue or there are safeguarding concerns

 

How long is your data stored for?

Personal data relating to pupils at Sacred Heart Catholic College 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 pupils’ data with the DfE on a statutory basis, this includes the following:

Other schools when and where necessary.

The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Sacred Heart Catholic College 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.

Sacred Heart Catholic College 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:

  • DfE – Pupils’ destinations upon leaving the school
  • The LA
  • The NHS
  • Cashless Catering (Cunninghams)
  • Parent Pay/Mail

The information that we share with these parties includes the following:

  • Personal information – e.g. names, pupil numbers and addresses
  • Characteristics – e.g. ethnicity, religion, 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 temporary exclusions
  • Photographs – these will be used to aid our records management and attendance procedures
  • Biometric data used to provide meal services

Once our pupils reach the age of 13, we are required by law to pass on certain information to our LA or name of provider of youth support services, who are responsible for the education or training of 13-to-19-year-olds. We may also share specific personal data of pupils who are aged 16 and over with post-16 education and training providers, in order to secure appropriate services for them. 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.

Parents are able to request that only their child’s name, address and date of birth are passed to the LA or name of provider of youth support services, by informing Sacred Heart Catholic College administrator via email or letter. Once pupils reach 16 years of age, this right is transferred to them, rather than their parents. For more information regarding services for young people, please visit our LA’s website.

We are also required to pass certain personal information to careers services once pupils reach the age of 16. The information accessible by careers services includes details of information passed on to careers services.

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data.

You have the right to:

  • Be informed about how Sacred Heart Catholic College uses your personal data.
  • Request access to the personal data that Sacred Heart Catholic College 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 Sacred Heart Catholic College and/or the DfE is collecting or using your personal data, you can raise a concern with the ICO. The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.