Introduction
Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
The school now adheres to principles set out in UK-GDPR (General Data Protection
Regulation) and the Data Protection Act (2018).
This privacy notice explains how we collect, store and use personal data about pupils. We, The Python Hill Academy, are the ‘data controller’ for the purposes of data protection law.
Our Data Protection Officer (DPO) is Tim Pinto (see ‘Contact us’ below).
The personal data we hold
Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:
We may also hold data about pupils that we have received from other organisations,
including other schools, local authorities and the Department for Education.
Why we use this data
We use this data to:
Our legal basis for using this data
We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:
Less commonly, we may also process pupils’ personal data in situations where:
Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.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.
Collecting this information
While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.
Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.
How we store this data
We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations. Our retention schedule/records management policy states how long we should keep specific data.
Data sharing
We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with:
There may be times when we ask parents/cares to register for services where the school is not the data controller. Examples of this include ParentPay systems in order to pay electronically for trips and other occasions where we ask you to purchase items online. Whenever we do this, the school will ensure that we use a reputable company and that parents/carers are given the privacy notice for the firm on how their data is used.
National Pupil Database
We are required to provide information about pupils to the Department for Education (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 National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research.
The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.
The DFE may share information from the NPD with other organisations which promote
children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data.
For more information, see the Department’s webpage on how it collects and shares research data.
You can also contact the Department for Education with any further questions about the NPD.
Transferring data internationally
The school now follows the procedures in relation to UK-GDPR. If we transfer any data to countries outside the EU (third countries), we ensure that a Standard Contractual Clause (SCC) is set up directly between the school and the company.
Parents and pupils’ rights regarding personal data
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 13), or where the child has provided consent.
Parents also have the right to make a subject access request with respect to any personal data the school holds about them.
If you make a subject access request, and if we do hold information about you or your child,
we will:
Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request please contact our data protection officer.
Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact office@pythonhill.notts.sch.uk
Other rights
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
destroyed, or restrict processing
Regulations
To exercise any of these rights, please contact our data protection officer.
Complaints
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our data protection officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
Wilmslow, Cheshire, SK9 5AF
Contact us
If you have any questions, concerns or would like more information about anything
mentioned in this privacy notice, please contact our Data Protection Officer:
The Python Hill Academy
Kirklington Road
Rainworth
Nottinghamshire
NG21 0JZ
This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data in this school.
School Workforce Privacy Notice
The school now adheres to principles set out in UK-GDPR (General Data Protection Regulation) and the Data Protection Act (2018).
This privacy notice explains how we collect, store and use personal data about the school workforce.
We, The Python Hill Academy, are the ‘data controller’ for the purposes of data protection law.
Our Data Protection Officer (DPO) is Tim Pinto (see ‘Contact us’ below).
Privacy Notice (How we use school workforce information)
The categories of school workforce information that we collect, process, hold and share include (when appropriate) about you includes, but is not restricted to:
We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):
Why we collect and use this information
We use school workforce data to:
The lawful basis on which we process this information
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
Less commonly, we may also use personal information about you where:
We need to protect your vital interests (or someone else’s interests)
Where you have provided us with consent to use your data, you may withdraw this consent at anytime. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the school’s use of your data.
Collecting this information
Whilst 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 school workforce information to us or if you have a choice in this.
Storing this information
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our record retention schedule.
Who we share this information with
We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
Why we share school workforce information
We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.
Local Authority
We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Department for Education (DfE)
We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding /expenditure and the assessment educational attainment.
We are required to share information about our school employees with our local authority (LA) and the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Data collection requirements
The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005.
To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/datacollection-and-censuses-for-schools.
The department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:
The department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of:
To be granted access to school workforce information, organisations must comply with its 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
To contact the department: https://www.gov.uk/contact-dfe
Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact:
Mrs Joe Hessey
Admin Assistant
jhessey@pythonhill.notts.sch.uk
Tel: 01623 464164
or the Data Protection Officer, Tim Pinto
You also have the right to:
If you have a concern about the way we are collecting or using your personal data, we ask 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/
Further information
If you would like to discuss anything in this privacy notice, please contact:
Mrs Joe Hessey
jhessey@pythonhill.notts.sch.uk
Tel: 01623 464164
or the Data Protection Officer, Tim Pinto (tpinto@esafetyoffice.co.uk) or 01977 232167
For general enquiries please contact Mrs A Taylor or Miss R Dawes
