PRIVACY NOTICE – For Pupils and their families of Skilts School

PRIVACY NOTICE
For Pupils and their families of Skilts School

Who processes your information?

Skilts School is the data controller of the personal information you provide to us. This means the
school is responsible for deciding how information you provide us with is used. We refer to your
information as “personal data” and when we use your information in different ways, this is called
“processing”. The Data Protection Act 2018 (encompassing GDPR) outlines how personal data
should be protected and used appropriately by organisations.

In some cases, your personal data will be shared with other people, organisations or companies.
This sharing will only occur after we have sought your permission (consent), unless the law
requires us to do so. If we share your personal data outside of school, we ensure that the same
data protection standards are upheld by other people involved in processing your personal data.

The categories of pupil information that we process include:

 personal identifiers and contacts (such as name, unique pupil number, contact details and
address)
 characteristics (such as ethnicity, language, and free school meal eligibility)
 safeguarding information (such as court orders and professional involvement)
 images (such as photographs and CCTV images)
 special educational needs (including the needs and ranking)
 medical and administration (such as doctors information, child health, dental health,
allergies, medication and dietary requirements)
 attendance (such as sessions attended, number of absences, absence reasons and any
previous schools attended)
 assessment and attainment (such as Key Stage 1 and 2 and phonics results)
 behavioural information (such as exclusions and any relevant alternative provision put in
place)

Why do we collect and use your information?
Skilts School holds the 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 authorities
and / or the DfE. We collect and use personal data in order to meet legal requirements and
legitimate interests set out in the Data Protection Act 2018 and other UK law, including those in
relation to the following:

 Article 6 and Article 9 of the GDPR
 Education Act 2011
 Regulation 5 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 keep children safe (food allergies, or emergency contact details)
 To meet the statutory duties placed upon us for DfE data collections

Which data is collected?

 Personal information – e.g. names, pupil 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. behaviour incidents and temporary exclusions
 Photographs – these will be used to aid our records management, safeguarding and
attendance procedures
 Assessment and examination information
 Welfare and other pastoral support information

Whilst the majority of the personal data you provide to the school is mandatory, some is provided
on a voluntary basis. 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, e.g. account and transactional information for school meals
 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 Skilts School and their families is stored in line with the school’s
Data Protection Policy.

In accordance with 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 is was originally collected.

We will also retain personal data in the form of images, registers and examples of work for the
purposes of archiving and as a historical record of school life. This information may later be
published in school literature, displays or external media. In this case, the personal data we retain
will be proportionate and limited to what is necessary.

Will my information be shared?
The school is required to share pupils’ data with the 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.

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

To find out more about the NPD, go to
https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supportinginformation

Why we regularly share pupil information

Skilts School does not share information about our pupils with anyone without consent unless the
law and our policies allow us to do so. The school routinely shares pupils’ information with:

 Pupils’ destinations upon leaving the school
 Local Authority (Birmingham City Council) and its agencies
 Our Interim Executive Board members (IEB)
 The NHS and other health professionals (School Nurses)
 The Department of Education
 Other Government agencies
 The providers of our management information system (CMIS)
 The software we use to communicate with you (PSengage, Parentmail)
 Our Safeguarding system (CPOMS)
 The systems we use for managing behaviour in school (SLEUTH)
 The online software we use to help us deliver the curriculum

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:

 Request access to the personal data that Skilts School holds
 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
 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

Where the processing of your data is based on your consent, you have the right to withdraw this
consent at any time.

Where can you find out more information?
For more information about the Department of Education’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 of Education has provided pupil
information, (and for which project), please visit the following website:
https://www.gov.uk/government/publications/national-pupil-database-requests-received

To contact the DfE: https://www.gov.uk/contact-dfe
If you have a concern about the way we are collecting or using your personal data, we request 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

Requesting access to your personal data
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 be given
access to your child’s educational record, contact our Data Protection Officer at
DPO@skilts.bham.sch.uk or by writing to Skilts School, Gorcott Hill, Redditch, Worcestershire,
B98 9ET. Please address letters: For the attention of the Data Protection Officer.

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
 a right to seek redress, either through the ICO, or through the courts

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 directly to the Information
Commissioner’s Office at https://ico.org.uk/concerns/

Further Contact
If you would like to discuss anything in this privacy notice, please contact:
DPO@skilts.bham.sch.uk or by writing to Skilts School, Gorcott Hill, Redditch,
Worcestershire, B98 9ET.