Edge Hill Privacy Notice (September 2019)
Edge Hill Academy
Privacy notice for parents/carers
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.
This privacy notice explains how we collect, store and use personal data about pupils.
We, Edge Hill Academy, Sycamore Road, Stapenhill, Burton on Trent, Staffordshire, DE15 9NX are the ‘data controller’ for the purposes of data protection law.
Our Data Protection Officer is Linda Webster. If you need to contact our data protection officer please contact them through the Fierte Multi Academy Trust.
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Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.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.
When considering how long to keep data we will determine whether the information is affected by:
If personal data is kept for longer or shorter periods of time than laid out in this document the reasons for this will be documented.
Specific Retention periods:
See Staffordshire County Council Retention Schedule for further information
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:
National Pupil Database
We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school 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 Department for Education 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
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
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 12), 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. Our Data Protection Officer (DPO) Tracey Thorley can be contacted at email@example.com
Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact Dr Michael Mander, Headteacher, Edge Hill Academy in writing addressed to the above. Edge Hill Junior School, Sycamore Road, Stapenhill, Burton on Trent Staffordshire
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
To exercise any of these rights, please contact our data protection officer.
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:
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
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.
First Approved by Governors: Date: May 2018
To Be Reviewed: Dec 2019
See GDPR page for further information