Writtle Infant School respects your and your child’s privacy when you use our services and is committed to complying with privacy legislation. This privacy notice explains how we collect, store and use personal data about pupils and parents. We, Writtle Infant School, are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Lauri Almond at Essex County Council. Their role is to ensure that personal information is processed fairly and lawfully, respecting your rights and ensuring we follow the law. If you have any concerns or questions regarding how we look after your personal information, please contact the school.
Personal data that we may collect, use, store and share (when appropriate) about pupils and parents 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. This information can be held in computer files or on paper.
We use this data to:
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Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.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.
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.
Where necessary Writtle Infant School processes personal data to deliver our services effectively; but wherever possible, the data that we process will be anonymised, pseudonymised or de-personalised. This means the information can no longer identify a person.
When using personal data for research purposes, the data will be anonymised/pseudonymised to avoid the identification of a person, unless you have agreed that your personal information can be used for the research project.
We do not sell personal data to any other organisation for the purposes of selling products.
For each reason why we use your personal information, there is often a legal reason why we need to keep it for a period of time. We try to capture all of these and detail them in what’s called a ‘retention schedule’. We use the record retention schedule in the IRMS Information Management Toolkit for schools as our guide to how long we keep information about pupils. 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.
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:
We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:
The law does not allow us to share your information without your permission, unless there is proof that someone is at risk or it is required by law. This risk must be serious before we can go against your right to confidentiality. When we are worried about physical safety or we feel that we need to take action to protect someone from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation. We may still share your information if we believe the risk to others is serious enough to do so.
There may also be rare occasions when the risk to others is so great that we need to share information straight away. If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why as soon as or if we think it is safe to do so.
We use a range of companies and partners to either store personal information or to manage it for us. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisation complies with data protection law. Writtle Infant School is a signatory to the Whole Essex Information Sharing Framework, an overarching agreement between Essex County Council and all partners to share information where relevant or where there is a legal requirement to do so. You can download and read the WEISF information sharing protocols here. We complete privacy impact assessments before we share personal information to ensure their compliance with the law.
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.
Sometimes, for example where we receive a request to transfer records to a new organisation, it is necessary to send that information outside of the UK. In such circumstances additional protection will be applied to that data during its transfer. Where we transfer personal data to a country or territory outside the European Economic Area, we will seek advice from the Information Commissioner’s Office and follow data protection law.
You have the right to ask for all the information we have about you. 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. When we receive a request from you in writing (a ‘subject access request’), and if we do hold information about you or your child, we will:
However, we will not let you see any parts of your record which contain:
This applies to paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies). If you cannot ask for your records in writing, we will make sure there are other ways you can apply.
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 our Headteacher, Mrs Helen Castell.
You should let us know if you disagree with something written on your file. We may not always be able to change or remove the information; however, we will correct factual inaccuracies and may include your comments in the records. Please contact the school to report inaccurate information.
In some circumstances you can request the erasure of the personal information used by Writtle Infant School, for example:
Where personal information has been shared with others, we will make every reasonable effort to ensure those using your personal information comply with your request for erasure.
Please note that the right to erasure does not extend to using your personal information where:
You have the right to ask us to restrict what we use your personal data for, where one of the following applies:
When information is restricted it cannot be used other than to securely store the data, and with your consent, to handle legal claims, protect others, or where it is for important public interests of the UK.
Where restriction of use has been granted, we will inform you before the use of your personal information is resumed.
You have the right to request that we stop using your personal information for some services. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request, but we may need to hold or use information in connection with one or more of our legal functions.
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 will do what we can to make sure we hold personal records (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them. Our security includes:
View our policy on information security.
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.
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO).
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer at email@example.com or by calling 03330 322970. This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents to reflect the way we use data in this school.