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General Data Protection Regulations

I have the right to privacy - Article 16



We need to hold personal information about your child on our computer system and in paper records to help us with their educational needs.


General Data Protection Regulation –

Parent/carer information


Miss Davies is the General Data Protection Officer for the School and is responsible for the accuracy and safe-keeping of data. Please help to keep your child’s records up to date by informing us of any change of circumstances.


School staff have access to your child’s records to enable them to do their jobs. From time to time information may be shared with others involved in your child’s care, if it is necessary. Anyone with access to your child’s records is properly trained in confidentiality issues and is governed by a legal duty to keep their details secure, accurate and up to date.


All information about your child is held securely and appropriate safeguards are in place to prevent accidental loss.


In some circumstances we may be required by law to release your child’s details to statutory or other official bodies, for example if a court order is presented, or in the case of public educational issues. In other circumstances you may be required to give written consent before information is released – such as the educational reports for insurance, solicitors etc.


To ensure your child’s privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you – the parent/carer. Information will not be disclosed to family and friends unless we have prior written consent and we do not leave messages with others.

New Privacy Notice inline with GDPR

We have been working through very challenging times, which has required the sharing of a significant amount of information with each other and with the local authority. 

A key transparency requirement under the General Data Protection Regulation (GDPR) is that individuals have the right to be informed about an organisations collection and use of their personal data. The GDPR sets out what information individuals must be provided with. This includes but is not limited to: 
o    The categories of personal data you are processing 
o    Whose personal data you are processing e.g. pupils, parents and staff
o    Who the personal data is shared with
o    How long you retain the data for
o    Where you obtained the information from


All parents/Guardians  are informed of their information rights and how these may be exercised including the right to lodge a complaint with the Information Commissioner.   
The information we provide to people must be concise, transparent, intelligible, easily accessible, and it must use clear and plain language.


All our  ‘privacy notices' are published on our website and these are reviewed annually. 


Collecting attendance and personal characteristics data from schools from September 2020
We collect a wide range of data about you on an annual basis, and this is explained in more detail in this privacy notice. 
Due to the Covid-19 pandemic and schools having to adapt to new ways of working, we need to be able to collect attendance data more frequently than once a year.  Collecting up to date information will support us and provide the evidence we need to understand the impact of the Covid-19 pandemic on attendance and how we can support schools.

How frequently are we collecting this data?
We will keep the frequency of collection under regular review. Initially the data will be collected every week but we may need to collect the data more regularly.

For which pupils are we collecting data?
We are collecting data for every pupil in a maintained school as at September 2020.

What information are we collecting?
We are collecting the following information about you every week:
•    UPN
•    Forename
•    Middle name(s)
•    Surname
•    Gender
•    DOB
•    Home postcode
•    Ethnic background
•    Eligibility for free school meals
•    Additional learning needs
•    English as an additional language
•    Attendance code for each half day session in that week

Why are we collecting this information?
This information is needed as a key part of our response and planning during the ongoing Covid-19 pandemic. The data will be collected every week to ensure that the latest data is available to inform our response. The data will be used for statistical and research purposes only and no decisions will be made about you using this data. 
How will we use this information? 
We will use the data in the same ways that we have listed in our main privacy notice.

Will we be sharing the data?
We may share this information with those organisations listed in the main privacy notice.

How long will we keep the information about you?
We will keep the data that identifies you until you are 25 years old. 

What is the legal basis for collecting this data?
Section 538 of the Education Act 1996 provides the legal basis for collecting this data. This requires schools to make such reports and returns, and give such information, to Welsh Ministers as they may require for their functions in relation to education.

Your rights under the GDPR
Your rights are explained in full in the main privacy notice.