This policy is written and approved at board level, but applies to all pupils, employees, trustees and governors of schools, settings, and services, hereafter the ‘organisations’, within The Claxton Trust.
It has been created using a model policy created by the Department for Education and has therefore been produced in consultation with external advisors and the professional associations/trade unions.
- Privacy notice for our pupils
We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to:
- support our pupils’ learning
- monitor and report on their progress
- provide appropriate pastoral care; and
- assess the quality of our services
This information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information. For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications.
Once our pupils reach the age of 13, the law requires us to pass on certain information to the relevant local authority who have responsibilities in relation to the education or training of 13-19 year olds. We may also share certain personal data relating to children aged 16 and over with post-16 education and training providers to secure appropriate services for them. A parent/guardian can request that only their child’s name, address and date of birth be passed to the relevant local authority by informing the administrator within the relevant school, setting or service. This right is transferred to the child once he/she reaches the age 16.
We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so. If you want to receive a copy of the information about your son/daughter that we hold, please contact the administrator within the relevant school, setting or service.
We are required, by law, to pass some information about our pupils to the Department for Education (DfE). This information will, in turn, then be made available for use by the local authority.
DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.
Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.
For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract
For information on which third party organisations (and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received
If you need more information about how your local authority and/or DfE collect and use your information, please visit:
- the relevant local authority website
- the DfE website at https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
2. Privacy notice for our employees
We process personal data relating to those we employ to work at, or otherwise engage to work at, our schools, settings and services across The Claxton Trust. This is for employment purposes to assist in the running of the trust and/or to enable individuals to be paid. The collection of this information will benefit both national and local users by:
- improving the management of workforce data across the sector
- enabling development of a comprehensive picture of the workforce and how it is deployed
- informing the development of recruitment and retention policies
- allowing better financial modelling and planning
- enabling ethnicity and disability monitoring; and
- supporting the work of the School Teachers’ Review Body
This personal data includes identifiers such as names and National Insurance numbers and characteristics such as ethnic group, employment contracts and remuneration details, qualifications and absence information.
We will not share information about you with third parties without your consent unless the law allows us to. We are required, by law, to pass on some of this personal data to:
- our local authority
- the Department for Education (DfE)If you require more information about how we and/or DfE store and use your personal data please visit:
- the website of the relevant local authority
If you want to see a copy of information about you that we hold, please contact your immediate line manager within your organisation.