Privacy Notice (How we use learner information)
The categories of learner information that we collect, hold and share include:
• Personal information (such as name, unique pupil number and address)
• Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Assessment information
• Relevant medical information
• Special educational needs information
• Exclusions/ behavioural information
• Post 16 learning information
• Details on learner destinations when they leave us
• Details with regard to behaviour
We may share certain information with government services who have responsibilities in relation to education or training 13-19 year old to secure appropriate services for them. By notice to the The JCB Academy Sixth Form a parent or carer can request that only the learners name, address and date of birth be passed on. This right is transferable to the learner on attaining the age of 16.
We will not give information about our learners to anyone without consent unless the law and our policies allow us to do so. If you want to receive as copy of the information we hold on your son or daughter please contact: office@jcb-academy.com
Why we collect and use this information
We collect and hold personal information relating to our learners and may also receive information about them from their previous school, local authority and/or the Department for Education and Skills (DFES).
We use the learner data:
• to support learning
• to monitor and report on learner progress
• to provide appropriate pastoral care
• to assess the quality of our services
• to comply with the law regarding data sharing
The lawful basis on which we use this information
We collect and use learner information under the following lawful basis:
- As a public authority we use public task basis for processing learners personal data, to perform a task in the public interest, or to undertake our official function with a clear basis in law.
- We have a Statutory requirement under section 537A of the Education act 1996 to submit personal data to the Department of for Education and Skills for census and other data return purposes. This means we have a legal obligation for processing data. Special category data is also necessary for reasons of substantial public interest.
- Consent: The processing is undertaken following the obtaining of clear consent allowing the processing of personal data for a specific purpose.
Collecting learner information
Whilst the majority of learner information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain learner information to us or if you have a choice in this. You may be asked to provide clear consent for us to process personal data for a specific purpose.
Storing learner data
Personal data relating to Learners at JCB Academy Sixth Form and their families is stored in line with the Academy’s GDPR Data Protection Policy. In accordance with this the Academy does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.
Who we share learner information with
We routinely share learner information with:
• education providers that the learner’s attend after leaving us
• our catchment local authorities
• the Department for Education and Skills (DfES)
• The NHS
Why we share learner information
We do not share information about our learner with anyone without consent unless the law and our policies allow us to do so.
We share learners’ data with the Department for Education and Skills (DfES) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our learners with the (DfES) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Data collection requirements:
To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
Youth support services
Learners aged 13
Once our learners reach the age of 13, we also pass learner information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
• youth support services
• careers advisers
A parent or guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / learner once he/she reaches the age 16.
Learners aged 16+
We will also share certain information about learners aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
• post-16 education and training providers
• youth support services
• careers advisers
For more information about services for young people, please visit our local authority website.
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
We are required by law, to provide information about our learners to the DfES as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
• conducting research or analysis
• producing statistics
• providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and 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 information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’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 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 DfE: https://www.gov.uk/contact-dfe
Requesting access to your personal data
Under data protection legislation, parents and Learners 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 the data protection officer at the Academy at the following email address j.cox@jcb-academy.com
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
• claim compensation for damages caused by a breach of the Data Protection regulations
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/
Contact
If you would like to discuss anything in this privacy notice, please contact: j.cox@jcb-academy.com