Stretford Grammar School Privacy Notice
Who processes your information?
Stretford Grammar School is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed. In some cases, we may share your data will be outsourced to a third-party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third-party processor, the same data protection standards that Stretford Grammar School upholds are imposed on the processor.
Mr O. Chadbond is the Data Protection Officer, supported by Matthew Keeffe of RADCaT Ltd, who the school has nominated to support and advise on technical data protection matters. His role, in conjunction with the Senior Leadership Team is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR.
The data protection officer can be contacted on: 0161 865 2293 or firstname.lastname@example.org.
Why do we collect and use your information?
Stretford Grammar School holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, LA and/or the DfE. We collect and use personal data in order to process the data Lawfully and as set out in the GDPR and UK law, including those in relation to the following:
For non-special/non-sensitive data:
- In relation to a contract for education with you and contained in the Education Act 1996.
- In relation to secondary education under Limitation Act 1980
- In relation to management of the school under the Education (Governor’s Annual Reports) (England) (Amendment) Regulations 2002 SI 2002, No 1171.
- In relation to School Admissions Code, Statutory guidance for admission authorities, governing bodies, local authorities, school’s adjudicators and admission appeals panels December 2014
- In relation to Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013
For special /sensitive data:
- In relation to the protection of children under the “Keeping children safe in education Statutory guidance for schools and colleges ”; “Working together to safeguard children. A guide to inter-agency working to safeguard and promote the welfare of children March 2015.
- In relation to the safeguarding of children under the Safeguarding Act 2006
In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:
- To support pupil learning
- To monitor and report on pupil progress
- To provide appropriate pastoral care
- To assess the quality of our service
- To comply with the law regarding data sharing
- To safeguard pupils
- To advise of any curriculum or related activities we undertake or encourage you to attend, this may involve sending a newsletter or brief via email.
Which data is collected?
The categories of pupil information that the school collects, holds and shares include the following:
- Personal information – e.g. names, pupil numbers and addresses
- Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
- Attendance information – e.g. number of absences and absence reasons
- Assessment information – e.g. national curriculum assessment results
- Relevant medical information
- Information relating to SEND
- Behavioural information – e.g. number of temporary exclusions.
Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
How long is your data stored for?
Personal data relating to pupils at Stretford Grammar School and their families is stored in line with the school’s GDPR Retention Policy. In accordance with the GDPR, the school does not store personal data indefinitely (However, there may be exceptions to this, where we have obligations under our insurance cover scheme to retain data for indefinite or protracted periods); all other data is only stored for as long as is necessary to complete the task for which it was originally collected.
Will my information be shared?
The school is required to share pupils’ data with the DfE on a statutory basis. The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Stretford Grammar School is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD.
The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:
- Conducting research or analysis.
- Producing statistics.
- Providing information, advice or guidance. The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained.
To find out more about the NPD, click here.
Stretford Grammar School will not share your personal information with any third parties without your consent, unless the law allows us to do so.
The school routinely shares pupils’ information with:
Pupils’ destinations upon leaving the school
- The LA
- The NHS i.e. School Nurse
- The DfE - https://www.gov.uk/education/data-collection-and-censuses-for-schools
Youth support services
Pupils aged 13+
Once our pupils reach the age of 13, we also pass pupil 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 / pupil once he/she reaches the age 16. Pupils aged 16+ We will also share certain information about pupils 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.
What are your rights?
Parents and pupils have the following rights in relation to the processing of their personal data. You have the right to:
- Be informed about how Stretford Grammar School uses your personal data.
- Request access to the personal data that Stretford Grammar School holds.
- Request that your personal data is amended if it is inaccurate or incomplete.
- Request that your personal data is erased where there is no compelling reason for its continued processing.
- Request that the processing of your data is restricted.
- Object to your personal data being processed.
- Request my information in a machine-readable format i.e. Excel, word or a CSV file. Where the processing of your data is based on your consent, you may be able to withdraw such consent in limited circumstances.
If you have a concern about the way Stretford Grammar School and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm or via this link https://ico.org.uk/concerns. Where can you find out more information? If you would like to find out more information about how we and/or the DfE collect, use and store your personal data, please visit our website (http://www.stretfordgrammar.com/ ) or download our GDPR Data Protection Policy.
When will this Notice be updated?
We reserve the right to vary and amend this privacy notice to comply with the changes to legislation. An up to date copy of this notice will be available on the school website.