St John's Privacy Notices

Our privacy notices are statements that describes how St John’s collects, uses, retains and shares personal information. It can also be referred to as a privacy statement, a fair processing notice or a privacy policy.  To ensure that we process your personal data fairly and lawfully we will tell you why we need the data, how it will be used and who it will be shared with.  For ease of use, we have organised the statements into the following groups.  Please follow a link to find out more.

Students Privacy Notice.

Student information that we use includes personal information such as your name and other basic details.  We will also keep information on your ethnicity, language, and eligibility for free school meals. We will also hold information of a safeguarding nature if applicable. If you have special educational needs, we will also hold and use information on that particular need. Medical and attendance information is also held by us. Assessment records are held and processed by us and we record and use information related to both positive and negative behaviours.

We collect and use student information to support learning, to monitor and report attainment and progress and to provide high quality pastoral care.  We also collect it as part of duties placed on us by the Department for Education. Most importantly, we collect it to keep children safe.

Student information is essential to us. Whilst the majority of student information provided is mandatory, some of it requested on a voluntary basis. With this in mind we will inform you or your parents/carer at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.

All of this information is held securely and is not kept beyond the recognised time limits for holding specific data.

Students Privacy Notice Further Information

How we use student information

St John’s collects and holds data on the students that enables us to provide education services to meet their needs of its students. The information supports the tracking of student attainment and progress, attendance and behaviour. Curriculum, examination and timetabling decisions are based on the data we collect and ensure the appropriate support is given to specific groups of students.

The categories of student information that we process include:

  • Personal identifiers and contacts (such as name, unique pupil number, contact details and address)
  • Characteristics (such as ethnicity, language, and free school meal eligibility)
  • Safeguarding information (such as court orders and professional involvement)
  • Special educational needs (including the needs and ranking)
  • Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
  • Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • Assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • Behavioural information (such as exclusions and any relevant alternative provision put in place)
  • Trips and activities (such as day trips or residential visits)
  • Biometric data (in relation to catering and finance)
  • Financial information (such as parent/carers’ bank details)
  • Banking information for Student Bursary payments

Why we collect and use student information

We collect and use student information, for the following purposes:

  • To support student learning
  • To monitor and report on student attainment progress
  • To monitor your behaviour and attendance
  • To provide appropriate pastoral care
  • To assess the quality of our services
  • To keep children safe (food allergies, or emergency contact details)
  • To meet the statutory duties placed upon us for DfE data collections
  • To enter students for exams
  • To contact parents/carers

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing student information are:

We collect and use student information under GDPR, Article 6(1), where it is necessary for compliance with a legal obligation on the academies to educate the data subject OR that the data subject has given consent to the processing of his or her personal data for one or more specific purposes. Under Article 9(2) of the GDPR, student’s personal data will only be processed for the purposes of carry out our obligations as an educational establishment.

How we collect student information

Whilst the majority of the information you provide to us is mandatory, some of it is provided 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 information or if you have a choice in this.

How we store student data

We hold student data securely for the set amount of time shown in our data retention schedule. Our retention schedule is based on the ‘IRMS Information Management Toolkit for Schools’. More information on this can be found at http://irms.org.uk/page/SchoolsToolkit

Who we share student information with

We routinely share student information with:

  • Durham local authority
  • Department for Education (DfE)
  • Other educational establishments and alternative education
  • Ofsted
  • Examination Boards
  • Employers (References)
  • Child Health Services
  • Educational Psychologists
  • One Point Services
  • Police Service
  • Employers (References)

We also share student information with 3rd Party Applications and Services such as:

  • Local authority services including the Music Service
  • Microsoft
  • Google
  • Capita Sims
  • Evolve
  • Fisher Family Trust
  • Class Charts
  • Sisra
  • MyEd
  • CPOMs
  • My Maths
  • Educake
  • Sam Learning
  • ParentPay

Why we regularly share student information

We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.  We share your data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. We are required to share information about our students with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013

Youth support services:  Students aged 13+

Once our students reach the age of 13, we also pass student 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 enable them to provide services as follows:

  • Youth Support services
  • Careers advisors

A parent/carer 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 pupil once he/she reaches the age of 16.

Once our students reach the age of 13, we also pass student 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.

A parent/carer 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 student once he/she reaches the age of 16.

Youth support services:  Students aged 16+

We will also share certain information about students 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.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

How Government uses your data

The student data that we lawfully share with the DfE through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Student Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

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

The National Pupil Database (NPD)

Much of the data about students in England goes on to be held in the National Pupil Database (NPD).

The NPD is owned and managed by the Department for Education and contains information about students 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 (Education - Information about Individual Pupils England - Regulations 2013), to provide information about our students to the DfE as part of statutory data collections such as the school census.  Some of this information is then stored in the NPD.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

The law allows the Department to share information about our students from the NPD with third parties who promote the education or well-being of children in England by:

  • Research or analysis
  • Statistics
  • Providing information, advice or guidance

For more information about the Department’s NPD data sharing process, please visit:

https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

The Department has robust processes in place to ensure the confidentiality of our data is maintained and have stringent controls in place regarding access and use of data. A strict approval process is in place by the DFE regarding which third parties data is released to and is 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 student 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.  To contact DfE: https://www.gov.uk/contact-dfe

For information about which organisations the Department has provided student information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

Requesting access to your personal data

Under data protection legislation, parents and students 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 Vicky Howard (01388 603246)

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
  • a right to seek redress, either through the ICO, or through the courts

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.  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: Chris Parker (Deputy Headteacher) at St John’s School and Sixth Form College, Woodhouse Lane, Bishop Auckland, DL14 6JT

(01388 603246)

Parents/Carers Privacy Notice

St John’s School and Sixth Form College collects and holds data on the parents/carers of students to provide them with information on attainment, progress, attendance and behaviour of the young person in their care. This contact information is an essential part of our business as it allows the academy to safeguard our young people. Some information collected will be used to make assessments on students’ eligibility for free school meals, bursaries and transport subsidies.

We collect and use parent information to provide high quality pastoral care and maintain strong communication links.  We also collect it as part of duties placed on us by the Department for Education.  Most importantly, we collect it to keep children safe. 

All of this information is held securely and is not kept beyond the recognised time limits for holding specific data.

Parents Privacy Notice Further Information

St John’s School and Sixth Form College collects and holds data on the parents/carers of students to provide them with information on attainment, progress, attendance and behaviour of the young person in their care. This contact information is an essential part of our business as it allows the academy to safeguard our young people. Some information collected will be used to make assessments on students’ eligibility for free school meals, bursaries and transport subsidies.

The categories of parent/carer information that we collect, process, hold and share include:

  • personal information (such as name, address, telephone number(s), email address)
  • special categories of data (such as gender, age, ethnic group and disability information)
  • bank details and financial information for bursary assessments and transport subsidies

Why we collect and use this information

We use parent data to:

  • share regular updates regarding pupil assessment, behaviour and attendance
  • safeguard and provide duty of care to all stakeholders
  • contact parents/carers in medical emergencies or other incidents
  • assess students’ eligibility for free school meals, bursaries or transport subsidies
  • administer admissions

The lawful basis on which we process this information

We collect and use parent/carer information under GDPR (Article 6(1), where it is necessary for compliance with a legal obligation and that the data subject has given consent to the processing of his or her personal data for one or more specific purposes. Under Article 9(2) of the GDPR, parent/carer personal data will only be processed for the purposes of carrying out our obligations in safeguarding our young people.

Collecting this information

Whilst the majority of information you provide to us is mandatory, some of it is provided on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain parent/carer information or if you have a choice in this.

Storing information

Both physics and electronic security measures are taken to ensure the security of the data provided.  We hold parent/carer data for six years following the end of the pupil’s education in Year 11. SEN and child protection data is held until a pupil is 25 years old.

Who we share this information with

We routinely share this information with:

  • Other education establishments and alternative providers
  • Police service
  • Child Health service
  • Education psychologists
  • DfE and local authority services
  • One Point Service

Why we share parent/carer information

We do not share information about parents/carers with anyone without consent unless the law and our policies allow us to do so.  Under data protection legislation, you have the right to request access to information that we hold about you. To make a request for your personal information, withdraw your consent, or be given access to your child’s educational record, contact Vicky Howard.

Complaints

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. Alternatively, you can make a complaint to the Information Commissioner’s Office

Further information If you would like to discuss anything in this privacy notice, please contact Chris Parker, Deputy Headteacher.

Staff Privacy Notice

St John’s Catholic School and Sixth Form College collects and holds data on teachers and other staff to enable it to provide education services that meet the needs of its students. The information collected supports our school’s ethos and development. Information beyond the scope of our core purpose is collected with staff consent.  All information is stored securely and only shared with the identified partners in the further information section.

Staff Privacy Notice Further Information

St John’s Catholic School and Sixth Form College collects and holds data on teachers and other staff to enable it to provide education services that meet the needs of its students. The information collected supports our school’s ethos and development. Safeguarding our young people is an essential part of our business and the data collected enables us to achieve this. We hold personal data about staff to support their employment and professional development, and to assess how the school is performing. We may also receive data about staff from previous employers, HR and occupational health workers. Staff information ensures that appropriate resource is deployed, staff are paid and given the opportunity to progress up the pay scale.

The categories of school information that we process include:

  • personal information (such as name, date of birth, employee or teacher number, biometric data, national insurance number)
  • characteristics information (such as gender, age, ethnic group)
  • contract information (such as start date, hours worked, post, roles and salary information)
  • information related to safeguarding (e.g. DBS information)
  • work absence information (such as number of absences and reasons)
  • other personal information (such as bank details, performance management and next of kin)
  • relevant medical information (information provided by the employee or related to sickness absence, occupational health, or leave of absence)
  • qualifications (and, where relevant, subjects taught)

Why we collect and use workforce information

We use workforce data to:

  • enable the development of a comprehensive picture of the workforce and how it is deployed
  • support you in your professional role
  • inform the development of recruitment and retention policies
  • enable individuals to be paid
  • allow better curriculum and financial modelling and planning
  • monitor and report on school improvement and self-evaluation
  • Improve the management of the workforce

Under the General Data Protection Regulation (GDPR), the legal basis/bases we rely on for processing personal information for general purposes is GCPR, Article 6(1), where it is necessary for the performance of a contract to which the data subject is part or to take steps at the request of the data subject prior to entering into a contract.  Under Article 9(2) of the GDPR, staff personal data will only be processed for the purposes of carrying out our obligations in the field of employment.

Collecting workforce information

We collect personal information via staff information forms.  Workforce data is essential for the school’s/local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis.  In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.

Storing workforce information

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please follow this link.

Who we share workforce information with

We routinely share this information with:

  • the Department for Education (DfE)
  • Durham local authority
  • Avec partnership (HR)
  • Teesside University (payroll)
  • Capita SIMS
  • pension providers (LGPS/TPS)
  • HCSS Budgeting
  • PS Financials
  • CPOMs
  • Evolve
  • 4matrix
  • Classcharts
  • Microsoft
  • Google

When necessary, we share information with:

  • Disclosure and barring service
  • Companies House
  • employers (references)
  • Occupational Health

Why we share school workforce information

We may share your personal information where we have a statutory obligation to do so, such as for the purposes of the prevention or detection of crime, for legal proceedings, or where you have requested us to share information, such as childcare vouchers, pensions, mortgage applications etc. At no time will your information be passed on to organisations external to us, or our partners for marketing or sales purposes, or for any other commercial use without your prior express consent

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections, under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Vicky Howard.

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
  • a right to seek redress, either through the ICO, or through the courts

If you have a concern about the way we are collecting or using your personal data, we ask 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 Chris Parker.

How Government uses your data

The workforce data that we lawfully share with the DfE through data collections:

  • informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce
  • links to school funding and expenditure
  • supports ‘longer term’ research and monitoring of educational policy

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Sharing by the Department

The Department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The Department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal 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 securely store and handle the data

To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

To contact the department: https://www.gov.uk/contact-dfe

Looked After Children and Children In Need Privacy Notice

Privacy Notice (How we use children in need and children looked after information)

St John’s Catholic School & Sixth Form College collects and holds data on looked after children that enables the academy to provide education services that meets their needs. The information supports the tracking of student attainment and progress, attendance and behaviour. Pastoral, curriculum, examination and timetabling decisions are based on the data we collect and ensure the appropriate support is given to specific groups of students.

Privacy Notice (How we use children in need and children looked after information) further information

St John’s Catholic School & Sixth Form College collects and holds data on looked after children that enables the academy to provide education services that meets their needs. The information supports the tracking of student attainment and progress, attendance and behaviour. Pastoral, curriculum, examination and timetabling decisions are based on the data we collect and ensure the appropriate support is given to specific groups of students.

The categories of personal information that we process include:

  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability)
  • episodes of being a child in need (such as referral information, assessment information, Section 47 information, Initial Child Protection information and Child Protection Plan information)
  • episodes of being looked after (such as important dates, information on placements)
  • outcomes for looked after children (such as whether health and dental assessments are up to date, strengths and difficulties questionnaire scores and offending)
  • adoptions (such as dates of key court orders and decisions)
  • care leavers (such as their activity and what type of accommodation they have)
  • biometric data

Why we collect and use this information

We use this personal data to:

a)    support these children and monitor their progress

b)    provide them with pastoral care

c)    assess the quality of our services

d)    evaluate and improve our policies on children’s social care

Under the General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes is that we collect and use student information under GDPR, Article 6(1), where it is necessary for compliance with a legal obligation on the academies to educate the data subject OR that the data subject has given consent to the processing of her or her personal data for one or more specific purposes. Under Article 9(2) of the GDPR, student’s personal data will only be processed for the purposes of carrying out our obligations as an educational establishment.

Collecting this information

Children in need and children looked after information is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.

Storing personal data

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please follow this link

Who we share this information with

We routinely share this information with:

  • the Department for Education (DfE)

Why we share this information

We do not share information about our children in need or children looked after with anyone without consent unless the law and our policies allow us to do so.

The Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children in need and children looked after with the Department for Education (DfE).  We share children in need and children looked after data with the Department on a statutory basis, under Section 83 of 1989 Children’s Act, Section 7 of the Young People’s Act 2008 and also under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Requesting access to your personal data

Under data protection legislation, parents, carers and children have the right to request access to information about them that we hold. To make a request for your personal information contact Vicky Howard at St John’s.

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
  • a right to seek redress, either through the ICO, or through the courts

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to 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: Chris Parker, Deputy Headteacher (01388 603246)