Consilium Academy trust collects and uses personal information about staff, students, parents or carers and other individuals who come into contact with the school. This information is gathered in order to enable it to provide education and other associated functions. In addition, there may be a legal requirement to collect and use information to ensure that the school complies with its statutory obligations.
Schools have a duty to be registered, as Data Controllers, with the Information Commissioner’s Office (ICO) detailing the information held and its use. These details are then available on the ICO’s website. Schools also have a duty to issue a Fair Processing Notice to all students/parents or carers, this summarises the information held on students, why it is held and the other parties to whom it may be passed on.
This policy is intended to ensure that personal information is dealt with correctly and securely and in accordance with the Data Protection Act 1998, and other related legislation. It will apply to information regardless of the way it is collected, used, recorded, stored and destroyed, and irrespective of whether it is held in paper files or electronically.
All staff involved with the collection, processing and disclosure of personal data will be aware of their duties and responsibilities by adhering to these guidelines.
What is Personal Information?
Personal information or data is defined as data which relates to a living individual who can be identified from that data, or other information held.
Data Protection Principles
The Data Protection Act 1998 establishes eight enforceable principles that must be adhered to at all times:
The Trust is committed to maintaining the above principles at all times. Therefore the Trust will:
Complaints will be dealt with in accordance with the school’s complaints policy. Complaints relating to information handling may be referred to the Information Commissioner (the statutory regulator).
This policy will be reviewed as it is deemed appropriate, but no less frequently than every 2 years. The policy review will be undertaken by the Headteacher, or nominated representative.
If you have any enquires in relation to this policy, please contact Martin Shevill who will also act as the contact point for any subject access requests.
Further advice and information is available from the Information Commissioner’s Office, or telephone 01625 545745
Procedures for responding to subject access requests made under the Data Protection Act 1998
Rights of access to information
There are two distinct rights of access to information held by schools about students.
These procedures relate to subject access requests made under the Data Protection Act 1998.
Actioning a subject access request
Evidence of identity can be established by requesting production of:
– Driving licence
– Utility bills with the current address
– Birth / Marriage certificate
– Credit Card or Mortgage statement
– This list is not exhaustive.
– Should the information requested contain the educational record then the amount charged will be dependant upon the number of pages provided.
– Should the information requested be personal information that does not include any information contained within educational records Trust & schools can charge up to £10 to provide it.
– If the information requested is only the educational record viewing will be free, but a charge not exceeding the cost of copying the information can be made by the Trust or Headteacher.
Complaints about the above procedures should be made to the Chairperson of the Governing Body who will decide whether it is appropriate for the complaint to be dealt with in accordance with the school’s complaint procedure. Complaints which are not appropriate to be dealt with through the school’s complaint procedure can be dealt with by the Information Commissioner. Contact details of both will be provided with the disclosure information.
If you have any queries or concerns regarding these policies / procedures then please contact Mr Martin Shevill.
Further advice and information can be obtained from the Information Commissioner’s Office, or telephone.
Appendix 2 – PRIVACY NOTICE STUDENTS
Tust & School processes personal information about its students and is a ‘data controller’ for the purposes of the Data Protection Act 1998. We collect information from you and may receive information about you from your previous school and the Learning Records Service.
We hold and use your information to support your teaching and learning, monitor and report on how well you are doing, provide you with pastoral care and to assess how well your school is doing.
The information we hold includes your contact details, national curriculum assessment results, attendance information, your ethnic group, special educational needs and any relevant medical information.
If you are enrolling for post-14 qualifications, the Learning Records Service will give us your unique learner number (ULN). We may also ask them for details of any learning you have done in the past or any qualifications you have.
We will not give information about you to anyone outside the school without your permission unless the law and our rules permit it. We are required by law to pass some of your information to East Sussex County Council and to the Department for Education (DfE).
YOUTH SUPPORT SERVICES
Once you are aged 13 or over, by law we have to pass on certain information to the provider of youth support services in your area. This is East Sussex County Council’s youth support services for all young people aged 11 to 19.
We have to pass on your name, address and date of birth and your parent’s or carer’s name and address and other information that the youth support services need to provide their services.
However, you (if you are 16 years or older) or your parent or carer can ask that no information beyond your name, address and date of birth and your parent’s or carer’s name and address be passed to the youth support services. Please tell the school office if you wish to opt-out of this arrangement.
If you want more information about youth support services in East Sussex, please contact East Sussex County Council. Their website and contact details are given below. You can also see more information about young people’s services on the Directgov Young People page at
© Consilium Academies 2017