The categories of information relating to pupils/carers that we collect, hold and share include:

• Personal information and contact details (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

Why we collect and use this information

We use the data:

• to support pupil learning
• to monitor and report on pupil 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 information under Article 6, (1) e) of the GDPR where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller and Article 9 (2) b) of the GDPR where  special categories of data can be processed for the purposes of carrying out the obligations and exercising specific rights of the data controller.

Collecting information

Whilst the majority of 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 information to us or if you have a choice in this.

Storing data

We hold data for;

Primary: For as long as the child attends the school.

Secondary: Until the child turns 25

Who we share information with

We routinely share information with:

• schools that the pupil’s attend after leaving us
• our local authority, London Borough of Lewisham
• the Department for Education (DfE)
• academy chains
• federations or Multi Academy Trusts (MATs)
• school nurse, NHS

Why we share information

We do not share information with anyone without consent unless the law and our policies allow us to do so.

We share pupils’ 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 pupils with our local authority (LA) and the Department for Education (DfE) under section 3 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

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.

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 pupils to the DfE 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

CCTV

For your safety we record CCTV in the school grounds. This is kept for 3 months. Under data protection legislation, parents and pupils have the right to request access to footage of themselves. To make a request for your personal information, or be given access to your child’s educational record, please complete the form here: https://forms.office.com/r/r1h38rtcLY

Call Recording

Trinity School ensures the fair and lawful processing of all call recordings in line with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This policy governs the use of our call recording system to record both incoming and outgoing calls.

Key Points:

1. Recording and Notification: All calls are automatically recorded. Callers are informed about the recording at the start of each call, giving them the opportunity to consent or hang up.

2. Purpose: Recordings are used for:

   • Protecting staff from abusive calls.
   • Improving service quality.
   • Identifying training needs.

3. Data Handling: Recorded data is:

   • Used only for specified purposes.
   • Accessible only by authorised personnel.
   • Kept confidential and stored securely.
   • Not retained longer than necessary.

4. Access to Recordings: Access is limited to authorised staff. Call recordings may be used in the school’s disciplinary and grievance procedures, ensuring confidentiality.

5. Third-Party Disclosure: Recordings will not be disclosed to third parties except to authorised personnel like police or service providers when necessary.

6. Subject Access Requests: Individuals can request access to recordings concerning themselves, subject to certain conditions.

Requesting access to your personal data

Under data protection legislation, parents and pupils 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, please complete the form here: https://forms.office.com/r/r1h38rtcLY

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:

Sipho Mabaso, Data Protection Administrator at gdpr@trinity.lewisham.sch.uk

 

Who processes your information?

There are certain processes the school needs to follow with regard to volunteers. This privacy notice informs volunteers how the school intends to collect, use, process and store their data.

The school is the Data Controller, and is responsible for any personal data that is provided by the volunteer. This means that they determine the purposes for, and the manner in which, any personal data relating to any volunteer is to be processed.

Where necessary, third parties may be responsible for processing volunteers’ personal information. Where this is required, the school places data protection requirements on third party processors to ensure data is processed in line with volunteers’ privacy rights.

Why do we need your information?

Trinity School has the legal right and a legitimate interest to collect and process personal data relating to volunteers at the school. We process personal data in order to meet the safeguarding requirements set out in UK employment and childcare law, including those in relation to the following:

• School Staffing (England) regulations 2009
• Safeguarding Vulnerable Groups Act 2006
• The Childcare (Disqualification) Regulations 2009
• Keeping Children Safe in Education 2016
• Working Together to Safeguard Children 2015

If volunteers fail to provide their personal data, there may be significant consequences, including, but not limited to:

Failure to pass a full DBS check will prevent volunteers from undertaking work at Trinity School

For which purposes are your personal data processed?

In accordance with the above, personal data pertaining to volunteers is used for the following reasons:

• DBS checks, to the Single Central Record
• Contact information

Which data is collected?

The personal data the school will collect from volunteers includes the following:

• Full name & title
• Address
• Contact information / email
• Experience
• DBS (Three forms of identification)

Will your personal data be sought from third parties?

Personal data is only sought from the data subject. No third parties will be contacted to obtain personal data pertaining to volunteers without the data subject’s consent.

Volunteers’ personal data may be obtained and processed from third parties where the law requires the school to do so, e.g. for the purpose of DBS checks. The categories of data obtained and processed from third parties include:

• DBS
• Other places of learning

Where data is obtained from third parties, the personal data originates from the following sources:

• Previous employers
• Education
• Qualifications

How is your information shared?

Trinity School will not share your personal information with any third parties without your consent, unless the law allows us to do so.

How long is your data retained for?  

Personal data is retained in line with Trinity School Records Management Policy.

Personal information may be retained for varying periods of time depending on the nature of the information; you will be informed on how long your data will be obtained by the school.

Data will only be retained for as long as is necessary to fulfil the purposes for which it was processed.

Once your data has served its purpose, it will be disposed of in line with the procedure outlined in the school’s Records Management Policy.

What are your rights?

As the data subject, you have specific rights to the processing of your data.

You have a legal right to:

• Request access to the personal data that Trinity School holds.
• Request that your personal data is amended.
• Request that your personal data is erased.
• Request that the processing of your data is restricted.
• Request to obtain and reuse your personal data for your own purposes across different services.
• Object to your consent being obtained.
• Request that your personal data is collected using automated processing.

Where the processing of your data is based on your explicit consent, you have the right to withdraw this consent at any time. This will not apply to any personal data that has been processed prior to withdrawing consent.

You also have the right to lodge a complaint with the ICO in relation to how Trinity School processes your personal data. If you wish to make a complaint to the ICO, you can do so on the ICO’s website or call their helpline on 0303 123 1113.

How can you find out more information?

If you require further information about how we store and use your personal data, please visit our website, or download our GDPR Policy.