For more information about the DFE’s data sharing process, please visit: www.gov.uk/data- protection-how-we-collect-and-share-research-data. For information about which organisations the DFE has provided pupil information to (and for which project), please visit: www.gov.uk/government/publications/national-pupil-database-requests- received.

## Further examples of why we collect, hold, and share pupils’ personal data

Here are some further examples of why we collect, hold, and share pupils’ personal data. If you would like more information about any of these, please contact our Data Protection Officer. • We may need to share information about your child’s health and wellbeing with those who have responsibility for pupil welfare. • We need to tell all appropriate members of staff if your child has specific medical needs. • We need to tell all appropriate members of staff if your child might need extra help with some tasks. • We may need to provide information containing your child’s personal data to other schools and colleges. We may need to pass on information which they need to look after your child. For example, how well your child has behaved at other schools and their test results. • We may need to share data with external examination boards. • Where we have the right to do so, we may share your child’s academic and behaviour records with you or their guardian. • We will only share your child’s information with other people and organisations when we have a legitimate reason to do so. • We are required to share information about our pupils with the DFE under the Education (Information About Individual Pupils) (England) Regulations 2013. • Sometimes we need to share information with the police or our legal advisers to help with an inquiry. For example, safeguarding issues or injuries. • We might need to share pupils’ information with consultants, experts and other advisers who assist us in the running of the school, if this is relevant to their work. • On occasions external consultants/contractors may have temporary access to personal data held by the school. For example, IT consultants might be granted temporary access to pupils’ personal data to fulfil their contract(s). Access will only be granted to consultants who have demonstrated compliance with the school’s data protection standards. • The school uses various IT systems. This may include using cloud-based storage systems to hold pupil data. Before use, the school ensures that adequate security measures are in place. • We may need to share some information with our insurance provider to ensure we maintain cover or to process any claims. • We may need information about any court proceedings or judgements concerning your child. This is so that we can safeguard your child’s welfare and the welfare of other pupils at the school. • We may monitor your child’s use of the school’s email, internet and other electronic devices provided by the school e.g. iPads or laptops. We monitor in order to ensure appropriate use of these technologies and to confirm your child is not putting themselves at risk of harm. • We have CCTV in operation to make sure the school sites are safe. CCTV is not used in private areas such as changing rooms. • We may use photographs or videos of your child on our website, social media sites, newsletters, and publications as part of our advertising of the school.

Pickwick Academy Trust Privacy Notice : Parents