Section 2 – Informing candidates of the information held Prince Henry’s High School ensures that candidates are fully aware of the information and data held. All candidates are: informed via the student handbook issued yearly and on admission to the school given access to this policy via the Exams section of the school’s website. Candidates are made aware of the above via their candidate handbook and Exams assembly. At this point, the centre also brings to the attention of candidates the annually updated JCQ document Information for candidates – Privacy Notice which explains how the JCQ awarding bodies process their personal data in accordance with the DPA 2018 and GDPR. Section 3 – Hardware and software The table below confirms how IT hardware, software and access to online systems is protected in line with DPA 2018 & GDPR requirements. Hardware Protection measures Desk top computer Laptop iPads Individual password protection Trend Micro anti-virus used to protect all electrical Software/online system Protection measure(s) Sims A2C protected usernames and passwords; rules for password setting (use of a mix of upper/lower cases letters and numbers); users should regularly update passwords; centre administrator has to approve the creation of new user accounts and determine access rights; regular checks to Firewall/Antivirus software are carried out. Section 4 – Dealing with data breaches Although data is handled in line with DPA/GDPR regulations, a data breach may occur for any of the following reasons: loss or theft of data or equipment on which data is stored inappropriate access controls allowing unauthorised use equipment failure human error unforeseen circumstances such as a fire or flood
Section 8 – Table recording candidate exams-related information held For details of how to request access to information held, refer to section 7 of this policy (Access to information) For further details of how long information is held, refer to section 6 of this policy (Data retention periods) Information type Information description (where required) What personal/sensitive data is/may be contained in the information Where information is stored How information is protected Retention period Access arrangements information Candidate name Candidate DOB Gender Data protection notice (candidate signature) Diagnostic testing outcome(s) Specialist report(s) (may also include candidate address) Evidence of normal way of working Access arrangements online MIS Lockable metal filing cabinet Secure user name and password Password protected In secure area in SEN 7 years after leaving date Attendance registers copies Completed for each external Candidate name Candidate number Examination seating files Locked in Exams office 1 academic year Candidates’ work Non examined assessment Candidate name Candidate number Students informed to keep securely if permitted to take work away to work on Lockable cabinets within departments Secure storage in exams on return from moderator In secure area within departments Returned to departments after post results Students may collect the work after this time or agree for the work to be used in teaching and learning Certificates Candidate Results Candidate name Candidate results by AB Locked cabinet in exams office Locked 5 years
Certificate issue information Certificates distributed November/December annually via registers for internal students and exams office external. All students must sign for the collection of certificates Candidate name Results achieved Locked cabinet exams Restricted access to locked cabinet 4 years Entry information Candidate name Candidate number/ UCI/ ULN Gender Examination entries Sims system Timetables issued to Candidates Mark sheets Entry lists Password Locked storage 1 academic year Exam room incident logs Candidate name Candidate number Access arrangements Exams office Locked office; limited access 1 academic year Overnight supervision information Candidate name Candidate number Exam information Electronically Hard copy: exams office Limited access Locked office 1 academic year Post-results services: confirmation of candidate consent information Candidate name Candidate number Awarding board & award DOB Result Email Awarding body website Sims system EAR file exams Password protected Locked cabinet I academic year Post-results services: requests/outcome information Candidate name Candidate number Email Awarding body website Password protected I academic year
Awarding board & award DOB Result Sims system EAR file exams Locked cabinet Post-results services: scripts provided by ATS service Candidate name Candidate number Awarding board & award DOB Result Email Awarding body website Sims system EAR file exams Password protected Locked cabinet I academic year Post-results services: tracking logs Candidate name Candidate number Payment method Award code Electronically EAR folder Password protected Locked exams office I academic year Private candidate information Candidate name Candidate number/ UCI/ ULN DOB Exam award Re sit folder Sims Locked office Password protected 1 academic year Resolving clashes information Sims clash document Letters produced and sent home Candidate name Candidate number DOB Exam award Address details Examinations office Electronically Locked office Password protected I academic year Results information Candidate name Candidate number/UCI/ULN DOB Electronically Password protected 7 years