4) To perform a public task It is a day-to-day function of the school to ensure that children receive the education and support they require. Much of this work is not set out directly in any legislation but it is deemed to be necessary in order to ensure that pupils are properly educated and supported. Details of the type of processing that we may undertake on this basis and who we may share that information is set out in Table 4. Special category personal information In order to process ‘special category’ data, we must be able to demonstrate how the law allows us to do so. In additional to the lawful reasons above, we must also be satisfied that ONE of the following additional lawful reasons applies: Explicit consent of the data subject Processing relates to personal data which is manifestly made public by the data subject Necessary for establishing, exercising or defending legal claims Necessary for reasons of substantial public interest Necessary for preventive or occupational medicine, or for reasons of public interest in the area of public health Necessary for archiving, historical research or statistical purposes in the public interest The lawful reasons for each type of special category personal information data that we process is set out in the tables attached. Who might we share your information with? We routinely share pupil information with: schools that the pupils attend after leaving us our local authority the Department for Education (DfE) We do not share information about our pupils or parents unless the law and our policies allow us to do so. Please refer to the tables for information about what personal information is shared with which specific third parties. 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 . What do we do with your information? All personal information is held in a manner which is compliant with data protection legislation. Personal information is only processed for the purpose it was collected The school monitors the personal information it processes and will only share personal information with a third party if it has a legal basis to do so (as set out above). How long do we keep your information for? In retaining personal information, the school complies with the Retention Schedules provided by the Information Record Management Society. The schedules set out the Statutory Provisions under which the school are required to retain the information. A copy of those schedules can be located using the following link:
Information Type Relevant legislation Special Category– additional lawful reason Third Parties with whom we share the information Lawful reason for sharing Attendance Information Education (Pupil Regulations 2006, Regulation 4, 10, 11 and ASB staff/ SIMS/ Local Authority/ DFE, OFSTED Statutory Requirement Pupil Information Education (Information About Individual Pupils) (England) Regulations 2013, Regulation 3 and 5 ASB staff/ SIMS/ Local Authority/ DFE, Other schools – when pupils transfer Statutory Requirement Educational Record Education (Pupil Information) 2005, Regulation 5 and ASB staff/ SIMS/ Local Authority/ DFE, Parents, OFSTED Statutory Requirement Admissions Register Education (Pupil Regulations 2006, Regulation 4, 10, 11, 14 and 15 ASB staff/ SIMS/ Local Authority/ DFE, OFSTED Statutory Requirement Common Transfer File Education (Pupil Regulations 2005, Regulation ASB admin staff/ SIMS/ Local Authority/ DFE, School pupil transfers to Statutory Requirement SEN Report EHCP Plans Children’s and Families Act 2014, section 69 ASB admin staff/ SIMS/ Inclusions Team/Local Authority/ DFE ASB staff/Admin Stafff/Inclusion Team Statutory Requirement Attainment Education ( Pupil Regulations 2005 ASB admin staff/ SIMS/ Local Authority/ DFE Statutory Requirement Staff information, including personal details, DBS check, qualifications Education Act 2005, section 114 Secretary of State, Warwickshire County Council, Disclosure and Barring Service Statutory Requirement School Census Education Act 1996, Sections 537 & 537A, and accompanying regulations DFE Statutory Requirement
Safeguarding information Education Act 2002, section 175 Children’s Act 1989, Section 17, 47, 83. Children’s Act 2004, Section 11 Local Authority Statutory Requirement Medical / Dietary / allergies Necessary for preventative or occupational medicine Department of Education – school census. Other schools – when pupils transfers Statutory Requirement Table 2 – Personal information we are required to process as it is necessary to protect someone’s vital interests Information Type Special Category - additional lawful reason Third Parties with whom we share the information Lawful reason for sharing Medical Information Necessary to protect vital interests of the data subject or another person where the data subject is physically or legally incapable of giving consent’ School Nurse/ NHS, Medical staff i.e. paramedics/ ambulance Vital Interest Religious belief Necessary to protect vital interests of the data subject or another person where the data subject is physically or legally incapable of giving consent’ Medical staff i.e. paramedics/ ambulance Vital Interest Table 3 - Personal information we are required to process with the consent of the individual to whom that information ‘belongs’ Information Type Special Category - additional lawful reason Third Parties with whom we share the information Lawful reason for sharing Pupil Informtion Class Dojo, Purple Mash, Sims, Academy Photography, Second Look Photography, Kiddie Videos (Nursery), Cool Milk Consent has been given Parent Information Class Dojo, Sims, Purple Mash, Consent has been given Annual Heights & Weights Necessary for medical or social care or public health reasons Coventry & Warks NHS Trust Consent has been given
Annual immunization Reception, Yr1, Yr2, Yr3 & Yr 4 Necessary for medical or social care or public health reasons NHS (Compass / WSHWS Nuneaton & Rugby) Consent has been given Dental screening (random selection pupils, various years) Necessary for medical or social care or public health reasons Warwickshire Special Care Dental Service Consent has been given Annual Reception Eye tests Necessary for medical or social care or public health reasons NHS (UHCW) Consent has been given Table 4 - Personal information we are required to process because it is necessary to do so in order to perform a public task Information Type Special Category - additional lawful reason Third Parties with whom we share the information Lawful reason for sharing Attainment Local Authority, DFE, OFSTED, Parents, Health such as Speech and Language Legal Obligations & Consent has been given Educational Visits The Rock (Residential visits) Consent has been given