Privacy Notice - Students

Note: To read our Privacy Notice for "Children in Need or children looked after", click here.

Privacy Notice for students
We The Norton Knatchbull School are a data controller for the purposes of the Data Protection Act. We collect information from you and may receive information about you from your previous school, Kent County Council and the Learning Records Service.

How we use pupil information

Why do we collect and use pupil information?

We collect and use pupil information under the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR)

We use the pupil data:

  • to administer school property
  • to maintain our own accounts and records
  • to carry out fundraising
  • to support pupil teaching and learning
  • to support pupil's career guidance
  • 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
  • to assess the performance of the school

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, unique pupil number, unique learner number and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Photographs
  • Education details and national curriculum assessment results
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Disciplinary and behaviour records
  • Assessment information
  • Relevant medical and dietary information
  • Special educational needs information
  • Exclusions / behavioural information
  • Post 16 learning information

Collecting pupil information

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

Information shared with KCC

We are required by law to pass some of your information to Kent County Council (KCC) as part of the Intended Destination, September Guarantee and Annual Activity processes. This is to assist KCC fulfil its legal obligation under the Education and Skills Act 2008 and the Apprenticeship, Skills, Children and Learning Act 2009 to assist, encourage and enable young people aged 13-19 (and young adults with learning difficulties or disabilities up to the age of 25) to participate in education or training. KCC are then required to share this information with the Department of Education.

We share the following information about you:

  • What you are intending to do after Year 11 in terms of education, training or employment (your intended Destination).
  • Which post-16 provider made you an offer of a place on a course at the end of Year 11 or Year 12 if you stayed at this school after Year 11 (referred to as the September Guarantee).
  • What your destination is after you leave Year 11 or Year 12 or Year 13, if we are aware of this (as part of the Annual Activity Survey). This could include sixth form at this school

Information KCC may share with us once you have left school

Kent County Council has a legal responsibility to track all young people up to the age of 19 (and young adults with learning difficulties or disabilities up to the age of 25). The purpose of collecting this information is to assist the planning of education and training for young people and the support services they require. Some of this information is then shared with the Department of Education who use the information to plan at a national level.

Kent County Council will, if you allow, inform us, The Norton Knatchbull School, of your current activity once you have left the school. This is in relation to education, training, employment with training you may be undertaking and whether you are NEET (Not in Education, Employment or Training).

The purpose of this is to:

  • Enable us, The Norton Knatchbull School, to offer support should you become NEET
  • Check that the education we provide is enabling students to make a positive progression once they leave the school
  • Help plan support and education for future students.

If you would like to get a copy of the information about you that KCC shares with the Department for Education or post-16 providers or how they use your information, please contact:
Information Resilience & Transparency Team
Room 2.71
Sessions House
Maidstone
Kent
ME14 1XQ
dataprotection@kent.gov.uk
You can also visit the KCC website if you need more information about how they use and store your
information. Please go to:
http://www.kent.gov.uk/about-the-council/contact-us/access-to-information

Information that may be shared with other schools and colleges

Some of the information we collect from you during Year 10 and 11 and as part of the Intended Destination, September Guarantee and Annual Activity processes may also be shared with EFA funded post-16 providers (hereafter referred to as ‘post-16 providers’) who deliver in Kent.

These providers are listed on http://www.kent.gov.uk/education-and-children/college-sixth-form-employment-and-training

These providers could offer you a progression route and support your transition into post-16 education, training or employment with training.

To support your transition to post-16 education and to support planning for future learners we, or KCC, may also need to share further information on you directly with post-16 providers after you have enrolled, this includes:

  • Whether you are NEET and may need support finding an education/training/employment opportunity
  • Your activity after leaving a FE College after Year 12 or 13
  • Your attendance record at school
  • Whether you have been excluded from school
  • If you have any special educational needs
  • Whether you are looked after/or a care leaver
  • Whether you are a carer
  • Whether you are a traveller
  • Whether you receive free school meals, and
  • Whether you are currently supervised by the Youth Offending Team.

Storing pupil data

Both The Norton Knatchbull School and KCC keep information about you on computer systems and also sometimes on paper. We hold your education records securely and retain them from your date of birth until you reach the age of 25, after which they are safely destroyed.
There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure you stay safe and healthy or we are legally required to do so.

They network account is deleted when they leave the school.

Any other data required for legal purpose will remain on file and archived.

Who do we share pupil information with?

We sometimes need to share the personal information we process with the individual themself and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:
 
  • KCC, our local authority
  • The Department for Education (DfE) and central government
  • Schools that the pupil’s attend after leaving us
  • Highworth School if the student attends lessons in both school.
  • Education, training, careers and examining bodies
  • School staff and boards
  • family, associates and representatives of the person whose personal data we are processing
  • NHS and healthcare professionals
  • Social and welfare organisations
  • Law enforcement organisation and courts
  • Current, past or prospective employers
  • Voluntary and charitable organisations
  • Business associates and other professional advisers
  • Suppliers and service providers
  • Financial organisations
  • Security organisations
  • Press and the media
  • School trips organisations

Transfers

It may sometimes be necessary to transfer personal information overseas. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the data protection act.

Aged 14+ qualifications

For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications

Why we share pupil information

We do not share information about our pupils 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 the (DfE) under regulation 5 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

What is different about 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 / 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.

Our 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.

You have a choice about what information is shared after you turn 16.

You can ask that:

  • No information beyond name, address and data of birth be shared with KCC or
  • No information about your current activities once you have left school be shared with us and or
  • No information to be shared with post 16 providers in the future.

To do this please contact the Office Manager to let them know which information you do not want to be shared. Alternatively you could contact the Management Information Team at KCC, management.information@kent.gov.uk

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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

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

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, contact information@nks.kent.sch.uk

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, you should raise your concern with us in the first instance or directly to 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: information@nks.kent.sch.uk