DPO care of Lewisham 020 8314 8183 or Julia Baldwin School Business Manager 0208 291 1250
We Kilmorie school are the data controller for the purposes of GDPR 2020. We collect personal and/or sensitive information from you about you and your child and may receive information from other educational settings such as schools, alternative provision, pupil referral units and early years providers.
The categories of pupil information that we collect, hold and share include:
- Personal information (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 pupil 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 pupil data
We hold data for as long as the pupil attends Kilmorie School. All records are then passed on to either the secondary school or if the pupil transfers to another primary school.
Who we share pupil information with
We routinely share information with:
- schools that the pupil’s attend after leaving us
- our local authority, London Borough of Lewisham
- our MIS system Scholar Pack
- our payment system Parent Pay
- our chosen school journey destinations
- the Department for Education (DfE)
- Medical Professionals
- London Grid For Learning
- Website Services
- Professional education services
- Swimming services
- External and peripatetic tutors
- academy chains
- federations or Multi Academy Trusts (MATs)
- school nurse, NHS
Why we share pupil 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 Tap here
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, Tap here
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 Tap here
For information about which organisations the department has provided pupil information, (and for which project), please visit the government website here
To contact DfE Tap here
For your safety we record CCTV in the school grounds. This is kept for up to 6 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, contact The Kilmorie School Office on 020 8291 1250 or email@example.com
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 Petra Der Man, Interim Data Protection Officer for Lewisham schools on firstname.lastname@example.org
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/
If you would like to discuss anything in this privacy notice, please contact:
Petra Der Man, Interim Data Protection Officer for Lewisham schools on email@example.com or
Julia Baldwin on 020 8291 1250 or firstname.lastname@example.org