What we need and why we need it
We collect, use and store personal information about our students and their parents/carers; this information helps us to:
- support our students’ teaching and learning;
- follow and report on our students’ progress;
- provide the right care and support for our students;
- understand how well our school is doing as a whole; and
- fulfil our duties under relevant legislation and regulations.
We may occasionally ask you for consent to use your information; however, we will make this clear where consent is our lawful basis
The information we collect, use and store includes names and contact details, student place and date of birth, assessment marks and results, attendance records, any exclusion information, Special Educational Needs information (if relevant), disability information (if relevant), gender, ethnic group, religion and any relevant medical information.
For a more comprehensive list of the information held by schools, please see the Department for Education (DfE) Common Basic Data Set, here: https://www.gov.uk/government/publications/common-basic-data-set-cbds-database
Information we receive
If you provide us with contact details of others, for example, in case of emergency or when you may not be available please ensure they are aware their information has been passed to the school.
We will also receive the above types of personal information, where relevant, from the previous school and may also receive information from the Local Authority (LA) and the DfE.
For students taking post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about student’s learning or qualifications. Further information for students and parents can be found here: https://www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents
Who we share it with
Effective and relevant information sharing between parents, schools, LAs and the DfE is necessary to ensuring that all children are safe and receiving suitable education.
- Local Authority and Department for Education
We are required, by law, to pass certain information about our students to the LA, and the DfE. Where relevant this may include reporting safeguarding concerns to Social Services at the LA or to request education support services.
The DfE may also share student level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection law. Decisions on whether the DfE releases this personal data to third parties are subject to a robust approval process and are 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. For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract
For information on which third party organisations (and for which project) the DfE have provided student level data to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received
- Attendance and Welfare Support
We have contracted the Central School and Attendance Welfare Service to provide Attendance and Welfare Support services. If we have any attendance concerns, we will pass on any relevant data and information to this team. More information about how the Central School and Attendance Welfare Service uses and stores personal information can be found here http://www.csaws.co.uk/privacy-notice/4591967781
We sometimes need to share personal information with NHS teams, such as the School Nurse team who promote health and emotional wellbeing in schools and provide services such as health assessments and immunisation programmes.
We will also pass information about Students to their next school in order that the Educational record is maintained for a Student’s entire school life.
How long we keep it
The information we collect, use and store about students and their parents/carers is retained either until it is updated/superseded or until the student leaves. If we are the student’s last known school we will retain the information until the student is at least 25 years old; this ties in with the Limitation Act 1980.
Data Protection law allows an individual to ask the school for copies of the information we hold about them or their children. If you would like more information about this please contact The Triple Crown Centre office. If at any point you believe the information we hold is inaccurate or you have concerns about our use of it please let us know.
We have collected consent to process information in photographs and videos. Please note, you have a right to withdraw consent at any time and can contact the school to do this.
For more information on the content of this Notice, how The Triple Crown Centre complies with Data Protection law, or if you wish to raise a complaint on how we have handled personal information please contact the Headteacher who will respond or investigate the matter.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with Data Protection law you can complain to the Information Commissioner’s Office (ICO).
For more information about how the LA stores and uses the information we pass to them, please contact Education Information Management Services
|Tel: 0121 704 8313
For more information about how the DfE stores and uses information about students, you can visit the following website or contact them at the details below:
|Tel: 0370 000 2288
Contact form: https://www.gov.uk/contact-dfe