1) How we use student information
Why do we collect and use Pupil/student information?
We collect and use student information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989. We also comply with Article6(1)(e) and Article 9(2)(b) of the General Data Protection Regulation (GDPR).
We use the student data:
- to support Student learning
- to monitor and report on student progress to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
The categories of Student information that we collect, hold and share include:
Personal (such as name, unique Pupil/student number, address and contact information)
Characteristics (such as ethnicity, language, nationality, country of birth)
Attendance (such as sessions attended, number of absences and absence reasons)
Special educational needs
Relevant medical exclusions/behavioural
2) Collecting Student information
Whilst the majority of student 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 (GDPR), we will inform you whether you are required to provide certain student information to us or if you have a choice in this.
3) Storing student data
We hold student data for 6 years after the student changes school or leaves, where they will be held until the student reaches the age of 25, after which the data are safely destroyed. Who do we share student information with?
We routinely share student information with:
Schools/colleges that the students attend after leaving us
- Our local authority (Islington, Lambeth & Surrey Councils) and their commissioned providers of local authority services
- The Department for Education (DfE)
- CDMT (The Council for Dance, Drama and Musical Theatre)
- Trinity College, London
- University of East London
- Pearson (for BTEC/GCSE provision)
- Ofsted/ISI/QAA (for quality assurance monitoring)
4) Why we share student information
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.
We share students’ 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 students with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual student s) (England) Regulations 2013.
5) 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.
The National Pupil/student Database (NPD) The NPD is owned and managed by the
Department for Education and contains information about pupil/students 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 Pupil/students 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 Pupil/students) (England) Regulations 2013. To find out more about the Pupil/student 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 .
The Department may share information about our Pupil/students 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 student 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 student 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
6) Requesting access to your personal data
Under data protection legislation, parents and students have the right to request access to information that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the college at email@example.com or on 0207 608 0044.
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 Principal.
- in certain circumstances, you can ask for data which you wish to share with others to be placed in a format which makes this easier.
Please note: your rights can be affected by the legal basis under which information is obtained and processed.
Contact: If you would like to discuss anything in this privacy notice or would like to see a copy of the Privacy Notice in the future , please contact the office at firstname.lastname@example.org or on 0207 608 0044. You can also find a copy of this Privacy Notice on Italia Conti’s website via www.italiaconti.com .