Bamburgh School Data Protection Policy & Guidelines
1 Aims & Objectives:
The aim of this policy is to provide guidelines to enable staff, parents and pupils to understand:
· The law regarding personal data
· How personal data should be collected, processed and stored.
· How staff, parents and pupils can access personal data
The objective of the policy is to ensure that the school acts within the requirements of the Data Protection Act 1998 when collecting, processing and storing personal data, and when making it available to individuals.
2 Status of this Policy
This policy does not form part of the contract of employment for staff, but it is a condition of employment that employees will abide by the rules and policies in use within the School. Any failures to follow the policy can therefore result in disciplinary action and sometimes even criminal proceedings.
3 Responsibilities of Staff
All staff are responsible for:
• Checking that any information that they provide to the School in connection with their employment is accurate and up to date.
• Informing the School of any changes to information that they have provided, e.g. change of address, either at the time of appointment or subsequently. The School cannot be held responsible for any errors unless the staff member has informed the School of such changes.
· Complying with this policy for any personal data about other data subjects that they collect, process and store.
4 Data Protection – the Law
Bamburgh School needs to keep certain information about its employees, pupils, governors and other users to allow it to monitor performance, achievements, and health and safety, for example. It is also necessary to process information so that staff can be recruited and paid, courses organised and legal obligations to funding bodies and government complied with. To comply with the law, information must be collected, processed and stored in accordance with the 8 Data Protection Principles which are set out in the Data Protection Act 1998 (the 1998 Act). In summary these state that personal data shall:
• Be obtained and processed fairly and lawfully and shall not be processed unless certain conditions are met.
• Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
• Be adequate, relevant and not excessive for that purpose.
• Be accurate and kept up to date.
• Not be kept for longer than is necessary for that purpose.
• Be processed in accordance with the data subject’s rights.
• Be kept safe from unauthorised access, accidental loss or destruction.
• Be in compliance with the Information Commissioners checklist if information is sent outside of the European Economic Area (EEA) for any reason.
Under the Data Protection Act 1998, and other regulating acts, access to their own personal information is a statutory right for pupils (if they are of an age to understand the information they request) and parents (as defined in the Education Act 1996) may also request access to their child’s personal data.
School staff have a right of access to personal data on themselves.
Anyone has the right to question and correct inaccurate information, but this must be matters of fact, not opinions.
5 The Data Controller and the Designated Data Controllers
The School is the Data Controller under the 1998 Act, and the Governors are therefore ultimately responsible for implementation. However, the Designated Data Controllers will deal with day to day matters. The School has two Designated Data Controllers; the Head teacher and the Deputy Head Teacher (Mrs Sharp).
Any member of staff, parent or other individual who considers that the Policy has not been followed in respect of personal data about himself or herself or their child should raise the matter with the appropriate Designated Data Controller.
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6 The 8 Data Protection Principles
6.1 Principle 1 Fair and Lawful Processing of Personal Data.
Bamburgh School, the LA and the Department for Education (DfE) all hold information on pupils for educational purposes. This means, among other things, that the data held about pupils must only be used for specific purposes allowed by law. The school has a Privacy Notice (previously known as a Fair Processing Notice) which explains how personal data is used and with whom it will be shared. This Notice is published here: [website address]
The LA uses information about pupils to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the pupil may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual pupils cannot be identified from them.
Subject Consent
In many cases, the School can only process personal data with the consent of the individual.
In some cases, if the data is sensitive, as defined in the 1998 Act, express consent must be obtained. Agreement to the School processing some specified classes of personal data is a condition of acceptance of employment for staff. This included information about previous criminal convictions.
Jobs will bring the applicants into contact with children. The School has a duty under the Children Act 1989 and other enactments to ensure that staff are suitable for the job. The School has a duty of care to all staff and students and must therefore make sure that employees and those who use School facilities do not pose a threat or danger to other users.
The School may also ask for information about particular health needs, such as allergies to particular forms of medication, or any medical condition such as asthma or diabetes. The School will only use this information in the protection of the health and safety of the individual, but will need consent to process this data in the event of a medical emergency, for example.
Processing Sensitive Information
Sometimes it is necessary to process information about a person’s health, criminal convictions, or race. This may be to ensure that the School is a safe place for everyone, or to operate other School policies, such as the Sick Pay Policy or the Equal Opportunities Policy.
Because this information is considered sensitive under the 1998 Act, staff (and pupils where appropriate) will be asked to give their express consent for the School to process this data. An offer of employment may be withdrawn if an individual refuses to consent to this without good reason.
6.2 Principle 2 – Processing Personal Data for Specified Purposes
The reasons for collecting personal data need to be clear from the outset and also what use will be made of the data. The school needs to comply with what the Act says about notifying the Information Commissioner about the purposes for which personal data is kept.
6.3 Principles 3, 4 & 5 – The Information Standards - Personal data shall be adequate, relevant, not excessive for purpose, accurate & up to date and not kept for longer than is necessary.
The School has a duty to retain some staff and pupil personal data for a period of time following their departure from the School, mainly for legal reasons, but also for other purposes such as being able to provide references or academic transcripts. Different categories of data will be retained for different periods of time.
· School records for a child should be kept for 7 years after the child leaves the school, or until the child reaches 25 years of age (whichever is greater) and examination records the same.
· Data on staff is sensitive information and confidential to the individual, and is shared, where appropriate, at the discretion of the Head Teacher and with the knowledge, and if possible the agreement of the staff member concerned.
· Employment records form part of a staff member’s permanent record. Because there are specific legislative issues connected with these (salary and pension details etc.) these records should be retained as set out by the LA.
· Interview records, CV’s and application forms for unsuccessful applicants are kept for 6 months.
· All formal complaints made to the Head Teacher or School Governors will be kept for at least seven years in confidential files, with any documents on the outcome of such complaints. Individuals concerned in such complaints may have access to such files subject to data protection and to legal professional privilege in the event of a court case.
6.4 Principle 6 - Rights of the Individual to access personal data
All staff, parents and other data subjects are entitled to:
• Know what information the School holds and processes about them or their child and why.
• Know how to gain access to it.
• Know how to keep it up to date.
• Know what the School is doing to comply with its obligations under the 1998 Act.
Staff should check, if a request for information is made by a parent, that no legal obstruction (for example, a court order limiting an individual's exercise of parental responsibility) is in force.
School will, upon request, provide all staff and parents and other data subjects with a statement regarding the personal data held about them. There is no charge for this. This will state all the types of data the School holds and processes about them, and the reasons for which they are processed.
Any person who wishes to exercise this right should complete a written request and submit it to the Designated Data Controller.
Information on how to access personal data held by other organisations is given below.
Pupils, as data subjects, have certain rights under the Data Protection Act, including a general right of access to personal data held on them, with parents exercising this right on their behalf if they are too young to do so themselves. If your child wishes to access their personal data, or you wish to do so on their behalf, then please contact the relevant organisation in writing:
- the school as above;
- the LA’s Data Protection Officer; Town Hall & Civic Offices, Westoe Rd, South Shields, Tyne and Wear NE33 2RL
Accessing personal data: guidance
· A child can request access to his/her own data. The request is not charged and does not have to be in writing. The staff will judge whether the request is in the child’s best interests, and that the child will understand the information provided. They may also wish to consider whether the request has been made under coercion.
· A parent can request access to or a copy of their child’s school records and other information held about their child. The request must be made in writing. There is no charge for such requests on behalf of the child, but there may be a charge for photocopying records – this is detailed in guidance available from the Information Commissioner. Parents should note that all rights under the Data Protection Act to do with information about their child rest with the child as soon as they are old enough to understand these rights. This will vary from one child to another, but, as a broad guide, it is reckoned that most children will have a sufficient understanding by the age of 12. Parents are encouraged to discuss and explain any request for information with their child if they are aged 12 or over.
· Separately from the Data Protection Act, The Education (Pupil Information)(England) Regulations 2005 provide a pupil’s parent (regardless of the age of the pupil) with the right to view, or to have a copy of, their child’s educational record at the school. Parents who wish to exercise this right must apply to the school in writing.
· For educational records (unlike other personal data; see below) access must be provided within 15 school days, and if copies are requested, these must be supplied within 15 school days of payment.
· A member of ST Council staff can request access to their own records at no charge, but the request must be made in writing. The member of staff has the right to see their own records, and to ask for copies of the records.
· The law requires that all requests for personal information are dealt with within 40 days of receipt except requests for educational records (see above). All requests will be acknowledged in writing on receipt, and access to records will be arranged as soon as possible. If awaiting third party consents, the school will arrange access to those documents already available, and notify the individual that other documents may be made available later.
· In all cases, should third party information (information about another individual) be included in the information the staff will try to obtain permission to show this information to the applicant, with the exception of information provided by another member of school staff (or local authority staff) which is exempt from a requirement for third party consents. If third party permission is not obtained the person with overall responsibility should consider whether the information can still be released.
· Personal data should always be of direct relevance to the person requesting the information. A document discussing more general concerns may not be defined as personal data.
· Anyone who requests to see their personal data has the right to question the accuracy of matters of fact within the data, and to ask to have inaccurate information deleted or changed. They may also question opinions, and their comments will be recorded, but opinions do not need to be deleted or changed as a part of this process.