Abercarn Primary School
GDPR Privacy Notice
As school we collect and use data in a various ways.
New General Data Protection Regulations (GDPR) are to be
released on 25th May 2018, and they will have implications for all schools and
businesses that use data. As a school we need to comply with these
guidelines and make individuals aware of how their data is used and stored
within our organisation.
How we use pupil information
Why do we collect and use pupil information and Legal Basis for
collect and use pupil information under section 537A of the Education Act 1996,
and section 83 of the Children Act 1989. We also comply with Article 6(1)(c)
and Article 9(2)(b) of the General Data Protection Regulation (GDPR).
use the pupil data:
As part of our admissions process
To support teaching and learning
To monitor and report on pupil progress to provide appropriate
To assess the quality of our services
To comply with the law regarding data sharing
To access our school meals, payments and school communication
To support you (pupils) to decide what to do after they leave
Categories of pupil information that we collect, hold and share
Personal information (such as name, unique pupil number and
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)
National curriculum assessment results, special educational needs
information, relevant medical information
Collecting pupil information
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.
Storing pupil information
Primary School keeps information about you on computer systems and also
sometimes on paper.
hold your education records securely (computerised and paper) in accordance
with guidance issued by the Local Authority regarding document retention i.e.
to comply with legal requirements.
documents linked to Safeguarding, SEN, Educational Psychology, are transferred
to Secondary School.
to the school’s IT and Data Systems is restricted to authorised individuals
only and is underpinned and protected by our Digital Safety and Acceptable
Usage Policies. Access is logged and routinely monitored to protect users and
the integrity and security of systems and data.
Primary School adheres to the following retention periods for computer held
Pupil Google mailboxes/Drive are retained for a period of 2
Staff local home drives and mailboxes/Drive are retained for a
period of 5 calendar years.
System and Web Filter logs are retained for a period of 1 calendar
year with the exception of print logs which are held for a period of 1 calendar
year and 1 month. (LA)
CCTV Footage is retained for a period of 30 days.
Pupil information is retained on our SIMS system (School
Management Information System) and retained for a period of 25 years.
to data on all laptop computers is secured through encryption pens or other
means, to provide confidentiality of a data in the event of loss or theft of
equipment. NO DATA will be stored on laptop/computer hard drive.
the following retention periods the data is deleted securely from our systems
data resides on third party systems e.g. Google Apps, contracts exist to ensure
data security, integrity and retention periods match legislation with Abercarn
Primary School in house systems.
system backups are encrypted and are held in multiple, physically secure
locations as part of the school’s disaster recovery plan. (LA)
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, we are legally required to
do so or the data is required for operational purposes.
records are held in lockable cabinets. All visitors to site have a photograph
taken and are logged into an electronic visitors access system. Control to
areas where records are stored is restricted – pupils and visitors are not permitted
to access any such area unless required and under the supervision of a staff
Who do we share pupil information with?
routinely share pupil information with:
Our local authority (Caerphilly CB Council) and the Education
Achievement Service (EAS)
Welsh Assembly Government
Why we share pupil information
do not share information about our pupils with anyone without consent unless
the law and our policies allow us to do so.
share pupils’ data with the Welsh Assembly Government on a statutory basis.
This data sharing underpins school funding and educational attainment policy
find out more about the data collection requirements placed on us by the Welsh
Assembly Government (for example; PLASC) go to http://gov.wales/topics/educationandskills/schoolshome/schooldata
school will, on an annual basis, share individual Data Collection Sheets with
you in order to ensure that our records are accurate and up to date.
Requests for Information
recorded information held by the School may be subject to requests under the
Freedom of Information Act 2000, and the General Data Protection Regulations.
If you would like to submit a Freedom of Information / Subject Access Request,
you can e-mail us here.
Access Requests will be dealt with within one month (including weekends) of the
date of receipt by the school. Please note that no charge is made for this
should be marked for the attention of Gareth Roden and e-mailed to: firstname.lastname@example.org
Data Protection Act/GDPR gives you a number of rights. Please note that
not all of your rights are absolute and we will need to consider your request
have the right to request;
to have your data rectified if it is inaccurate or incomplete.
to have your data erased.
to restrict the processing of your data.
to exercise your right to data portability.
to object to the processing for the purposes of direct marketing,
profiling and automated decision making.
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 by contacting one
of the two School contacts detailed below or directly to the Information
Commissioner’s Office at:- https://ico.org.uk/concerns/
you would like to get a copy of the information about you that Caerphilly CB
Council provides to other providers please contact: Joanne Jones on telephone
no: (01443) 864322 or Email: email@example.com
you would like to discuss anything in this privacy notice, please contact: Head
Teacher – Gareth Roden firstname.lastname@example.org
or Digital Media Manager – Luke Greenslade MrGreenslade@abercarnprimary.org
who will be pleased to assist.