Ballaugh School, you and your child's personal data.

Ballaugh School's Fair Processing Notice April 2018

Fair Processing Notice

The Headteacher in the name of Ballaugh Primary School as Data controller

The Headteacher, in the name of Ballaugh Primary School, is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018. The contact details for the Data Controller are Ballaugh Primary School, Station Road, Ballaugh, Isle of Man. IM7 5ah.

In addition to the information set out in the Isle of Man Privacy Notice, we may also collect the following information about your child as required by the Education Act 2001 and the Registration of Pupils Regulations 2016:

(1) full legal name and where known, any former name or names;

(2) gender;

(3) date of birth;

(4) unique pupil number;

(5) ethnic group and by whom that information was provided;

(6) first language;

(7) date of admission to the school;

(8) year group;

(9) the address and postcode of the pupil’s usual residence and any other properties at which the pupil is also known to reside on occasion;

(10) the name and address of every person known to the school to be a parent of the pupil and at least one emergency contact telephone number;

(11) the name and address of any other schools the pupil is known to have attended, if any, and in the case of guest registration, any other schools at which the pupil is registered;

(12) full-time or part-time;

(13) day pupil or boarder;

(14) date of leaving the school;

(15) usual mode of transport to and from school;

(16) for any pupil who is known to the head teacher to be or to have been looked after by an appropriate organisation, the name of that organisation;

(17) (where applicable) that the pupil has been found eligible for free school meals;

(18) Attendance;

(19) Medical information for the vital interests of children where appropriate;

(20) Educational psychologists reports and supporting documents;

(21) Academic achievements;

(22) Skills and abilities;

(23) Educational progress;

(24) Special educational needs information;

(25) Suspension information;

(26) Course information;

The Data Protection Officer for the Department of Education, Sport and Culture is: Andrew Shipley, Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 685828. Email: DPO-DESC@gov.im.

How we will use the information we collect about you

Ballaugh Primary School may use your information to:

register your child at the school; record attendance information; produce an educational record containing:

o Information about your child

o Personal education plans

o Educational psychologist’s reports and accompanying documents

produce a curricular record containing:

o Academic achievements;

o Skills and abilities; and

o Educational progress

produce a record of special educational needs and special needs provision, if appropriate detailing:

o The type of special need;

o A ranking of the special needs if there is more than one;

o The special needs provision being made; and

o Whether teaching is in a special education needs unit or elsewhere

record details of suspensions produce a record of the studies undertaken; help prevent and detect crime

Ballaugh Primary School has a statutory obligation to check and verify the data you provide to us on registration documents and on consent forms. This may include checks of publicly available information but in some cases, where it is necessary and relevant, the information you provide may be disclosed or shared with other organisations.

How we will share the information we collect about you

Third parties we may share your data with include, for example:

Department of Education, Sport and Culture Department of Health and Social Care Arbor CAMHS Boxall Lucid Mymaths Nessy Sumdog law enforcement agencies fraud prevention agencies

App / Service	Data shared	Server location	Basis for sharing information	Retention period
DESC	Attendance information	IOM	Carried out in the public interest / exercise of official authority vested in the controller	As needed if attendance falls below 80%
DESC	Exam / Level information – pseudonymised so no person identified by DESC	IOM	Carried out in the public interest / exercise of official authority vested in the controller	Public record of aggregated results
DHSC	Dental survey	IOM	Consent	August after the information supplied
DHSC – Community nurses	Name, DOB, contact details, attendance data.	IOM	Consent	August after reaching 16 years old
DHSC - CAMHS	Name, DOB, contact details, attendance data	IOM	Consent	DOB + 25 years
DHSC – Child protection cases	Name, DOB, contact details, attendance data, pupil record, incident and accident reports, communications between school and parent.	IOM	Vital interests of the data subject	Deleted one year after coming off child protection.
Arbor	Full pupil record containing data indicated in legislation.	EEA	Legal basis – Education Act 2001 and Registration of Pupils Regulations 2016.	DOB + 25 years
Lucid			Consent
Other documents will be added as and when necessary and stakeholders consent sought in line with GDPR regulations.

Information obtained ordisclosed by third parties will not be used for any other purpose other than supportingthe delivery of teaching and learning.

Failure to provideinformation may impact on support in school, the quality of teaching andlearning and in achievement in examinations.

Protecting your information

Ballaugh Primary School will:

• keep your information safe and secure in compliance;

• only use and disclose your information as detailed above, where necessary

• Retain the information for no longer than is necessary and your information will be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).

Transfer of Information outsidethe EEA

Apps and services that are used in school may require data to be stored onservers outside of the EEA. Informationsent to these will be limited and are as detailed above.

MoreInformation

You can find out more informationincluding:

· Lookingat the Isle of Man Government Privacy Policy here https://www.gov.im/about-this-site/terms-and-conditions/privacy-policy/ [Accessed 16/1/18]

· Contactingour Data Protection Officer who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. EmailDPO-DESC@gov.im

· Asking to see yourinformation or making a complaint if you feel that your information is notbeing handled by contacting the Headteacher as Data Controller for <<schoolname>>.

· Making a subject access request which is a request forall of the personal data we hold about you.

· Obtaining this information in large print, braille, or inan alternative language.

Your rights

You have aright to access your personal data to ensure that it is accurate, and torequest that it is rectified, blocked, erased or destroyed if it isinaccurate.

To make anyrequest relating to your data held by us, please contact the Data Protection Officerfor the Department of Education, Sport and Culture who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im

If you are notsatisfied with the response you receive, you may also complain to theInformation Commissioner, whose details can be found on www.inforights.im, or the relevantsupervisory authority. You may have a rightto other remedies.

Ballaugh Primary School Retention Periods

Document Type	Retention Periods [Time period with confirmation of date this time period runs from/to]
Pupil record (unless there are particular circumstances such as legal action requiring a different retention period)	DOB + 25 years
Staff administration	Termination of employment + 12 months.
Child protection files (unless there are particular circumstances such as legal action requiring a different retention period)	DOB + 25 years
Teaching and learning record	DOB + 25 years
ITSLEARNING	Date of leaving school + 12 months
Google domain	Date of leaving school + 12 months
Consent forms	Until re-issued and replaced, or August after your child leaves school
Other documents will be added as and when necessary and stakeholders consent sought in line with GDPR regulations.