Data Protection Policy (217.3 KiB)

  Privacy Notice for Parents (172.8 KiB)

  Privacy Notice for Staff (204.3 KiB)

  Recruitments & Selection Policy (130.5 KiB)

 

Data Information

Personal InformationWho needs to be informed that it is being held? (parent's, staff)SourcesPhysical, electronic or bothDoes it move between your school and other organisations/people outside the schoolIf yes, external organisations or people (i.e. parents)Why is it kept? Why is it shared with the organisation or individuals?Is it Accurate?Should it be kept?If kept, how long for?Does anyone need informing that it has been corrected?Legal basis for holding the information
Specific
E-MailsParent, Staff, Pupils, Parents, ContractorsIT Server, IntranetElectronicYesLocal Authority (i.e. safeguarding report), Service providers [school meals, Payment Arrangements], [See other rows that include Email], Contractual ReasonsYesYes6 Months, unless for reasons stated in other rowsNo
PhotosParent, Staff, Pupils, Parents, Contractor, VisitorsLocations in the school, newsletters, school events, [Electronic signing in system], social media platforms, local mediaBothNo (unless taken by an external company)Yes, photographic companyContractual arrangement for providing the photoYesYes, for publicity and information purposes about the school's achievements and recordsSchool photo events - 5 years, newsletters - 2 yearsNo4
Staff
NameEmployeeSIMS, Staff File, Email, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, Accident Returns, [See single sentral record]BothYesPublic (i.e. if included on the website), HR Provider (name the provider), Occupational Health (name provider), Contractors (i.e. Plumsun, training providers), Local Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
ContractsEmployeeSIMS, Staff File
GenderEmployeeSIMS, Staff File, Email, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, Accident Returns, [See single sentral record]BothYesPublic (i.e. if included on the website), HR Provider (name the provider), Occupational Health (name provider), Contractors (i.e. Plumsun, training providers), Local Authority (i.e. safeguarding report), EmailContractual reasonsYesYesOngoingNo (unless changes of title)4
D.O.BEmployeeSIMS, Staff File, EmailBothYesOccupational Health, HR SericesContractual ReasonsYesYesOngoingNo4
National InsuranceEmployeeSIMS, Staff FileBothYesHR PayrollContractual ReasonsYesYesOngoingNo4
Job applicationEmployeeStaff File, on-line received from potential employeeBothYesHR ServicesContractual ReasonsYesYes6 monthsNo4
ReferencesEmployeeStaff FileNoNoN/AN/AYesYes6 months (unless the member of staff is in agreement to keep it longerNo4
Pension InfoEmployeeSIMS, Staff FileBothYesHR PayrollContractual ReasonsYesYesOngoingNo4
Bank accountEmployeeSIMS, Staff FileBothYesHR PayrollContractual ReasonsYesYesOngoing (for pay)No4
Next of KinEmployeeSIMS, Staff FileBothNoN/AN/AYesYesOngoing (for emergency contact)No4
AppraisalEmployeeStaff FilePhysicalYes HR ServicesAdvice on Employment YesYesTwo years (for record of consistancy)No4
Car registrationEmployeeStaff FilePhysicalNoN/AN/AYesYesWhilst valid business use4
Phone no.sEmployeeSIMS, Staff File, EmailBothYesHR ServicesContractual ReasonsYesYesOngoingNo4
Email addressEmployeeSIMS, Staff File, ITBothYesIT CompanyContractual ReasonsYesYesOngoingNo4
SalaryEmployeeSIMS, Staff FileBothYesHR PayrollContractual ReasonsYesYesOngoing (for pay)No4
Sick absence / other absenceEmployeeStaff File [also see staff appraisal]PhysicalYes HR Services and Occupational HealthAdvice on EmploymentYesYesTwo years (for record of consistancy)No4
DBSEmployeeStaff File, [See single central record]BothYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the DBS number is kept ongoingN/A4
On-site and off-site visits - risk assessments (Name)EmployeePaper (taken on and off site) and Electronic documentsBothYesPlumsun Ltd, Education Centre and other VenuesTo run school visits and for activities (on-site and off site)YesYesOngoingPlumsun4
Passport / ID info.EmployeeStaff File, [See single central record]PhysicalNoN/AN/AYesYes6 monthsNo4
Single Central recordEmployeeSingle Central Record [information collected is included on this form]BothNoNoShared with Ofsted for inspection purposesYesYesOngoingYes4
Training recordEmployeeStaff File, Staff Room walls and other locations in schools needed forand emergency response such as first aid, fire), [See single central record]BothNoN/AShared with Ofsted for inspection purposes, business continuity plan and for medical emergenciesYesYesOngoing, untill the training is no longer validYes4
Copy of qualificationsEmployeeStaff File, [See single central record]PhysicalNoN/AN/AYesYes6 monthsNo4
Photps for IDEmployeeStaff FileBothNo (unless taken by an external company)Yes, photographic companyContractual arrangement for providing the photoYesYesOngoing (i.e. used on staff badges)No4
General PhotosEmployeeLocations in the school, newsletters, school eventsBothNo (unless taken by an external company)Yes, photographic companyContractual arrangement for providing the photoYesYes, for publicity and information purposes about the school's achievements and recordsSchool photo events - 5 years, newsletters - 2 yearsNo4
MedicalEmployeeStaff FileBothYes HR Services and Occupational HealthAdvice on employmentYesYesTwo years (for record of consistancy)No4
Sickness / absenceEmployeeStaff FileBothYes HR Services and Occupational HealthAdvice on employmentYesYesTwo years (for record of consistancy)No4
DisciplinaryEmployeeStaff FileBothYes HR Services and Occupational HealthAdvice on employmentYesYesTwo years (for record of consistancy)No4
First aid recordEmployeeStaff File, Staff Room walls and other locations in schools needed forand emergency response such as first aid, fire), [See single sentral record]BothNoN/AShared with Ofsted for inspection purposes, business continuity plan and for medical emergenciesYesYesOngoing, untill the training is no longer validYes4
Emargency ContactEmployeeSIMS, Staff FileBothNoN/AN/AYesYesOngoing (for emergency contact)No4
Interview notesEmployeeStaff FilePhysicalYesHR ServicesContractual ReasonsYesYes6 monthsNo4
BiometricEmployee
Marriage Certs, Change of DeedEmployeeStaff File, [See single central record]PhysicalNoN/AN/AYesNo - used to check legally correct change of status/nameLess than 6 monthsNo4
DisabilitiesEmployeeStaff FileBothYesHR Services and occupational healthContractual ReasonsYesYes6 months or if an ongoing requirement for emergency responseNo4
Sexual PreferenceEmployeeAnonomously collected PhysicalYesHR ServicesContractual ReasonsYesYes6 monthsNo4
Previous work ExperienceEmployeeStaff FilePhysicalNoN/AN/AYesYes6 months (unless the member of staff is in agreement to keep it longerNo4
Teacher status checKEmployeeStaff File, [See single central record]YesYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the DBS number is kept ongoingN/A4
Section 128 checkEmployeeStaff File, [See single central record]BothYesYesYes6 Months, the record that the check was untertaken is storedN/A4
Disqualification by AssociationEmployeeStaff File, [See single central record]BothYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the record that the check was untertaken is storedN/A4
Pupils
NameParent and pupilSIMS, Pupil File, Target Tracker, Email, School Website, Social Media Platforms, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident Returns, absense recording line [deleted each day]BothYesPublic (i.e. if included on the website), Contractors (i.e. Plumsun, educational visit sign off), Local Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
PhotosParent and pupilLocations in the school (medical and publicity purposes), newsletters, social media platforms, school eventsBothNo (unless taken by an external company)Yes, photographic companyContractual arrangement for providing the photoYesYes, for medical resasons, publicity and information purposes about the school's achievements and recordsSchool photo events - 5 years, newsletters - 2 yearsNo4
GenderParentSIMS, Pupil File, Target Tracker, Email, School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident ReturnsBothYesPublic (i.e. if included on the website), Contractors (i.e. Plumsun, educational visit sign off), Local Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
Parents namesParentSIMS, Pupil File, Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]BothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
AddressParentSIMS, Pupil File, Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]BothYes Local Authority, NHS, EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
SENParentSIMS, Pupil File, Target Tracker, Provision Map, Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]BothYes Local Authority (i.e. safeguarding report), Email, Change of SchoolContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
MedicalParentSIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies), Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]BothYes Local Authority (i.e. safeguarding report), Email, Plumsun (emergency response on school visits)Contractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
AllergiesParentSIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies), Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]BothYes Local Authority (i.e. safeguarding report), Email, Plumsun (emergency response on school visits)To respond to pupils needsYesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
Ethnicity and ReligionParentSIMS, Pupil File, Target TrackerBothYesLocal Authority, Plumsun (emergency response on school visits)To respond to pupils needsYesYesOngoing, whilst the pupil is attending schoolYes, parents if needs change4
Behaviour Records and Risk AssessmentsParentSIMS, Progress ReportsBothYesLocal Authority, Ofsted, parents, Plumsun (electronic school visit form)Safeguarding, contractual arrangements - pupil attendence at schoolYesYesOngoing, whilst the pupil is attending schoolYes4
Teacher reportsParentSIMS, Traget Tracker, Progress ReportsBothYesLocal Authority, Ofsted, parentsContractual arrangements - pupil attendence at schoolYesYesOngoing, whilst the pupil is attending schoolYes4
Academic achievementParentSIMS, Progress Reports, Target TrackerBothYesLocal Authority, Ofsted, parentsContractual arrangements - pupil attendence at school, parentsYesYesOngoing, whilst the pupil is attending schoolYes4
SiblingsParentSIMSBothYesLocal Authority, OfstedSafeguarding, safeguarding audits, contractual arrangements - pupil attendence at schoolYesYesOngoing, whilst the pupil is attending schoolYes4
Family infoParentSIMSBothYesLocal Authority, Ofsted, parentsSafeguarding, safeguarding audits, contractual arrangements - pupil attendence at schoolYesYesOngoing, whilst the pupil is attending schoolYes4
SATS resultsParentSIMS, Progress Reports, Target TrackerBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
AssessmentsParentSIMS, Progress Reports, Target TrackerBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
Tracking dataParentSIMS, Progress Reports, Target TrackerBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
First aid recordParentSIMS, Paper located in Staff Room, Office, Medical RoomBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
Exam certificatesParentSIMS, Progress Reports, IT ServerBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceYes4
LAC / Court OrdersParentSIMS, Staff Office, IT Server, IntranetBothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
Free School mealsParentSIMS, Staff Office, IT Server, Target Tracker, Provision MapBothYesCatering Provider, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
Emergency ContactsParentSIMS, Staff Office, IT ServerBothYesN/AN/AYesYesOngoing, whilst the pupil is attending schoolYes4
EmailParentSIMS, Pupil File, IT ServerBothYesIT CompanyContractual ReasonsYesYesOngoingNo4
Physical InterventionParentSIMS, Paper located in Staff Room, Office, BothYesLocal Authority, Ofsted, parentsContractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
Doctors detailsParentSIMS, Office, Medical RoomBothYesLocal Authority, Ofsted, parents, Contractual arrangementsYesYesOngoing, whilst the pupil is attending schoolYes4
First languageParentSIMS, Pupil File, Target TrackerBothYesLocal AuthorityTo respond to pupils needsYesYesOngoing, whilst the pupil is attending schoolYes, parents if needs change4
Birth CertificatesParentPaperPhysicalNoN/ACheck for school visits abroad, examination board checkYesNoOnly during a visitNo
Passport detailsParentPaper (taken on and off site) and Electronic documentsBothYesPlumsun Ltd, Education Centre and other VenuesCheck for school visits abroad, examination board checkYesNoOnly during a visitNo
European Health cardParentPaper (taken on and off site) and Electronic documentsBothYesPlumsun Ltd, Education Centre and other VenuesCheck for school visits abroad YesNoOnly during a visitNo
Parental
NameParentSIMS, Pupil File, Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day], WisepayBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo (unless changes of name)4
AddressParentSIMS, Pupil File, Email, Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day], WisepayBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
GenderParentSIMS, Pupil File, Email, safeguarding reports, WisepayBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
Phone No.ParentSIMS, Pupil File, Email, WisepayBothYesLocal Authority (i.e. safeguarding report), Service providers [school meals, Payment Arrangements]Email, Contractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
Call HistoryParentAbsense recording line [deleted each day]BothYesNoN/AYesYesOne dayNo4
LettersParentSIMS, Pupil File, Email, WisepayBothYesLocal Authority (i.e. safeguarding report), Service providers [school meals, Payment Arrangements], Email, Contractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
Matrital statusParentSIMS, Pupil File, Email, safeguarding reportsBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
Relationship to pupilParentSIMS, Pupil File, Email, safeguarding reports, WisepayBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the pupil is attending school, and for 6 months following attendenceNo4
Governors
NameGovernorSIMS, Governor File, Email, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), HR Provider (name the provider), Contractors (i.e. Plumsun, training providers), Local Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
DBSGovernorGovernor File, [See single central record]BothYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the DBS number is kept ongoingN/A4
GenderGovernorSIMS, Governor File, Email, safeguarding reportsBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the person is a Governor at the schoolNo4
Personal Contact detailsGovernorSIMS, Governor File, Email, safeguarding reportsBothYesLocal Authority (i.e. safeguarding report), EmailContractual reasons YesYesOngoing, whilst the person is a Governor at the school
EmailGovernorSIMS, Pupil File, IT Server, BothYesIT CompanyContractual ReasonsYesYesOngoingNo4
AdddressGovernorSIMS, Governor FileBothYesLocal AuthorityContractual reasons YesYesOngoing, whilst the person is a Governor at the school
Telephone No.sGovernorSIMS, Governor FileBothYesN/AN/AYesYesOngoing, whilst the person is a Governor at the school
Conflict of interest / Register of interestGovernorSIMS, Governor FileBothYesN/AN/AYesYesOngoing, whilst the person is a Governor at the school
ProfileGovernorSIMS, Governor File. School Website, Business Continuity Plan, [See single sentral record], IT ServerBothYesN/AN/AYesYesOngoing, whilst the person is a Governor at the school
Attendence at meetingsGovernorSIMS, Governor File. School WebsiteBothYesN/AN/AYesYesOngoing, whilst the person is a Governor at the school
Section 128 checkGovernorSIMS, Governor File, [See single sentral record]BothYesN/AN/AYesYes6 Months, the record that the check was untertaken is stored
PhotosGovernorLocations in the school (publicity purposes), newsletters, school events, [electronic signing in system]BothNo (unless taken by an external company)Yes, photographic companyContractual arrangement for providing the photoYesYes, for medical resasons, publicity and information purposes about the school's achievements and recordsSchool photo events - 5 years, newsletters - 2 yearsNo4
Contractors
NameContractorSIMS, Email, School Website, Contracts, 'Signing In System', Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
AddressContractorSIMS, Email, School Website, Contracts,Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
GenderContractorSIMS, Email, School Website, Contracts,Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
Mobile phoneContractorSIMS, Email, School Website, Contracts,Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), EmailContractual reasons YesYesOngoingNo (unless changes of name)4
DBSContractorContractual records, [See single central record]BothYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the DBS number is kept ongoingN/A4
OrganisationContractorContractual records, [See single central record]BothYesDBS Website for Update ServiceContractual reasons YesYesKept as long as the current contract lastsN/A4
BiometricContractor
PhotosContractor[electronic signing in system]ElectronicNo N/AN/AYesNoN/ANo4
VAT InfoContractorContractual records, [See single central record]ElectronicNo N/AN/AYesYesKept as long as the current contract lastsNo4
Visitors
NameVisitor[electronic signing in system], School RegisterElectronicNo N/AN/AYesYesOne dayNo4
Car regVisitor[electronic signing in system], School RegisterElectronicNo N/AN/AYesYesOne dayNo4
GenderVisitor[electronic signing in system], School RegisterElectronicNo N/AN/AYesYesOne dayNo4
OrganisationVisitor[electronic signing in system], School RegisterElectronicNo N/AN/AYesYesOne dayNo4
DBSVisitor[electronic signing in system], School RegisterElectronicNo N/AN/AYesYesOne dayNo4
E-mailsVisitorIT ServerBothYesIT CompanyReasons for arranging a visitYesNoUntil the visitNo4
PhotoVisitor[electronic signing in system]ElectronicNo N/AN/AYesYesOne dayNo4
Volunteers
NameIndividualSIMS, Email, School Website, Contracts, 'Signing In System', Business Continuity Plan, [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), Email, HR ProviderContractual reasons YesYesOngoingNo (unless changes of name)4
Photo IDIndividual[electronic signing in system]ElectronicNo N/AN/AYesYesOne dayNo4
GenderIndividualSIMS, Email, School Website, Contracts, 'Signing In System', [See single sentral record]BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), Email, HR ProviderContractual reasons YesYesFor as long as the contract to volunteerNo 4
Contact detailsIndividualSIMS, Email, Contracts, IT Server, BothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), Email, HR ProviderContractual reasons YesYesFor as long as the contract to volunteerNo 4
DBSIndividualContractual records, [See single central record]BothYesDBS Website for Update ServiceCheck DBS for New EmployeeYesYes6 Months, the DBS number is kept ongoingN/A4
Next of kinIndividualSIMS, Email, Contracts, IT ServerBothYesPublic (i.e. if included on the website), Other contractors (i.e. Plumsun for edcuational visits, accident reporting), Email, HR ProviderContractual reasons YesYesFor as long as the contract to volunteerNo 4
Car regIndividual[electronic signing in system]ElectronicNo N/AN/AYesYesOne dayNo4
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