MAESYCOED PRIMARY

Privacy Notice for Wellbeing and Safeguarding during the Covid-19 Pandemic 

How and Why We Use Personal Information for Wellbeing and Safeguarding purposes during the Covid-19 Pandemic

Why we share pupil information

In this privacy notice, we have summarised some of the key ways in which we use your personal information to ensure the wellbeing and safeguarding of our pupils during this Covid-19 pandemic. This information should be read in conjunction with our School’s general Privacy Notice.

In circumstances of wellbeing and safeguarding, it may be necessary to share information without your consent or knowledge.  

The categories of pupil information that we collect, hold and share can include:

• Personal information (such as name, date of birth and address)
• Details of the wellbeing/safeguarding call such as date, time, person contacted and any notes of the conversation
• Special Category (such as ethnicity, health, language, nationality, country of birth, sexual orientation)
• Details on previous involvement by departments in the Local Authority (e.g. Children’s Services, Youth Offending Service, etc.)
• Information on the reasons for concern that has caused the Safeguarding referral – this can contain any appropriate information that the professional making the referral thinks is relevant

Why we collect and use this information

We use the pupil data:

• To ensure the safeguarding of school pupils by referring to outside agencies such as the Local Authority, the Multi Agency Safeguarding Hub (MASH) or the police for children/young people who may be at risk of abuse, neglect or other kinds of harm.

The categories of information of the parent/carer, other family members and person(s) causing concern that we collect, hold and share can include:

• Personal information (such as name, address and date of birth)
• Contact details including telephone numbers and email addresses
• Relationship with child/young person
• Legal access to the child and any court orders indicating access rights
• Social Service involvement with families.

Why we collect and use this information

We use the parent/carer data:

• To be able to contact you in relation to the pupil’s safeguarding in the case of urgency.
• In order to engage services from other organisations, such as the Multi Agency Safeguarding Hub (MASH), the Local Authority and Local Health Boards.

Collecting pupil information – who we get our data from

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis with your consent. In order to comply with the General Data Protection Regulation (GDPR), we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this when the data is collected.

In the case of Safeguarding we will get our data from:

• Parents/carers and the pupils themselves (if appropriate)
• Any relevant person who has the safeguarding concerns

     Please note this information will be collected via telephone calls to the household by an appropriate professional from the school and will vary from daily to weekly depending on the needs of the pupil

Who we share pupil information with

We share pupil information with:

• The Cwm Taf Multi-Agency Safeguarding Hub (MASH)  - this is the single point of contact for all professionals to report safeguarding concerns, across Cwm Taf. The Cwm Taf MASH comprises of staff from the Social Services, Education, Police, Health, National Probation Service and the Community Rehabilitation Company 
• Emergency Services
• Any relevant person who has the safeguarding concerns (if appropriate)
• Parents/carers (in some cases, parents/carers are informed that a referral has been made or where a lower level MASH referral is appropriate, but there is no safeguarding concern, consent from parents/carers is obtained)
• RCT Local Authority directly (e.g. Adult or Children’s Services)

The school will use a Management Information System which may involve the use of a 3rd party processor.

For Privacy Notice information relating to the organisations above, please visit the data protection pages of their websites.

The lawful basis on which we use this information

UK Data Protection legislation is set out in the Data Protection Act 2018 and the GDPR. 

This legislation states that we are allowed to use and share personal information, only where we have a proper and lawful reason for doing so.

Our lawful bases for processing personal information for Safeguarding are:

• Legal Obligation – to comply with our legal obligations under Social Services & Wellbeing (Wales) Act 2014
• Consent - where a MASH referral is appropriate, but there is no safeguarding concern, consent from parents/guardians is obtained.  The school will request your explicit consent to gather and process the information and you will always have the opportunity to opt out of this process by contacting us.

Storage and disposal of personal data

We hold personal data in line with the guidance set out in the Retention Schedule, contained within the IRMS Toolkit for Schools.    

Following the expiry of retention period, information will be destroyed securely and permanently.   

Requesting access to your personal data and your rights

The GDPR gives you important rights. To find out more about accessing personal data and the other rights, please visit our school’s general privacy notice.

Contact

If you would like to discuss anything in this privacy notice, please contact our Data Protection Lead.

Approved by:            The Governing Body        Date: 4th May 2020

Next review due by:        Spring Term 2021

Maesycoed Primary Privacy Notice

Maesycoed Primary Privacy Notice

(Parents, Guardians and Pupils)

How We Use Parent, Guardian and Pupil Information

The categories of pupil information that we collect, hold and share include:
Personal information (such as name, unique pupil number and address)
Special Category   (such as ethnicity, health, language, nationality, country of birth, sexual orientation and free school meal eligibility)
Biometric Information such as finger print recognition for school meals
Attendance information (such as sessions attended, number of absences and absence reasons)
Assessment information (such as results of Welsh national test, statutory assessments in years 2 and 6 and on-going teacher assessment)
Relevant medical information given to us by parents and other third parties such as NHS Trusts, GPs and allied medical professionals (such as physiotherapists, sight and hearing impaired professionals)
Special Educational Needs and Disability information
Behaviour and exclusions – both internal and external

Why we collect and use this information
We use the pupil data:
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care
to assess the quality of our services
to comply with the law regarding data sharing
to safeguard pupils

The categories of parent information that we collect, hold and share include:
Personal information (such as name and address)
Contact Details including telephone numbers, place of work and email addresses
Contact details of relatives that may include names, addresses, telephone numbers and relationship with child
Legal access to the child and any court orders indicating access rights
Social Service involvement with families.
Information relating to whether a parent is a member of the armed forces.
Why we collect and use this information
We use the parent data:
To be able to contact you in relation to the pupil’s educational provision, and also in the case of urgency.
In order to engage services from other organisations, such as the Local Authority.

The lawful basis on which we use this information
On the 25th May 2018 the Data Protection Act 1998 will be replaced by the General Data Protection Regulation (GDPR). The condition for processing under the GDPR will be:
Processing pupil, parental and carer information is necessary for the school to undertake its statutory responsibilities.  This is called in the ‘Public Interest’ and is where the school is exercising official authority which is laid down by law.
Where the school does not have a statutory basis for collecting and processing the data, eg information for a school trip, the school will request your explicit consent to gather and process the information and you will always have the opportunity to opt out of this process.  However, in these circumstances, opting out will often prevent the activity taking place.

Collecting pupil information
Whilst 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 data
We hold pupil data in line with the guidance set out in the Retention Schedule contained within the IRMS Toolkit for Schools.
The education record of all pupils will be processed and retained until the pupil leaves the school.
For the purposes of inspection by ESTYN, some records are retained.
On some occasions, the school has a legal responsibility to retain information for future access. Eg safeguarding and wellbeing.
Following the retention period expiry, information will be destroyed securely and permanently. 

Who we share pupil information with
We share pupil information with:
The Welsh Government *
Supporting Local Authority *
Other Local Authorities *
The Central South Consortia *
Schools that the pupils attend
Safeguarding Boards
Examination Boards where appropriate *
Companies that undertake analysis of performance data
Children and Family Wellbeing Services
Hospital Trusts
IT Services such as the Welsh HWB Learning platform (requires consent)
School to Parent Communication Services
Employment and career advice organisations
Police or other law enforcement agencies
Health and Safety Executive
Private sector and voluntary organisations where they provide services for the school.
For Privacy Notice information relating to the identified * organisations, we refer you to their websites

Why we share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.
We share pupils’ data with the Welsh Government and the Local Authority through the Central South Consortium on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our pupils with our local authority (LA) and the Welsh Government under the Education Wales Act 2014 and associated regulations for testing, assessment and other statutory duties.

Vital Interest Information
In circumstances of the wellbeing and safeguarding of the child, it may be necessary to share information without your consent or knowledge.

Requesting access to your personal data
Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, please make your request in writing to the school, including your contact details and we will contact you.

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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
The General Data Protection Regulation (GDPR) gives you important rights:-
The right to be informed
How you can access your information
Ensuring your information is accurate
Making sure your information is deleted in an appropriate timeframe
Ensuring that your information is only used for the purposes for which it was gathered
Ensuring that your information is transferred in an agreed and secure format when your child move educational establishment
In certain circumstances the right to object

Rights in relation to automated decision making and profiling
The school uses a wide range of data regarding pupils in order to provide support and guidance pertinent to their needs.  This process is not solely automated and the parent will always have the opportunity to provide additional information.  Eg during open evenings or IEP reviews

Contact
If you would like to discuss anything in this privacy notice, please contact our Data Protection Officer. Mr Jamie Hall
Approved by: The Governing Body Date: 25th May 2018
Next review due by: Spring term 2019