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    • Data Collection

    Sackville School Data Collection Statement

     

    Sackville School is committed to ensuring the privacy and protection of all personal data we process. This statement outlines our legal obligations and commitment regarding the collection, use, and security of data for students, staff, and other stakeholders within the school community.

     

    1. Purpose of Data Collection

     

    Sackville School collects and processes personal data primarily for the following purposes:

    • Educational Provision: To support student learning, monitor progress, assess achievements, and provide the best possible educational experience.

    • Welfare and Safeguarding: To ensure the safety, well-being, and legal safeguarding of all students, including medical, attendance, and behavioural records.

    • School Administration: For effective running of the school, including financial management, resource allocation, and communication with parents/carers.

    • Statutory Compliance: To meet legal obligations imposed by the Department for Education (DfE), Ofsted, and other government bodies. This includes the submission of required data sets (e.g., the School Census).

     

    2. Legal Basis for Processing

     

    Sackville School processes personal data under the following lawful bases as set out in the UK General Data Protection Regulation (UK GDPR):

    • Legal Obligation: Processing is necessary to comply with the law (e.g., mandatory reporting to the DfE).

    • Public Task: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the school (e.g., providing education).

    • Vital Interests: Processing is necessary to protect someone's life (e.g., emergency medical information).

    • Consent: Where no other legal basis applies, we will seek explicit consent (e.g., for certain marketing photos or non-statutory activities).

     

    3. Types of Data Collected

     

    The data we collect may include, but is not limited to:

    • Personal Identifiers: Name, date of birth, address, contact details (phone, email), and unique pupil number (UPN).

    • Sensitive Data (Special Category Data): Health/medical information, racial or ethnic origin, and religious or philosophical beliefs (where relevant for educational provision or statutory returns).

    • Academic Data: Attainment, progress, assessment results, learning needs, and educational history.

    • Welfare Data: Attendance, behaviour records, safeguarding information, and professional involvement (e.g., social services).

    • Parent/Carer Data: Contact details, relationship to the student, and financial information (where applicable for school payments).

    • Staff Data: Employment history, qualifications, pay, and performance reviews.

     

    4. Data Sharing

     

    We only share personal data with external parties where absolutely necessary and legally permissible, ensuring all transfers comply with data protection law. This includes sharing with:

    • Department for Education (DfE) and Local Authorities (LA): For statutory returns and funding purposes.

    • Exam Boards: To register students for public examinations (e.g., GCSEs).

    • Health and Social Care Professionals: Where necessary for student welfare, safety, or medical support.

    • Third-Party IT Service Providers: Suppliers who manage school systems (e.g., management information systems, learning platforms) under strict contractual agreements (data processing agreements).

     

    5. Data Security and Retention

     

    Sackville School implements robust technical and organisational measures to ensure the security of your data, protecting it from unauthorised access, unlawful processing, loss, destruction, or damage.

    We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including for satisfying any legal, accounting, or reporting requirements. Our Data Retention Schedule is based on DfE guidance and internal policy.

     

    6. Your Rights

     

    Under UK GDPR, you (and students, where they have sufficient understanding - 'Gillick Competence') have rights regarding your personal data:

    1. The right to be informed.

    2. The right of access (Subject Access Request).

    3. The right to rectification (correcting inaccuracies).

    4. The right to erasure (in certain circumstances).

    5. The right to restrict processing (in certain circumstances).

    6. The right to data portability (in certain circumstances).

    7. The right to object (in certain circumstances).

    8. Rights in relation to automated decision-making and profiling.

    If you wish to exercise any of these rights, please contact the school office.

     

    7. Contact Information

     

    For any questions regarding this statement, your personal data, or data protection practices at Sackville School, please contact our Data Protection Officer (DPO):

    Contact Role Pete Cowlin - Data Protection Officer (DPO)
    Email pcowlin@sackvilleschool.org.uk

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