GDPR Privacy Notice
Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal date.
This privacy notice explains how we collect, store and use personal data about students.
We, Friern Barnet School, are the data controller for the purposes of the Data Protection Law. Our Data Protection Officer is Mrs A Woodhall and she can be contacted at firstname.lastname@example.org
The personal data we collect and hold
Personal data that we may collect, use, store and share (when appropriate) about parents/carers and students includes, but is not restricted to:
We may also hold data about students that we have received from other organisations, including other schools, local authorities and the Department for Education.
Why we use this data
We collect and use student information, for the following purposes:
Our legal basis for using this data
We only collect and use students’ personal data when the law allows us to. Most commonly, we process it where:
On some occasions we may ask for consent to process data when its use is optional. On those occasions consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Collecting student information
Whilst the majority of student 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 student information to us or if you have a choice in this.
Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.
How we store this data
We hold student data until the student reaches the age of 25. Where there have been safeguarding concerns or special educational needs, the retention of student data will be reviewed at this point and decisions about ongoing retention will be made on an individual basis.
Who we share information with?
We routinely share information with:
We also share personal data with third party organisations which provide services to us. This data is only shared where it is essential for the service to be provided. We currently provide student level data for the following purposes:
Youth Support Services
Once our pupils reach the age of 13, we are legally required to pass on certain information to our local authority, London Borough of Barnet, and/or provider of youth support services as they have legal responsibilities in relation to the education or training of 13 to 19 years olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
• Youth support services
• Careers advisers
• Post-16 education
• Training services
A parent/carer can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child/pupil once he/she reaches the age of 16.
Department for Education
The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under: section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.
For more information, please see ‘How Government uses your data’ section.
Learner Record Service
Once our pupils reach the age of 14, we will pass on certain information used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue a Unique Learner Number (ULN), and to create a Personal Learning Record. For more information about how your information is processed and shared refer to the Extended Privacy Notice available on Gov.UK.
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
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 request access, please contact our Data Protection Officer, Mrs A Woodhall, at email@example.com
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.
We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on March 2022.
This notice is based on the Department for Education’s model privacy notice, for pupils, amended to reflect the way we use data in the school.
If you would like to discuss anything in this privacy notice, please contact Friern Barnet School, Hemington Avenue, London, N11 3LS. Telephone: 020 8368 2777 or email is Mrs A Woodhall, Data Protection Officer at firstname.lastname@example.org
How Government uses your data
The pupil data that we lawfully share with the DfE through data collections:
Data collection requirements
To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
The National Pupil Database (NPD)
Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD).
The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department.
It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
Sharing by the Department
The law allows the Department to share pupils’ personal data with certain third parties, including:
For more information about the Department’s NPD data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime.
For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares
How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:
If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:
To contact DfE: https://www.gov.uk/contact-dfe