Privacy Notice for Pupils

The personal data we hold

We hold some information about you to make sure we can help you learn and look after you at your academy.

For the same reasons, we get information about you from some other places too – like your parents, other schools, the local council and the government. This information includes:

• Your contact details;
• Your test results;
• Your attendance records;
• Your characteristics, like your ethnic background or any special educational needs;
• Any medical conditions you have;
• Details of any behaviour issues or exclusions;
• Photographs;
• Security video images.

Why we use this data

We use this data to help run your school, including to:

• Get in touch with you and your parents when we need to;
• Check how you’re doing in exams and work out whether you or your teachers need any extra help;
• Track how well the school is doing;
• Look after your wellbeing.

Our legal basis for using this data

We will only collect and use your information when the law allows us to. usually, we will use your information where:

• We need to comply with the law;
• We need to use it to carry out a task in order to provide you with an education.

Sometimes, we may also use your personal information where:

• You, or your parents/carers have given us permission to use it in a certain way;
• We need to protect you or someone else.

Where we have got your permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing permission.

Some of the reasons listed above for collecting and using your information overlap, and there may be reasons which mean we can use your data.

The lawful basis for the use of photography comes under public task, this lawful basis is relied upon when exercising our legal duties or powers. LAT will review the retention of images every 5 years with a view to disposal, or a further specified retention period for consideration of transfer to our archives.  Should you wish to opt out from your child’s image being used please refer to the LAT Photography Policy & Opt Out Form via the link below.

LAT Photography Policy

Collecting this information

While in most cases you, or your parents/carers, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data.

We will always tell you if you have a choice. If you must provide the data, we will explain what might happen if you don’t.

How we store this data

We will keep personal information about you while you are a pupil at our academy. We may also keep it after you have left the academy, where we are required to by law.

We have a Data Retention Policy which explains how long we must keep information about pupils.

Data sharing

We do not share personal information about you with anyone outside the academy without permission from you or your parents/carers, unless the law and our policies allow us to do so.

Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

• The local council – to meet our legal obligations to share certain information with it, such as welfare concerns and exclusions;
• The Department for Education – to meet our legal obligations and acting in the public interest regarding the education of young people;
• Your family and representatives – to meet our legal obligations, acting in the public interest regarding your education and to protect your vital interests should they arise;
• Educators and examining bodies – to meet our obligations whilst acting in the public interest to ensure the continuing education of the pupil as well as measuring outcomes ,this includes but is not limited to, transferring data to another education setting;
• Our regulator – Ofsted, the organisation that check on us, under whom we have a legal obligation and a public interest to provide a good education for all pupils;
• Suppliers and service providers – to enable them to provide the service we have engaged them for in line with our contractual obligations;
• Our auditors – to meet our legal obligations of having an internal and external audit;
• Health authorities such as the NHS – to protect your vital interests in respect of your physical and mental health;
• Security organisations – in respect to our legal obligation under initiatives;
• Health and social welfare organisations – under the public interest and our obligation to provide pastoral care;
• Professional advisers and consultants – acting under the public interest in providing educational support and consultancy;
• Police forces, courts, tribunals – fulfilling our legal obligations to prevent crime and comply with court orders etc;
• Charities and professional bodies – either through consent or under the public interest in order to provide relevant services such as awards and achievements.

National Pupil Database

We are required to provide information about you to the Department for Education (a government department) as part of data collections such as the school census.

Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.

The database is held electronically so it can easily be turned into statistics. The information it held is collected securely from schools, local authorities, exam boards and others.

The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.

You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.

You can also contact the Department for Education if you have any questions about the database.

Youth support services

Once you reach the age of 13, we are legally required to pass on certain information about you to the relevant local authority, as it has legal responsibilities regarding the education or training of 13-19 year-olds.

This information enables it to provide youth support services, post-16 education and training services, and careers advisers.

Your parents/carers, or you once you’re 16, can contact our Data protection Officer to ask us to only pass your name, address and date of birth to the relevant local authority

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.

Your rights

How to access personal information we hold about you

Individuals have a right to make a ‘subject access request’ to gain access to personal information that LAT holds about them.

If you make a subject access request, and if we do hold information about you, we will:

• Give you a description of it;
• Tell you why we are holding and processing it, and how long we will keep it for;
• Explain where we got it from, if not from you;
• Tell you who it has been, or will be, shared with;
• Let you know whether any automated decision-making is being applied to the data, and any consequences of this;
• Give you a copy of the information in an intelligible form.

You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances. If you would like to make a request, please contact datacontroller@latrust.org.uk

Your other rights regarding your data

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe.

You have the right to:

• Object to the use of your personal data if it would cause, or is causing, damage or distress;
• Prevent your data being used to send direct marketing;
• Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person);
• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing;
• Claim compensation for damages caused by a breach of the data protection regulations.

To exercise any of these rights, please contact datacontroller@latrust.org.uk

Complaints

We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact our Data Protection Officer at datacontroller@latrust.org.uk. Alternatively, you can make a complaint to the Information Commissioner’s Office:

• Report a concern online at https://ico.org.uk/concerns/;
• Call 0303 123 1113;
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:

• Stephane Vernoux, Group Data Protection Officer, datacontroller@latrust.org.uk.