Fair Processing Notice
The Headteacher in the name of Scoill Vallajeelt as Data Controller
THIS DOCUMENT WILL BE UPDATED WHEN NECESSARY DURING THE SCHOOL YEAR
The Headteacher, in the name of Scoill Vallajeelt, is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018. The contact details for the Data Controller are:
Scoill Vallajeelt , Meadow Crescent, Braddan, Isle of Man IM21NN.
In addition to the information set out in the Isle of Man Privacy Notice, we may also collect the following information about your child as required by the Education Act 2001 and the Registration of Pupils Regulations 2016:
(1) full legal name and where known, any former name or names;
(2) gender;
(3) date of birth;
(4) unique pupil number;
(5) ethnic group and by whom that information was provided;
(6) first language;
(7) date of admission to the school;
(8) year group;
(9) the address and postcode of the pupil’s usual residence and any other properties at which the pupil is also known to reside on occasion;
(10) the name and address of every person known to the school to be a parent of the pupil and at least one emergency contact telephone number;
(11) the name and address of any other schools the pupil is known to have attended, if any, and in the case of guest registration, any other schools at which the pupil is registered;
(12) full-time or part-time;
(13) day pupil or boarder;
(14) date of leaving the school;
(15) usual mode of transport to and from school;
(16) for any pupil who is known to the head teacher to be or to have been looked after by an appropriate organisation, the name of that organisation;
(17) (where applicable) that the pupil has been found eligible for free school meals;
(18) Attendance;
(19) Medical information for the vital interests of children where appropriate;
(20) Educational psychologists reports and supporting documents;
(21) Academic achievements;
(22) Skills and abilities;
(23) Educational progress;
(24) Special educational needs information;
(25) Suspension information;
(26) Course information;
The Data Protection Officer for the Department of Education, Sport and Culture is:
Andrew Shipley, Department of Education, Sport and Culture, Thie Slieau Whallian, Foxdale Road, St John's, Isle of Man, IM4 3AS
01624 685814
Tel 01624 685828. Email: DPO-DESC@gov.im.
How we will use the information we collect about you
Scoill Vallajeelt may use your information to:
• register your child at the school;
• record attendance information;
• produce an educational record containing:
o Information about your child
o Personal education plans
o Educational psychologist’s reports and accompanying documents
• produce a curricular record containing:
o Academic achievements;
o Skills and abilities; and
o Educational progress
• produce a record of special educational needs and special needs provision, if appropriate detailing:
o The type of special need;
o A ranking of the special needs if there is more than one;
o The special needs provision being made; and
o Whether teaching is in a special education needs unit or elsewhere
• record details of suspensions
• produce a record of the studies undertaken;
• help prevent and detect crime
Scoill Vallajeelt has a statutory obligation to check and verify the data you provide to us on registration documents and on consent forms. This may include checks of publicly available information but in some cases, where it is necessary and relevant, the information you provide may be disclosed or shared with other organisations.
How we will share the information we collect about you
Third parties we may share your data with include, for example:
• Department of Education, Sport and Culture
• Department of Health and Social Care
• Arbor
• CAMHS
• Boxall
• Lucid
• Junior librarian
• Times Table Rock Stars
• Media – eg IOM newspapers for achievements
• law enforcement agencies (including road safety team)
• fraud prevention agencies
App / Service Data shared Server location Basis for sharing information Retention period
DESC Attendance information IOM Carried out in the public interest / exercise of official authority vested in the controller As needed if attendance falls below 80%
DESC Exam / Level information – pseudonymised so no person identified by DESC IOM Carried out in the public interest / exercise of official authority vested in the controller Public record of aggregated results
DESC-swimming Name, year group, medical info IOM Enable lessons to be carried out safely For duration of KS2 then deleted / shredded
DHSC Dental survey IOM Consent August after the information supplied
DHSC – Community nurses Name, DOB, contact details, attendance data. IOM Consent August after reaching 16 years old
DHSC - CAMHS Name, DOB, contact details, attendance data IOM Consent DOB + 25 years
DHSC – Child protection cases Name, DOB, contact details, attendance data, pupil record, incident and accident reports, communications between school and parent. IOM Vital interests of the data subject Deleted one year after coming off child protection.
DHSC-EHAS Name, DOB, contact details, attendance data, communications between parent and school-with permission of parent. IOM Consent Deleted one year after case is closed.
Scoill Vallajeelt website Photographs IOM Consent form signed by parents each year
Scoill Vallajeelt Twitter account Photographs Consent form signed by parents each year
GTS-Government Technology Services (IOM) Name of pupil IOM Consent- to enable user accounts for the School ICT Network, Google Docs for online collaboration and Its Learning Accounts for access to shared resources and collaboration As long as the pupil is in IOM education system
Arbor Full pupil record containing data indicated in legislation. EEA Legal basis – Education Act 2001 and Registration of Pupils Regulations 2016. DOB + 25 years
Boxall Pseudonymised data EEA Carried out in the public interest / exercise of official authority vested in the controller In August after leaving school
Junior librarian Consent In August after leaving school
Venture Centre
(IOM) Name, DOB, medical & dietary info, contact details Paper copy Consent
Contact details kept if consent given Shredded after visit
Manor Adventure (Y6 residential) Name, DOB, address, medical & dietary info, contact details Electronic copy Consent Shredded after visit
Douglas Borough Council Name, Year Group (Daffodil Competition) Paper copy / electronic of winners Consent asked for on school consent form Deleted / shredded after competition presentation
Times Table Rock Stars Name, Year Group and School. EEA Consent asked for by letter School will delete electronic data when child leaves school
MSR Name, Year Group, School, medical information Paper copy held within school Health & Safety when teaching PE Shredded at end of year
Penpal Letters (Y4) First name, year Group, School Paper copy sent to penpal in England Wider communities Child at link school to keep letter
THIS DOCUMENT WILL BE UPDATED WHEN NECESSARY DURING THE SCHOOL YEAR
Information obtained or disclosed by third parties will not be used for any other purpose other than supporting the delivery of teaching and learning.
Failure to provide information may impact on support in school, the quality of teaching and learning and in achievement in examinations.
Protecting your information
Scoill Vallajeelt will:
• keep your information safe and secure in compliance;
• only use and disclose your information as detailed above, where necessary
• Retain the information for no longer than is necessary and your information will be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).
Transfer of Information outside the EEA
Apps and services that are used in school may require data to be stored on servers outside of the EEA. Information sent to these will be limited and are as detailed above.
More Information
You can find out more information including:
• Looking at the Isle of Man Government Privacy Policy here https://www.gov.im/about-this-site/terms-and-condi... [Accessed 16/1/18]
• Contacting our Data Protection Officer who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im
• Asking to see your information or making a complaint if you feel that your information is not being handled by contacting the Headteacher as Data Controller for Scoill Vallajeelt.
• Making a subject access request which is a request for all of the personal data we hold about you.
• Obtaining this information in large print, braille, or in an alternative language.
Your rights
You have a right to access your personal data to ensure that it is accurate, and to request that it is rectified, blocked, erased or destroyed if it is inaccurate.
To make any request relating to your data held by us, please contact the The Data Protection Officer for the Department of Education, Sport and Culture is:
Andrew Shipley, Department of Education, Sport and Culture, Thie Slieau Whallian, Foxdale Road, St John's, Isle of Man, IM4 3AS
01624 685814
Tel 01624 685828. Email: DPO-DESC@gov.im.
If you are not satisfied with the response you receive, you may also complain to the Information Commissioner, whose details can be found on www.inforights.im, or the relevant supervisory authority. You may have a right to other remedies.
Scoill Vallajeelt Retention Periods
THIS DOCUMENT WILL BE UPDATED WHEN NECESSARY DURING THE SCHOOL YEAR
Document Type Retention Periods
[Time period with confirmation of date this time period runs from/to]
Pupil record file (unless there are particular circumstances such as legal action requiring a different retention period) DOB + 25 years
Staff administration Termination of employment + 12 months.
Child protection files (unless there are particular circumstances such as legal action requiring a different retention period) DOB + 27 years
Teaching and learning record DOB + 25 years
ITSLEARNING Date of leaving school + 12 months
Google domain Date of leaving school + 12 months
Consent forms Until re-issued and replaced, or August after your child leaves school
Appreciation Book-record of good deeds shared in assembly weekly
Behaviour Book-Recording of incidents
Bumped Head Log Shredded at end of academic year
Teacher Mark Book Date of leaving class + 6 months
Record of Achievement Taken home by child when leaves school
Absence letters from parents Shredded at end of school year.
Photographs
Emails from parents Deleted immediately or by end of academic year
Safeguarding concerns Deleted after 2 years
Out of catchment requests Deleted if unsuccessful