Data Protection & GDPR

South Marston CE Primary School is part of Blue Kite Academy Trust. This notice explains how we collect, use, store and share personal information about pupils and their parents/carers.

Personal data is any information that identifies, or could identify, an individual. Processing includes collecting, storing, using, sharing or deleting personal data.

Blue Kite Academy Trust and its schools are joint data controllers for personal data processed within the Trust.

Our Data Protection Officer (DPO) is:

SchoolPro TLC Limited
Email: DPO@Schoolpro.uk

Blue Kite Academy Trust is registered with the Information Commissioner's Office under registration number ZA218737.

Information we collect

We may collect and process information including:

• pupil name, date of birth, address and unique pupil number;
• parent/carer and emergency contact details;
• ethnicity, nationality, language and eligibility for relevant funding;
• attendance and absence information;
• educational, assessment and curriculum records;
• special educational needs and disability information;
• safeguarding and child protection information;
• medical information, allergies, medication and dietary requirements;
• behaviour and exclusion information;
• photographs and videos; and
• CCTV images.

We may also collect information about parents/carers where this is necessary to provide education, care and support to pupils or to meet our legal responsibilities.

Why we use personal information

We use personal information to:

• provide and support education and learning;
• monitor pupil progress and attendance;
• provide pastoral care and additional support;
• safeguard pupils and others;
• manage behaviour and school activities;
• provide appropriate medical and welfare support;
• communicate with parents/carers;
• meet statutory and legal obligations;
• administer funding and statutory returns;
• ensure the safety and security of pupils, staff and visitors; and
• prevent and detect crime.

Our lawful basis

We only process personal information where the law allows us to. Depending on the circumstances, this may be because:

• we have a legal obligation;
• it is necessary for a public task;
• it is necessary to fulfil a contract;
• it is necessary to protect someone's vital interests;
• we have a legitimate interest; or
• we have obtained consent.

Where we rely on consent, it can be withdrawn at any time.

We may process special category information, such as health, ethnicity or safeguarding information, where an additional legal condition under the UK GDPR and Data Protection Act 2018 applies.

Where information comes from

We may obtain information directly from parents, carers and pupils, or from organisations such as previous schools, Swindon Borough Council, the Department for Education, health professionals, children's social care and other agencies involved in supporting or safeguarding children.

Who we share information with

Where lawful and necessary, we may share information with:

• Blue Kite Academy Trust;
• Swindon Borough Council and other local authorities;
• the Department for Education and Education and Skills Funding Agency;
• Ofsted and other regulators;
• other schools and educational organisations;
• health and social care professionals;
• safeguarding agencies and the police;
• examination and assessment organisations;
• IT and other service providers working on our behalf;
• professional advisers and auditors; and
• other organisations where we are legally required or permitted to do so.

We only share information that is necessary and proportionate for the relevant purpose.

Department for Education and the National Pupil Database

We are legally required to provide certain information to the Department for Education through statutory collections such as the School Census.

Some information is held in the National Pupil Database (NPD) and may be used by the Department for Education for research, statistics, policy and other purposes permitted by law.

Further information is available from the Department for Education.

Photographs and videos

We may take photographs and videos for educational purposes, including classroom activities and school displays.

For public-facing uses, such as school or Trust websites, social media, newsletters and promotional materials, we will normally seek parental/carer consent where required. Consent can be withdrawn at any time.

CCTV

CCTV is used around the school premises for safety and security. Cameras are clearly signposted and images are only accessed or shared where necessary and lawful.

How we protect and retain information

We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, alteration or disclosure.

We retain information only for as long as necessary and in accordance with the Trust's Records Management and Retention Schedule. Information that is no longer required is securely deleted or destroyed.

Your rights

Depending on the circumstances, you have rights to:

• request access to your personal information;
• ask us to correct inaccurate information;
• request deletion or restriction of processing in certain circumstances;
• object to certain processing;
• withdraw consent where consent is the lawful basis;
• request information about automated decision-making; and
• request transfer of your information in certain circumstances.

You can make a Subject Access Request (SAR) by contacting the school. We will normally respond within one month, although this may be extended where the request is complex or numerous.

Personal data relating to a child belongs to the child. Requests made by parents/carers on behalf of a child will therefore be considered according to the child's age, maturity and understanding and the circumstances of the request.

Complaints

If you have concerns about how we use your personal information, please contact the school in the first instance or contact our DPO:

SchoolPro TLC Limited
DPO@Schoolpro.uk

You also have the right to complain to the Information Commissioner's Office (ICO) if you remain dissatisfied.

ICO – Make a complaint

Contact us

South Marston CE Primary School
Old Vicarage Lane
South Marston
Swindon
SN3 4SH

Blue Kite Academy Trust
c/o Ferndale Primary and Nursery School
Wiltshire Avenue
Swindon
Wiltshire
SN2 1NX

Email: admin@bluekitetrust.org
Telephone: 01793 299175

DPO: DPO@Schoolpro.uk

This notice should be read alongside the Blue Kite Academy Trust Data Protection Policy, Records Management and Retention Policy, CCTV Policy, Online Safety Policy and relevant school policies.