Privacy Notice


We, Twynham School, are the data controller of the personal information you, or your previous school, provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to students and their families is to be processed.

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, unique pupil number and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Assessment information (such as Key Stage 1 and 2 scores, internal and external examination results)
  • Medical information (such as allergies and existing medical conditions)
  • Special Educational Needs information (such as results of testing and support strategies)
  • Exclusions and Behaviour information (such as details of rewards, sanctions, detentions, suspensions)
  • Post-16 destinations (education, employment, training)
  • For Sixth Form students, the name of the school from which they joined us and their examination results
  • Destinations of those students who leave before the normal leaving age, or mid-year

The lawful basis on which we collect and use this information

We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the following:

  • Article 6 and Article 9 of the GDPR
  • Education Act 1996
  • Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013

Why we collect and use this information

In accordance with the regulations named above, we use student data:

  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of teaching and learning
  • to comply with the law regarding data sharing
  • to safeguard pupils

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 pupil information to us or if you have a choice in this.

Storing pupil data

Personal data relating to students at Twynham School and their families is stored in line with the school’s GDPR Data Protection Policy. In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.

Who we share pupil information with and why

We routinely share pupil information with schools that pupils attend after leaving us, our local authority (Dorset County Council), and the Department for Education (DfE). We are legally obliged to do this to comply with our census duties and in the case of other schools, to ensure data portability between schools. All data is transferred securely.

In addition, we regularly share student information with a number of organisations with the purposes of furthering teaching and learning and providing additional support and guidance to students. Our legal basis for doing this is that it is in the public interest and the interest of the students to enable them to access resources that will enhance their learning. The full list of organisations is:

Name

Information shared

Reason

Access Reading Tests

(Hodder Education)

Name, gender, DOB, English class, UPN

Students in Years 7, 8 and 9 have their details uploaded to the ART database in order to access Reading Tests, which help us to put specialist literacy and English support in place where necessary.

Active Learn

Name, Languages class

Username and Password created for each student

Students in Years 10 and 11 who study French or Spanish have access to online GCSE resources to complement their languages lessons.

ALPS

Name, Gender, ID Number, DOB, Ethnicity, Classes, Exam Results, GCSE APS

We upload Year 12 and 13 students’ data in order to assess how they are performing against national benchmarks.

Brilliant Club

Name, Ethnicity (with parental permission), DfE number, DOB, Gender, Postcode, PP Status, KS2 Assessment Scores. For Sixth Form students, their GCSE results and total points score.

Parental permission for us to share this data is sought by The Brilliant Club themselves. Separate permission is sought by them to obtain students' ethnicity. This data allows The Scholars Programme to track the progress of those in the Brilliant Club. Students benefit from PhD-standard tuition and mentoring.

Duke of Edinburgh Award Scheme Name, surname, DOB and email address.

The Duke of Edinburgh's Award Scheme is offered to students and overseen by designated members of staff.

Consent is obtained from parents for students to take part in the Award. In order to obtain the Award, there is a need for the organisation to receive the appropriate data from us.

EVOLVE

(eduFocus)

Name, surname, UPN, admissions number, tutor group and gender.

This software is supplied by Dorset County Council in order that we can efficiently organise and run school trips. Pupil data is uploaded so that we can organise who is going on which trip.

Any supplementary medical information and consent is supplied by the parents themselves at the point of signing the student up for the trip in question.

Exam Boards (AQA, Pearson, OCR)

Legal Forename and Surname, Middle names, gender, DOB, Candidate Number, ULN, UCI, year group, qualifications being entered for and relevant unit codes and tier of entry, coursework marks or grades.

For students needing special consideration, we would also submit brief details of the situation / medical condition leading to disadvantage during exams or coursework. This would include names of figures of authority, such as the student's Hospital Consultant.

The exam boards require us to provide this information in order for the exams to be successfully administered. Please note that Legal Forename and Surname are the details that appear on the birth certificate. We are not permitted to share shortened versions of these names. Exam Boards require information for all students sitting public examinations; this is likely to be students in Years 11, 12 and 13. 

FFT Aspire

Name, DOB, UPN, Gender, date of admission to school

FFT Aspire are able to calculate using the students’ KS2 scores where the student should be at various points in their education. We use this information to assess ourselves.

Harrison Name, surname, tutor group, FSM data  Harrison are our appointed school meals service. In order to provide this service, Harrison need to be provided with relevant personal data. In the case of FSM students, Harrison need to be able to identify these students in order that they can access their entitlement.

JCQ

Student exam details, plus details of any disabilities / learning needs / medical conditions relevant to Access Arrangements for public examinations.

Students requiring Access Arrangements during the exam period, such as word processing or extra time, have their details shared with JCQ in order for this to be approved. Students will be asked to sign a data protection notice before the application is made.

Kerboodle

Name, UPN

A username and password is given to each student.

Year 10, 11, 12 and 13 students have access to online GCSE and A Level resources to extend and consolidate their learning.

KUDOS

Name, Surname, PD class and email address.

A username and password is then generated for each student.

This is a careers service that allows Year 9, 10 and 11 students to research careers and opportunities ready for life after their GCSEs.

Looked After Call

Name, UPN, Attendance – the information will only be sent if it matches BBC’s records.

Bournemouth Council are sent the daily attendance of children under their care directly from Capita SIMS.

Mathswatch VLE

Name, UPN, Maths class.

A username and password is given to each student.

All Year 10 and 11 students have access in order to complete Maths homework tasks and gain access to past papers and revision materials.

Micro Librarian System 

(Capita)

Name, Year, Tutor group, ID number and SEN flag. The SEN flag is only to inform recommendations and does not contain details of the need itself.

This is the software used by our librarian to register which books have been borrowed by which students.

MyConcern

Name, Surname, DOB, gender, ethnicity, religion, first language, photo, year group, tutor group, whether the pupil record is active, contacts, sibling information, disability flag, medical flag, FSM, SEN, in care flag, attendance, PP flag.

This is safeguarding software which is used across Twynham Learning. It allows staff to quickly and securely raise concerns about students’ wellbeing which are then forwarded to the appropriate designated staff. Much of the information is drawn from SIMS.net to be used as an identifier, to aid in understanding the issues that the child may have, and to facilitate contact between home and school.

NHS / School Nurse

The NHS draws information initially from the School Census and then double checks this against information provided by the school. This could include name, surname, gender, address, year group and tutor group.

The NHS provide vaccinations to our students in different year groups in liaison with our Welfare Assistants.

Parents Evening System

(School Cloud Systems)

This links directly to SIMS.net and looks at information such as name, surname, year group, tutor group, and class details.

Parental contact information is also accessed in order to provide parents a log in to the system.

This service allows parents to book their Parents Evening appointments online and allows teachers and admin staff to manage bookings.

School Comms

Parents have access to their child’s attendance, behaviour, rewards and assessment data. Parents obtain access via their email address and mobile phone number which must match those held by the school. We use parents' email addresses to send home letters and important documents.

Secure Testing for Schools

(GL Assessment)

Name, surname, UPN and DOB

A secure access code is given to each student for each test.

All Year 7 students are CATs tested and screened for Dyslexia on entrance to the school. This guides teaching groupings.

SIMS.net (Capita)

All information held about our students is uploaded to SIMS.net.

Staff have permissions-controlled access to this.

SIMS is our Management Information System and houses all the information categories detailed above.

Staff need access to this in order to perform the basic duties of their role (e.g. to inform teaching and learning, to be able to contact parents).

SIMS InTouch (Capita)

InTouch has access to most of the information stored within the SIMS.net database, including name, surname, year group, tutor group, class information, behaviour information, SEN information, assessment data, absence data, timetable information and achievement information.

InTouch is a messaging system built into SIMS.net and is a secure way for staff to message each other regarding students without personal data leaving SIMS.net.

Copies of messages sent are stored within the SIMS.net database and at the Capita datacentre.

SIMS Options Online (Capita)

Options Online has access to SIMS.net via a secure channel. This includes: the courses that the student studies, their contact information, the year group, their medical information, and their parents' details.

This information will only be accessed for students in Year 9 of the current academic year.

Options Online is an online portal provided to Year 9 students, designated members of senior staff, and parents. It allows students and parents to log on and choose the Key Stage 4 Options for the students.

Following interviews, senior staff can then log on and approve these choices.

Data is stored within the Options Online securely.

SIMS Parent Lite (Capita)

SIMS Parent Lite has access to an amount of data from the SIMS.net database. This includes name, surname, contact details, homework, timetable, attendance, achievements, behaviour, assessment, medical information, census data such as mode of transport to school, and reports.

This information is accessed for all students in all year groups.

SIMS Parent Lite is an app that displays to parents the information held on their child in SIMS.net.

Parents then have the right to ask for data to be erased or rectified in line with the GDPR. They can rectify data themselves; this would then be approved by a member of the Data Office.

When activated, Apple Push Notifications can be sent to summarise events such as new behaviour or achievements. This means that some third party processing takes place.

SISRA Analytics

Name, gender, SEN, ethnicity, FSM, PP, GT, LAC, tutor group, classes, assessment data.

We use SISRA to track students’ assessment data through the school. This is analysed and pupils needing academic or pastoral support are identified. 

Times Table Rockstars

Name, Year, Gender, Maths class.

Students in Years 7, 8 and 9 have their details uploaded to access resources related to recall of Times Tables.

Wisepay

This is the school’s Payment System. We use this to facilitate parents making online payments towards school trips, locker deposits and the like. Name, Tutor group, Address, Post Code and parental email address are extracted. A secure username and password are generated per student for parents to use.

Yellow Photography

Name, ID Number, year group and tutor group.

To enable the student to be photographed for school records and for parents to purchase.

Zuludesk Name, surname, email address, IP address, year group, class information Zuludesk is our iPad management software. It allows us to deploy apps to iPads and monitor the safety of the students while the iPads are in use.

 

We publish photographic images of students on our website, across social media, in publicity documents and on marketing materials, and within our school newsletters. Parental consent will be sought for each student in Years 7 and 8 in order for this to happen. Students in Years 9 and above will be consulted directly and asked to give their consent.

Data collection requirements:

To find out more about the data collection requirements placed on us by the DfE (for example, via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Youth support services: Pupils aged 13+

Once our students reach the age of 13, we pass pupil information to our local authority and/or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. This enables them to provide youth support services and careers advisers. A parent or guardian can request that only their student'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 student once they reach the age of 13.

Youth support services: Pupils aged 16+

We will also share certain information about students aged 16+ with our local authority and/or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. This enables them to provide post-16 education and training providers, youth support services, and careers advisers.

For more information about services for young people, please visit the Dorset County Council website.

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.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received

To contact DfE: https://www.gov.uk/contact-dfe

Your rights

You have the right to:

  • Be informed about how we use your personal data.
  • Request access to the personal data that we hold on you.
  • Request that your personal data is amended if it is inaccurate or incomplete.
  • Request that your personal data is erased where there is no compelling reason for its continued processing.
  • Request that the processing of your data is restricted.
  • Object to your personal data being processed.

Where the processing of your data is based on your consent (for example, photographic images), you have the right to withdraw this consent at any time.       

Contact and Concerns

If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer at Twynham Learning, Hannah Plane, by email at dataprotection@twynhamlearning.com or by phone at 01202 486237.

If you have a concern about the way we and/or the DfE are collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.