Information about how we manage pupil data in schools
/ELC settings
[
Insert
School/Establishment
Name
]
has a legal responsibility
to deliver an
effective
educational programme to
its
pupils. In order to do this
, we need to
collect personal data
about
our pupils
/children
and their families so that we can help them learn, and keep them
safe. The
type of
personal data we will collect
include:
ï‚·
Data about our pupils
/child
r
en
and their families
This will include
the name, address
and contact
details of the pupil
/child
and relevant
family members. It will al
so include information about relevant medical conditions
,
any
additional supports which are
needed, and their family situation
. We need this
information to ensure we know our
pupils
/children
and their families, and to ensure
we are able to educate them appropriately, and keep them safe.
We will also collect personal data relating to personal characteristics, such as ethnic
group to enable statistics to be reported. We need th
is information so the Council
can ensure it is delivering education appropriately to all its citizens.
ï‚·
Data about pupils
/children
at school
/within ELC setting
This will include data about
progress
, a
ssessment
s, and exam
results
. It will also
include reco
rds of attendance, absence, and any exclusions. We need this
information to understand how our pupils
/children
are
progressing
, and to assess
how we can help them to achieve their best.
ï‚·
Data about when and where they go after they leave us
This will in
clude information about their next
setting/
school, career paths or intended
destinations. We need this information to ensure we support our pupil
s
/children
in all
their transitions and d
o all that we can to help their future be a success.
There will be
times where we also receive information about
them from other organisations,
such as a pupils’
previous school
, t
he previous local authority where that school
or ELC
setting
was based
,
NHS Lothian
,
Police Scotland
,
Social work
, Addi
tional Support Services
,
and sometimes other organisations or groups connected to a pupil’s education
.
We use this
data similarly to the above: to
support our pupils’ learning
,
monitor and report on their
progress
,
provide appropriate pastoral care; and
assess the quality of ou
r services
When we collect and use personal data within school
/ELC setting
, and for the reasons
detailed above, we will normally be acting in accordance with our public task. Occasionally
we are also required to process personal data because the law requi
res us to do so, or
because it is necessary to protect someone’s life.
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We will also take photographs in school
/ELC setting
and display them on our walls, and in
newsletters and other communications. We do this in order to celebrate and share what we
hav
e done,
including
individual achievements and successes. We consider this use of
images to be part of our public task as it helps us build an effective community which
supports learning. We will not, however, publish these photographs on social media or
in
newspapers without permission. Consent for this use will be sought when a pupil
/child
joins
[
Insert School
/ELC setting
Name
]
and will be kept on record while they are with us. Consent
can be withdrawn at any time, please just let us know.
So
metimes
we need to share pupil
information with other
organisations
. We are required, by
law, to pass certain information about our pupils to the
Scottish G
overnment and the
Council. This data is for
statistical purposes
, and will normally be anonymised
.
It is n
ormally
required to enable the Council, and the Government, to understand how education is being
delivered and to help them plan for future provision.
If a pupil
/child
moves schools
/ELC settings
,
we have a legal obligation to pass on
information
to their
new school/education authority about their
education at
[
Insert
School
/ELC setting
Name
]
.
When we record and use personal data, we will only collect and use what we need. We will
keep it securely, and
it will
only
be
accessed by those that need to.
We wi
ll not keep
personal data for longer than is necessary and follow the Council’s Record Retention
Schedule
and archival procedures
when
records
are identified to be of historical value and
require to be
retained in
the
Edinburgh City Archives
.
For more in
formation on how the Council uses personal data, and to know more about your
information rights including who to contact if you have a concern, see the
City Of
Edinburgh’s Privacy Notice
.
Sharing perso
nal data to support Wellbeing
In addition to the above,
[
Insert School
/ELC setting
Name
]
has a legal duty to promote,
support and safeguard the wellbeing of children in our care.
Wellbeing concerns can cover a range of issues depending on the needs of
the child.
Staff are trained to identify when children and families can be supported and records are
kept when it is thought that a child could benefit from help available in the school
/ELC
setting,
community or another professional.
You can expect that
we will tell you if we are
concerned about your child’s wellbeing, and talk to you about what supports might help in
the
circumstances. Supports are option
al
and you will not be required to take them up.
If it would be helpful to share information with
someone else, we will discuss this with you
and seek your consent before we share it so that you know what is happening and why. The
only time we will not seek consent to share information with another organisation is if we
believe that a child may be at
risk of harm.
In these situations, we have a duty to protect
children, which means we do not need consent.
On these occasions, we will normally tell
you that information is being shared, with whom, and why
–
unless we believe that doing so
may put the c
hild at risk of harm.
We will not give information about our pupils to anyone without your consent unless the law
and our policies allow us to do so.