GDPR Privacy Notice

Identity and contact details

Our postal address is: Clydach Primary School, Twynybedw Road, Clydach, Swansea, SA6 5ET

Issues of how data is handled are dealt with by the Headteacher or the School’s Data Protection Officer.

As a public authority, we must comply with all relevant legislation relating to data handling. The Information Commissioner’s Office (ICO) is the supervisory authority in the United Kingdom established to ensure that your data rights are upheld.

The registered person for the school is Mr David Roe.

Categories of personal data we hold

Obtaining, recording, holding and dealing with personal information is known as ‘processing’.

As a school the vast majority of information we collect is about our pupils but we do also hold key information needed about parents / guardians and staff members.

Generally a school file may include:-

• Attendance data

• Academic achievements and progress

• Ethnicity

• Wellbeing and pertinent health information (medication, allergies and illnesses)

• Free School Meal eligibility

• Contact details of parents and guardians

• Minutes of meetings relating to the child

• Any statement of Special Educational Need and reviews of the same

• Reports and referrals to and from from other agencies if applicable 

The school as an employer will also hold a personnel file for all staff and this file will generally consist of:-

• Contact details

• Bank details, National Insurance Number for payroll purposes

• Details of any references or DBS checks where applicable

• Details of driving licence and vehicle MOT / Insurance

• Details of any disciplinary action

• Information regarding sickness and annual leave

How the School collects and uses personal data

The School has a responsibility to provide its pupils with a good education in a safe environment. It is necessary to collect personal data to enable the school to provide pupils with an education, to track and monitor academic progress and to ensure those with parental responsibility are kept informed of key milestones and achievements.

Some of the information will be provided to us by parents / guardians and some will be generated by us whilst the pupil is in our School.

Here are some examples of how we collect and use your data:

Providing an education:

We generate and then hold the reports of a pupil’s progress and any examination results. We generate and keep attendance data which can be analysed to ensure that children are attending school regularly and attending on time. The school will on occasion utilise educational apps and websites with the children, all of which will be undertaken under the supervision of a staff member.

Keeping learners safe and improving wellbeing:

There may be occasion when the school will collect documentation regarding the wellbeing of pupils. It is a legal requirement for all schools to develop and have in place systems of safeguarding and promoting the wellbeing of children in their care. This may involve documenting concerns and receiving information from other agencies such as social services when they have a worry about a pupil. Monitoring wellbeing allows the school to ensure the best possible services and support are available to the pupil and their families.

This school also operates CCTV cameras within its grounds. The purpose of these cameras are to  keep learners safe.

Keeping parents updated and involved in the school:

We do collect details of parents and guardians to ensure that we are able to keep you informed of school events and activities.

To enable efficient administration and reduce the need for children to be carrying money:

We have adopted a sQuid is an online payment system that can be used to make a variety of school payments including school meal purchases which parents and pupils can take advantage of. 

Recruitment:

When individuals apply to work for the School, we will only use the information they supply to process their application and to monitor equal opportunities statistics. Personal information about unsuccessful candidates will be held for six months after the recruitment process has been completed, it will then be destroyed securely.

Once a person has taken up employment with the School we compile a personnel file relating to their employment. The information contained in this is kept secure and will only be used for purposes directly relevant to that employment.

The Source of Personal Data

The vast majority of personal data we hold will have been generated in the course of a pupil attending the school or will have been provided to us directly from you. There are occasions where personal data is collected about you in other ways.

This includes:

• When partner agencies share information with us to provide a joined-up service to you.

• When you move into our local authority area, data may be shared from the previous school or local authority area.

People We Share Data With

Service Provision:

We may share data with others to enable a requested or statutory service to be provided. This could be where we use another agency to deliver the service for us or where we collaborate with other agencies. An example would be that information would be shared with the Local Authority to enable an assessment of a child’s special educational needs. Another example would be the supply of information at your request to contribute to a Child and Adolescent Mental Health assessment.

Transfer of information to another school / local authority:

Personal information about you may also be provided to other local authorities or schools. An example would be where you have moved from one area to another or start at a new school. The school file will be securely transferred to the new Local Authority / School.

Health Information

In some circumstances we may share information with NHS professionals providing services to our school children. This would be for services such as vaccinations, dental provision and school nursing activities.

We may collect health information on staff members when such information is supplied as part of the sickness policy and / or following referrals to occupational health.

Transfer of information required by law:

We also share personal information where we are required to do so by law. Examples include where we are required by law to report matters to Welsh Government who then in turn publish a lot of the data they receive:

 https://statswales.gov.wales/catalogue/education-and-skills

 Another example would be our duties to share information with social services when they are carrying out their protective functions or the police when carrying out investigations.

How long we keep your data

Data is held for no longer than is necessary and the School follows legal guidelines on how long information should be kept before it is securely destroyed.

The timeframe for holding data is different depending on the type of data involved.

To see our full retention schedule please visit our website where the retention schedule is included in our Data Protection Policy.

The Right to Complain About Data Handling

The School sets very high standards for the collection and appropriate use of personal data. We therefore take any complaints about data handling very seriously. We encourage you to bring to our attention where the use of data is unfair, misleading or inappropriate and we also welcome suggestions for improvement.

Informal Resolution:

In the first instance we would ask that you try and resolve data handling issues directly with the Headteacher or any member of the senior leadership team. We are committed to handling data appropriately and are confident that we can resolve most issues informally.

Formal Resolution:

You can ask for your issue to be investigated by writing to:

If you remain dissatisfied following the response to your contact with the school, if it relates to issues of data handling you can raise the issue with the Information Commissioner. It is free of charge to contact the Information Commissioner and request their assistance.

Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH

Telephone: 029 2067 8400
Fax: 029 2067 8399
Email: wales@ico.org.uk