Data Protection

The types of personal data processed by the Academy include: 

1. Names, addresses, telephone numbers, email addresses and other contact details. 
2. Unique pupil number (UPN) Academic records and national curriculum assessment results, including examination scripts and marks. 
3. Personal characteristics such as your ethnic group, religious beliefs, any special educational needs you may have and any relevant medical information. 
4. Information about free school meal and pupil premium status. 
5. Attendance information, behavioural records, any exclusion information. 
6. Information provided by previous educational establishments and or other professionals or organisations working with pupils. 
7. Where applicable pastoral and safeguarding records. 
8. Accident records. 
9. medical and administration (such as doctors’ information, child health, dental health, allergies, medication and dietary requirements) 
10. Where pupils go after they leave the Academy. 
11. For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications. 
12. Images captured by the Academy’s CCTV system (in accordance with the Academy’s policy on taking, storing and using images of children). 

Under the UK GDPR the lawful bases we rely on for processing pupil and parent information are: The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 

Where we process data to comply with a regulatory duty our lawful basis is ‘necessary to comply with our legal obligations’. 

Condition for processing special category personal data 

Information relating to racial or ethnic origin, religious beliefs and disability will be processed for the purposes of ensuring equality of opportunity and treatment and, when necessary for complying with our legislative obligations. 

Medical information will be processed where it is in the vital interests of the pupil. 

Health data relating to accidents may be processed for insurance purposes 

The pupil’s educational record will move with the pupil to their next school/Academy.  Where the school/Academy is the last school that the pupil attends the records will be kept until the pupil is 25 years old. 

Admissions information will be retained for one year post successful admission or closure of appeal. 

Information relating to financial transactions will be kept for 7 years. 

For further information on how long we keep personal data for please refer to our records retention schedule which can be found here.

ULT has in place technical and organisational measures that ensure a level of security appropriate to the sensitive nature of the personal data that we process.  For further information regarding how we keep personal data secure please refer to our security of personal data policy.

We use third party data processors to provide us with a variety of services¹ . This use of data processors will only take place if is in compliance with the UK GDPR and the Data Protection Act 2018 (and any subsequent legislation related to data protection in applicable jurisdictions). 

Decisions on whether we contract with these third party processors are subject to a robust approval process and are based on a detailed assessment of the purpose for which the data processing is required, the level and sensitivity of data involved and the arrangements in place to store and handle the data. To be granted access to pupil level data, data processors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data. 

We currently use the following data processors: Arbor, Hegarty Maths, Wonde, Seneca, CASCAID LTD, Greater Manchester Combined Authority, Exam Boards (Pearson, AQA, OCR & WJEC, NCFE), JCQ, Fisher Family Trust (FFT), Sisra, 4Matrix, Bedrock Learning, Inventry, Seneca, Connect Ed, Educake, CPOMS, Microsoft Office 365, Emerge, GL Assessment, Swivl, Sparx Maths, UCAS, Capita Learning Cloud, GCSEPod, A2C, Duke of Edinburgh’s Award Scheme, Tempest Photography, PaperCut, Groupcall, Soundtrap, Note Flight, Accelerated Reader, Renaissance Learning, Provision mapping. 

¹ management information systems, accounts software, cloud storage services, applications and software for use in the classroom and to facilitate the secure transfer of data between the Academy and central office. 

We may share data with the following recipients: The Department for Education, The Local Authority (Salford), OFSTED, Examination Boards, Duke of Edinburgh’s Award Scheme, NHS PCT. 

Keeping in touch and supporting the School 

We would like to share pupil and parent personal data with both our Parent Teacher Association and our Alumni Association. We will only do so if you have signed the appropriate consent form.  Details of how these groups use your personal data are given on the consent form.  Consent may be withdrawn at any time by writing to  Sarah.McGarvey@albionacademy.co.uk 

Careers Guidance 

Greater Manchester Combined Authority - Greater Manchester Apprenticeship and Careers Service online delivered through CASCAID LTD. 

References 

We will provide references to any other educational institution that the pupil proposes to attend and to potential employers of past and present pupils. 

School Inspections 

On request we will share academic records with inspectors from Ofsted. 

Department for Education 

We are required, by law, to pass some information about our pupils to the Department for Education (DfE). This information will, in turn, then be made available for use by the Local Authority. 

DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the UK GDPR and the Data Protection Act 2018 (and any subsequent legislation related to data protection in applicable jurisdictions). 

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are 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 level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data. 

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract 

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received 

If you need more information about how our local authority and/or DfE collect and use your information, please visit: 

our local authority at https://www.salford.gov.uk/your-council/council-and-decision-making/data-protection-legislation/ or 

the DfE website at https://www.gov.uk/data-protection-how-we-collect-and-share-research-data 

We will not give information about our pupils to any other third parties without your consent unless the law and our policies allow us to do so. 

Data protection legislation gives individuals certain rights which are detailed below.  If you wish to exercise these rights please contact  Sarah.McGarvey@albionacademy.co.uk. 

Right of access to personal data “subject access request” 

You have the right to access the personal data that the Academy holds about you.  Requests may be made in writing or orally (if requested orally we will make a record of that request to ensure it is met within the required timescale). Parents also have the right to request the personal data held about their children (If your child is over the age of 12 they will need to decide whether to consent to the request).  We take the security of personal data seriously so we may ask you for proof of identity to verify that you are entitled to the information requested.  

Right to withdraw consent 

Where we have obtained your consent to specific processing activities you may withdraw this consent at any time.  

Right to rectification 

You have the right to have the personal data that we hold about you rectified if it is inaccurate or incomplete. We will respond to such requests within one month. 

Right to erasure 

You have the right to have personal data erased in certain specific circumstances.  If you make such a request we will consider whether the right to erasure applies and give you a full and reasoned response.  

Right to restrict processing 

In certain circumstances you have the right to request that we restrict the processing of your personal data.  If you make such a request we will consider whether the right to restrict processing applies and give you a full and reasoned response.  

Further Information 

For further information regarding your rights please refer to our rights of the data subject policy. 

If you disagree with a decision that we have taken regarding the processing of your personal data please contact ULT’s Company Secretary, Alison Hussain, on 01832 864538 or company.secretary@unitedlearning.org.uk. 

You also have the right to lodge a complaint with the information Commissioners Office on 0303 123 1113 or https://ico.org.uk/for-the-public/