Data | Seaton Academy

Data Protection

Seaton Academy is required to maintain certain personal data about living individuals for the purposes of satisfying operational and legal obligations. We recognise the importance of the correct and lawful treatment of personal data, details of which are given in our policy.

Seaton Academy Data Protection Policy

Seaton Academy is committed to protecting the rights and privacy of individuals in accordance with the Data Protection Act 1998. Seaton Academy processes information about its staff, pupils and other individuals it has dealings with for a range of administrative purposes. In order to comply with the law, information about individuals will be collected and used fairly, stored safely and securely and not disclosed to any third party unlawfully.

All "processing" of personal data (includes collection, holding, retention, destruction and use of personal data) is governed by the Data Protection Act 1998. The Act applies to all personal data - whether they are held on a computer or similar automatic system or whether they are held as part of a manual file. Personal data is defined as information relating to an identifiable living individual and can be held in any format, electronic (including websites and emails), paper based, photographic etc. from which the individual's information can be readily extracted.

Under the 1998 Act, all organisations that process personal information are required to notify the Information Commissioner's Office. Seaton Academy’s notification describes the various types of processing of personal information and defines the persons or bodies to which the information may be disclosed.

Full details of the notification can be found at http://www.dpr.gov.uk/search.html. Our registration number is Z2409420Failure to comply with the Data Protection Act could result in the prosecution.

All staff, contractors, consultants or suppliers to Seaton Academy that are concerned with, or have access to, such data have an obligation to ensure that they are processed according to the eight principles of data protection and the rights of data subjects. This means, among other things, that staff must treat all data carefully and must not disclose personal data to unauthorised persons.

Eight Data Protection Principles:

Data should be processed fairly and lawfully.
Data should be obtained for one or more specified lawful purposes.
Data shall be adequate, relevant and not excessive.
Data shall be accurate and where necessary kept up to date.
Data is not kept longer than is necessary for its purpose.
Data shall be processed in accordance with subject rights under the Act.
Appropriate technical and organisational measures shall be taken against unauthorised/unlawful processing, loss, destruction, damage to personal data.
Data shall not be transferred outside EEA unless that country/territory ensures adequate level of protection for rights and freedoms of data subjects in relation to the processing of personal data.

Data Subject Rights:

(A data subject is a person/s about whom such data is held.)

To make subject access requests regarding the nature of information held and to whom it has been disclosed.
To prevent processing likely to cause damage or distress
To prevent processing for purposes of direct marketing
To be informed about the mechanics of automated decision taking process that will significantly affect them
Not to have significant decisions that will affect them taken solely by automated process
To take action for compensation if they suffer damage by any contravention of the Act
To take action to rectify, block, erase or destroy inaccurate data
To request the Commissioner to assess whether any provision of the Act has been contravened

It is an offence to process personal data except in strict accordance with the eight principles of data protection and the rights of data subjects. Further information on the Data Protection Act can be found at http://www.dataprotection.gov.uk/.

Implementing the policy

The data controller is Christine Mounsey admin@seatonacademy.co.uk. This policy has been read and approved by the Directors of Seaton Academy and is reviewed on an annual basis.

All staff, contractors, consultants or suppliers working on behalf of Seaton Academy are required to read and comply with the terms of this policy.

Effective from: September 2023

Currently under review as of May 2024.

Freedom of Information publication scheme

One of the aims of the Freedom of Information Act 2000 (which is referred to as FOIA in the rest of this document) is that public authorities should be clear and proactive about the information they will make public.

To do this we must produce a publication scheme, setting out:

The classes of information which we publish or intend to publish;
The manner in which the information will be published; and
Whether the information is available free of charge or on payment.

The scheme covers information already published and information which is to be published in the future. All information in our publication scheme is either available for you on our website to download and print off or available in paper form in the academy.

Some information which we hold may not be made public, for example personal information.

This publication scheme conforms to the model scheme approved by the Information Commissioner.

Seaton Academy Freedom of Information Publication Scheme

Effective from: September 2023

Aims and Objectives

Seaton Academy promotes high achievement and learning for life by working with children to

Develop enquiring minds and a spirit of curiosity
Become highly motivated life-long learners
Be flexible and adaptable for the modern world
Have high self esteem - respecting themselves, others, other cultures and the environment
Be able to work independently and collaboratively
Achieve high standards in all areas of the curriculum
Seek to extend themselves in mind, body and spirit
Liaise with incoming and outgoing education providers and the wider community

This publication scheme is a means of showing how we are pursuing these aims.

Categories of information published

The publication scheme guides you to information which we currently publish (or have recently published) or which we will publish in the future. This is split into categories of information known as ‘classes’. These are contained in section 6 of this scheme. The classes of information that we undertake to make available are organised into four broad topic areas:

Prospectus – information published in the academy prospectus.
Trustees Documents – information published in the Trustees Annual Report and in other board documents.
Pupils & Curriculum – information about policies that relate to pupils and the curriculum.
Policies and other information related to the academy- information about policies that relate to the academy in general.

How to request information

If you require a paper version of any of the documents within the scheme, please

contact the academy by letter. Contact details are set out below.

Contact Address: Seaton Academy, High Seaton, Seaton, Workington, Cumbria CA14 1NP

To help us process your request quickly, please clearly mark any correspondence “PUBLICATION SCHEME REQUEST” (in CAPITALS please)

If the information you’re looking for isn’t available via the scheme and isn’t on our website, you can still contact the Academy to ask if we have it.

Paying for information

Information published on our website is free, although you may incur costs from your Internet service provider. If you don’t have Internet access, you can access our website using a local library or an Internet café.

Single copies of information covered by this publication are provided free unless stated otherwise in section 6. If your request means that we have to do a lot of photocopying or printing, or pay a large postage charge, or is for a priced item such as some printed publications we will let you know the cost before fulfilling your request. Where there is a charge this will be indicated by a £ sign in the description box.

Classes of Information Currently Published

Prospectus – this section sets out information published in the academy prospectus.

Class

Description

Academy Prospectus is now on the Web Site

The statutory contents of the academy prospectus are as follows, (other items may be included in the prospectus at the academy’s discretion):

· the name, address and telephone number of the academy

· the names of the head and chair of trustees

· information on the academy’s policy on admissions

· a statement of the academy's ethos and values

· details of any affiliations with a particular religion or religious denomination, the religious education provided, parents' right to withdraw their child from religious education and collective worship and the alternative provision for those pupils

· information about the academy's policy on providing for pupils with special educational needs

· number of pupils on roll and rates of pupils’ authorised and unauthorised absences

· the arrangements for visits to the academy by prospective parents

The Academy Profile

This can be accessed on the academy web site

This document reports on academy progress, priorities and performance. It is up-dated annually and contains:

statistics provided by the DfE
a summary of the Ofsted report
an annual review of the work of the academy

Pupils & Curriculum Policies

This section gives access to information about policies that relate to pupils and the curriculum. All are available on the website. £ Charge for hard copies. Details on request.

Class	Description
Admission Arrangements	Information about admissions to Pre-school and Reception class
Attendance	Information about attendance legislation
Pupil Discipline	Statement of general principles on behaviour and discipline and of measures taken by the head to prevent bullying.
Charging and remissions	Statement of which activities are charged for
Complaints	Procedures to be followed
Data Protection
Homework
Home – School agreement	Statement of the academy’s aims and values, the academy’s responsibilities, the parental responsibilities and the academy’s expectations of its pupils
Curriculum Policies
Sex Education Policy	Statement of policy with regard to sex and relationship education
Special Education Needs Policy	Information about the academy’s policy on providing for pupils with special educational needs
Equality Objectives	Plan for increasing participation of disabled pupils in the academy’s curriculum, improving the accessibility of the physical environment and improving delivery of information to disabled pupils.
Collective Worship	Statement of arrangements for the required daily act of collective worship
Child Protection Policy	Statement of policy for safeguarding and promoting welfare of pupils at the academy.
Prevent Policy	Statement of policy for prevention of radicalisation at the Academy.
Visitors Policy	Statement of policy for visitors at the Academy.
Pupil Premium Report	Information on how pupil premium is utilised.

Academy Policies and other information related to the academy.

This section gives access to information about policies that relate to the academy in general.

Class	Description
Published reports of Ofsted referring expressly to the academy	Published report summary of the last inspection of the academy and the summary of the report and where appropriate inspection reports of religious education in those academy’s designated as having a religious character
Academy session times and term dates	Details of academy session and dates of academy terms and holidays.
Health and Safety Policy and risk assessment	Statement of general policy with respect to health and safety at work of employees (and others) and the organisation and arrangements for carrying out the policy
Performance Management of Staff	Statement of procedures adopted by the trustees relating to the performance management of staff and the annual report of the head on the effectiveness of appraisal procedures
Staff Conduct, Discipline and Grievance	Statement of procedure for regulating conduct and discipline of academy staff and procedures by which staff may seek redress for grievance
Curriculum circulars and statutory instruments	Any statutory instruments, departmental circulars and administrative memoranda sent by the Department of Education to the head or trustees relating to the curriculum.

Feedback and Complaints

We welcome any comments or suggestions you may have about the scheme. If you want to make any comments about this publication scheme or if you require further assistance or wish to make a complaint then initially this should be addressed to Seaton Academy, High Seaton, Seaton, Workington CA14 1NP.

If you are not satisfied with the assistance that you get or if we have not been able to resolve your complaint and you feel that a formal complaint needs to be made then this should be addressed to the Information Commissioner’s Office. This is the organisation that ensures compliance with the Freedom of Information Act 2000 and that deals with formal complaints. They can be contacted at:

Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Enquiry/Information Line: 01625 545 700

e-Mail: publications@ic-foi.demon.co.uk.

Website: www.informationcommissioner.gov.uk

Privacy Notice (Under review from February 2023)

(How we use Pupil Information)

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 test results and assessment information)
Medical information (such as vaccinations, illnesses, medical conditions)
Special educational needs information.
Behavioural information (exclusions, detentions, sanctions.)
Photos, videos and sound recordings.
Financial information (dinner money, trip money)

Why we collect and use this information

We use the pupil data:

to support pupil learning;
to monitor and report on pupil progress;
to provide appropriate pastoral care;
to assess the quality of our services;
to comply with the law regarding data sharing.

The lawful basis on which we use this information

We collect and use pupil information under:

Article 6.1(c) - Processing is necessary for compliance with a legal obligation to which the school is subject;
Article 6.1(e) - 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 school;
Article 6.1(b) – Processing is necessary for the performance of a contract to which the data subject (or their representative) is party or in order to take steps at the request of the data subject (or their representative) prior to entering into a contract;
Article 6.1(d) - Processing is necessary in order to protect the vital interests of the data subject or of another natural person; and

Article 6.1(a) - The data subject (or their representative) has given consent to the processing of his or her personal data for one or more specific purposes.

In relation to Special categories of personal data, we collect and use pupil information under:

Article 9.2(g) – Processing necessary for reasons of substantial public interest, which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and interests of the data subject.
Article 9.2(c) – Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent; and

Article 9.2(a) – The data subject (or their representative) has given explicit consent to the processing of those personal data for one or more purposes.

Collecting pupil information

Whilst the majority of pupil 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. Pupil Information will only be collected in school time i.e. parent’s evenings

Storing pupil data

We hold pupil data for as long as the pupil is on role at our school. (Unless Safeguarding/SASIR)

Who we share pupil information with

We routinely share pupil information with:

Schools that the pupils attend after leaving us;
Our local authority;
The Department for Education (DfE).
NHS
Social services and children’s services
Barnardos and other providers of the services Barnardos provide
Police
Photos will be shared on Earwig and school website

Why we share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.

We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information about Individual Pupils) (England) Regulations 2013.

Data collection requirements:

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

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

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact

admin@seatonacademy.co.uk or / DPO: Richard Norman.

You also have the right to:

object to processing of personal data that is likely to cause, or is causing, damage or distress;
prevent processing for the purpose of direct marketing;
object to decisions being taken by automated means;
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.

Contact

If you would like to discuss anything in this privacy notice, please contact:

The Schools Administrator,

High Seaton,
Workington
CA14 1NP,

01900 66982