Viewley Hill Academy is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed.
In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that Viewley Hill Academy upholds are imposed on the processor.
Ms P Bowler, Community Governor, is the Data Protection Officer for Viewley Hill Academy. Their role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the UK-GDPR. The Data Protection Officer can be contacted via school on 01642 591 053.
What types of information do we collect and process?
personal identifiers and contacts (such as name, national insurance number, unique pupil number, contact details and address)
characteristics (such as ethnicity, language, and free school meal eligibility)
safeguarding information (such as court orders and professional involvement)
special educational needs (including the needs and ranking)
medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
assessment and attainment (such as Early Years, Phonics and National Curriculum assessment results)
behavioural information (such as exclusions and any relevant alternative provision put in place)
This list is not exhaustive.
Why do we collect and use pupil information?
Viewley Hill Academy holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, LA and/or the DfE. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the UK-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
In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:
to support pupil learning
to monitor and report on pupil attainment progress
to provide appropriate pastoral care
to assess the quality of our services
to keep children safe (food allergies, or emergency contact details)
to meet the statutory duties placed upon us for DfE data collections
How do we collect pupil information?
We collect pupil information in a variety of ways. The most systematic methods are via:
pupil booklets when a child starts the school
annually updated registration and permission forms
Common Transfer Files (CTF) or secure transfers from a previous school
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.
How long do we store data?
Personal data relating to pupils at Viewley Hill Academy and their families is stored in line with the school’s Data Retention Document which can be viewed on request at the school.
In accordance with the UK-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 do 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)
the National Health Service
The school is required to share pupils’ data with the DfE on a statutory basis.
The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Viewley Hill Academy is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD.
The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:
Conducting research or analysis
Providing information, advice or guidance
The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained. Viewley Hill Academy will not share your personal information with any third parties without your consent, unless the law allows us to do so.
7. Can you request access to your 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, please contact the school office on 01642 591 053 for information about making a Subject Access Request (SAR).
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
a right to seek redress, either through the ICO, or through the courts
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office:
The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under:
Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.
9. How does the DfE use your data?
The pupil data that we lawfully share with the DfE through data collections is used to:
underpin school funding, which is calculated based upon the numbers of children and their characteristics in each school.
inform ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
Support ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)
10. What requirements does the DfE place on schools for data collection?
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: Censuses for schools11. What is the National Pupil Database (NPD)?
Much of the data about pupils in England goes on to be held in 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.
To find out more about the NPD, go to National pupil database user guide and supporting information
Who does the DfE share data with?
The law allows the Department to share pupils’ personal data with certain third parties, including:
organisations connected with promoting the education or well-being of children in England
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We use the following types of cookies:
strictly necessary cookies – these are essential in to enable you to move around the websites and use their features. Without these cookies the services you have asked for, such as registering for an account, cannot be provided.
functionality cookies – these cookies allow the website to remember choices you make and provide more personal features. For instance, a functional cookie can be used to remember the volume level you prefer to use when watching videos on our websites. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
First Party Cookies
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These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the site from and the pages they visited.
Cookies are used by WooCommerce in a variety of ways.
Cookies depend on specific features that are enabled on a store. The cookies are active when a user interacts with one of these features or to allow admin functions to be performed from within the store’s dashboard (/wp-admin).
Details are provided in tables below, listing various cookies that are set for users of stores with the WooCommerce plugin installed.
Store front end:
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Stores a randomly-generated anonymous ID. This is only used within the dashboard (/wp-admin) area and is used for usage tracking, if enabled.
Web Application Firewall Cookies
To help you understand which cookies the Wordfence plugin sets, when installed on your WordPress site, we have provided the guide below. Wordfence currently sets three cookies and we explain what each cookie does, who will have the cookie set, and why the cookie helps secure your site.
What it does: This cookie is used by the Wordfence firewall to perform a capability check of the current user before WordPress has been loaded.
Who gets this cookie: This is only set for users that are able to log into WordPress.
How this cookie helps: This cookie allows the Wordfence firewall to detect logged in users and allow them increased access. It also allows Wordfence to detect non-logged in users and restrict their access to secure areas. The cookie also lets the firewall know what level of access a visitor has to help the firewall make smart decisions about who to allow and who to block.
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Who gets this cookie: When a hidden URL defined by the site admin is visited, this cookie is set to verify the user can access the site from a country restricted through country blocking. This will be set for anyone who knows the URL that allows bypass of standard country blocking. This cookie is not set for anyone who does not know the hidden URL to bypass country blocking.
How this cookie helps: This cookie gives site owners a way to allow certain users from blocked countries, even though their country has been blocked.
Third Party Cookies
Some links and resources are provided below to assist your understanding of the types of cookies you may encounter.
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YouTube may still set cookies on the user’s computer once the visitor clicks on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them please visit http://www.allaboutcookies.org/.
Any changes we may make to our Cookie Statement in the future will be posted on this page.
Last Updated: 12/02/21
We regard your privacy as important and any personal information you give to us will be used in accordance with the Data Protection Act 1998 and the General Data Protection Regulations.
We do not store personal information about individuals who visit this site except where they provide contact information via our contact us page and contact forms available on various pages throughout the website.
Any information you provide will only be used for the reasons specified and it will not be shared with any third party without your consent, unless required by law.
Your contact details are kept securely and are only accessed by authorised members of staff as part of the provision of school services. If you do not wish us to keep this contact information please tell us.
This website uses Google Analytics which provides statistical data about the usage of the site. This information is not used to identify individuals, but is collected to provide us with an understanding of the areas of interest on our site and how our site is being used.
If you are connected to the internet you will have an IP Address. This may take the form of a figure, such as 333.333.22.1. The address will be automatically collected and logged as part of the connection of your computer to our web server and may be used to determine the total number of visits to each part of the site. This data is not collected and used for other purposes.
This website contains links to other websites. The School is not responsible for the privacy practices of other sites or organisations and recommends you consult the privacy information on those sites.
This policy will be reviewed and updated versions will be posted on the website.
If you have any questions about the use of your personal information, the Information Commissioner is the independent regulator for both Data Protection and Freedom of Information.