To view a privacy statement, then click on the link to the appropriate privacy statement below:

Privacy Notice - Work Force

Privacy Notice (How we use staff information)

This notice explains what personal data (information) we hold about staff, how we collect it, how we use it and how we may share it. We are required to provide staff with this information under data protection law.

Who are we?

Woodlands Community College collects, uses and is responsible for certain personal information about staff. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Mrs Jenny Edwards, Business Manager.

Why we collect and use this information

We use school workforce data to:

  • facilitate safe recruitment, as part of our safeguarding obligations towards students
  • support effective performance management
  • allow better financial modelling and planning
  • improve the management of workforce data across the sector
  • contact staff or their next of kin in case of emergency
  • facilitate certain educational visits
  • enable the development of a comprehensive picture of the workforce and how it is deployed
  • inform the development of recruitment and retention policies
  • enable individuals to be paid
  • support pension payments and calculations
  • enable sickness monitoring
  • enable leave payments (such as sick pay, maternity and paternity leave)
  • fulfil our duty of care towards our staff
  • inform financial audits of the school

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing staff information are:

We process this information to comply with our statutory obligations (GDPR Article 6 Section 1c), and to carry out tasks in the public interest (GDPR Article 6 Section 1e). If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment GDPR Article 9 Sections b and g). We are required to share information about our workforce members under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007.

How we collect staff information

We collect pupil information via the following methods:

  • staff details forms when successfully recruited
  • staff payroll forms

Whilst the majority of information that staff provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform staff whether they are required to provide certain school workforce information to us or if they have a choice in this.

Storing Staff Data

We hold school workforce data in accordance with Southampton CC Retention Policy.

The categories of staff information that we process include:

  • personal information (such as name, employee or teacher number, national insurance number)
  • special categories of data including characteristics information such as gender, age, ethnic group
  • contract information (such as start dates, hours worked, post, roles and salary information)
  • work absence information (such as number of absences and reasons)
  • qualifications (and, where relevant, subjects taught)
  • Contact details(including current address, telephone numbers, Next-of-Kin contact details
  • Payroll information
  • Relevant medical information

This list is not exhaustive, to access the current list of categories of information we process please see

Who do we share information with?

We routinely share this information with:

  • Southampton City Council
  • the Department for Education (DfE)
  • Capita HR our payroll provider
  • our occupational health service provider
  • The Catholic Education Service

Why we share school workforce information

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

Local authority

We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

Department for Education (DfE)

We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding/expenditure and the assessment educational attainment.
We are required to share information about our school employees with our local authority (LA) and the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

Capita HR
We share personal data with Capita HR so that we can make salary payments, pension deductions, tax and national insurance contributions and administer your pension. For further information on how Capita Plc use your information please and your rights please contact Capita HR Pay hrs-southampton@capita-services.co.uk or Capita HR Pay, 1st Floor, One Guildhall Square. Southampton, SO14 7FP.

Data collection requirements
The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005.

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

The department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal 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 securely store and handle the data

To be granted access to school workforce information, organisations must comply with its 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

To contact the department: https://www.gov.uk/contact-dfe

Department for Education

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:

  • section 3 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.

For more information, please see ‘How Government uses your data’ section.

How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

Requesting access to your personal data

Under data protection legislation, staff have the right to request access to information about them that we hold. To make a request for your personal information, contact Mrs Jenny Edwards, Business Manager, jenny.edwards@woodlands.southampton.sch.uk.

Staff 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 ask 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 information

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

Privacy Notice - Students

Privacy Notice (How we use pupil information)

This notice explains what personal data (information) we hold about students, how we collect it, how we use it and how we may share the information.  We are required to provide this information under data protection law.

Who are we?

Woodlands Community College collects, uses and is responsible for certain personal information about students. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Mrs Jenny Edwards, Business Manager.

Why do we collect and use pupil information?

We collect and use pupil information, for the following purposes:

  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to keep children safe (food allergies, or emergency contact details)
  • to comply with the law regarding data sharing (DfE data collections)

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

We collect and use pupil information under Article 6 & 9 of EU General Data Protection Regulations (GDPR) to ensure the school carries out its duties lawfully and appropriately.

  • Article 6(1)(e) – 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
  • Article 9(2)(g) – the processing is necessary for reasons of substantial public interest

How we collect pupil information

We collect pupil information via the following methods:

  • registration forms at the start of the school year
  • Common Transfer File (CTF)
  • secure file transfer from 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 support of exercising our official tasks. 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.

Storing Pupil Data

The local authority will hold pupil data in accordance with its Record Retention Schedule (RMPP 002, version 9.004).

The school will hold pupil data until the pupil reaches 25 years of age.

The categories of pupil information that we process include:

  • personal identifiers and contacts (such as name, 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 key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • behavioural information (such as exclusions and any relevant alternative provision put in place)
  • information to run an educational visit/trip (such as passport details, European Health Insurance Card (EHIC) details)
  • Photographs used within the context of the curriculum and safeguarding
  • CCTV footage used within the context of safeguarding

 

This list is not exhaustive, to access the current list of categories of information we process please see

Who do we share pupil information with?

We routinely share pupil information with:

  • Schools / other education providers
  • our local authority
  • the Department for Education (DfE)
  • the NHS
  • other local authorities

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 also share pupil information to:

  • Meet our statutory duty to create and maintain an admission register under the Education (Pupil Registration) (England) Regulations 2006 and subsequent amendments, without which schools are unable to enrol a pupil.
  • Support teaching and learning. In order to facilitate this, we may share information with the software supplier (listed at the end of this document) to set up the systems needed for pupils and parent/carers to access.
  • Monitor and report on academic progress.
  • Provide appropriate pastoral care (Keeping Children Safe in Education 2018).
  • Assess how well we, as an education provider, are doing.
  • Co-operate with Southampton City Council and external partners to improve the well-being of children, under the duty of the Children Act 2004. Working Together to Safeguard Children (2015)
  • Share information with Southampton City Council and external partners to support the duty to safeguard and promote the welfare of children, under the Children Act 1989, Section 17. Working Together to Safeguard Children (2015)
  • Share data with professionals commissioned by the school or working with a pupil such as the School Nurse or health services.
  • Comply with our statutory duty under the Education (Pupil Information) (England) Regulations 2005 Statutory Instrument and subsequent amendments in The Education (Pupil Information) (England) (Amendment) 2008 to create a Common Transfer File when a child ceases to be registered at a school and becomes a registered pupil at another school in England or Wales. This would also apply to pupils who are dually registered at more than one school.  If a Common Transfer File cannot be sent to a new school when a pupil leaves, one must be sent to the DfE Lost Pupil Database.
  • Provide information via statutory census returns to the DfE and in turn this will be available for the use of Southampton City Council to carry out its official functions, or a task in the public interest. Further information can be found online at https://www.gov.uk/government/publications/school-census-2016-to-2017-guide-for-schools-and-las
  • Send pupil information to Southampton City Council on a regular basis in accordance with our information sharing agreement to enable the local authority to meet its duty under data protection legislation to ensure that the data it holds is accurate and also to carry out its official functions, or a task, in the public interest.
  • Notify Southampton City Council on a termly basis of all pupils on a reduced timetable so that the local authority can comply with statutory Ofsted requests for data at the time of inspection.
  • Comply with the statutory requirements of the Education (Pupil Registration) (England) Regulations 2006 and subsequent amendments, notifying Southampton City Council if a child leaves the school and providing forwarding details. A failure to provide this information will result in pupils being record as a “Child Missing Education”, in accordance with the government definition.
  • Provide attendance information to Southampton City Council so that it’s duties under the Anti-Social Behaviour Act 2003, Section 444 of the Education Act 1996 and Section 36 of the Children Act 1989 (Education Supervision Orders) can be met.
  • Provide exclusion information to Southampton City Council so that its duty Under Section 19 of the Education Act 1996 can be met.
  • Meet our duty to provide information about any exclusions within the last 12 months to the Secretary of State and (in the case of maintained schools and PRUs) the local authority, in accordance with The Education (Information About Individual Pupils) (England) Regulations 2006.
  • When your child applies for further education or training, the school / LA may forward information to colleges or providers in order to aid your child’s transition into further education or training

Department for Education

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:

  • section 3 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.

For more information, please see ‘How Government uses your data’ section.

How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

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)

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.

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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

  • schools
  • local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other government departments and agencies
  • organisations fighting or identifying crime

Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

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

Aged 14+ qualifications

For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the pupil once they reach the age 16.

Data is securely transferred to the youth support service via the Southampton City Council Secure File Transfer website.

Pupils aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • careers advisers

Data is securely transferred to the youth support service via the Southampton City Council Secure File Transfer website.
We may also share certain personal data relating to children aged 16 and over with post-16 education and training providers in order to secure appropriate services for them. A parent/carer can request that only their child’s name, address and date of birth be passed to Southampton Local Authority by informing Mrs Jenny Edwards, Business Manager, at jenny.edwards@woodlands.southampton.sch.uk.   This right is transferred to the child once he/she reaches the age 16.

For more information about services for young people, please visit our local authority website.

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 Mrs Jenny Edwards, Business Manager, at jenny.edwards@woodlands.southampton.sch.uk.

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, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

Contact Information:

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

Mrs Jenny Edwards, Business Manager, at jenny.edwards@woodlands.southampton.sch.uk

If you require more information about how the Local Authority (LA) and/or DfE store and use your information, then please go to the following websites:

If you are unable to access these websites we can send you a copy of this information. Please contact the LA or DfE as follows:

  • Solicitor for Education: Legal Services, Southampton City Council, Ground Floor, Civic Centre, SO14 7LY
  • Public Communications Unit: Department for Education, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT
  • Website: education.gov.uk
  • Email: education.gov.uk/help/contactus
  • Telephone: 0370 000 2288
School postal address Woodlands Community College

Minstead Avenue

Southampton

SO18 5FW

School e-mail address info@woodlands.southampton.sch.uk
School telephone number 02380463303
Software supplier ·         Capita – SIMS, Parent App & InTouch

·         Tucasi – Online Payments

·         CPOMS – Safeguarding

·         MLS – Library system

·         Pearson – Online Exams

·         BCS – ECDL Online Exams

·         Google – Gmail accounts

·         Renaissance Learning – Accelerated Reader programme

·         SISRA – Data analysis tool

·         Groupcall – Emerge

·         Lexia – Reading Enhancement