Data Protection&Freedom of Information Policies

Data Protection&Freedom of Information Policies

St George’s C E Primary School

DATA PROTECTION POLICY

General Statement

The Governing Body of the school has overall responsibility for ensuring that records are maintained, including security and access arrangements, in accordance with Education Regulations and all other statutory provisions.

The Headteacher and Governors of this School intent to comply fully with the requirements and principles of the Data Protection Act 1998.  All staff involved with the collection, processing and disclosure of personal data are aware of their duties and responsibilities within these guidelines.

Enquiries

Information about the school’s Data Protection Policy is available from                                 the Headteacher.  General information about the Data Protection Act can be obtained from the Data Protection Commissioner (Information Line 01625 545 745, website www. dataprotection.gov.uk).

Fair Obtaining and Processing

St George’s C E Primary School undertakes to obtain and process data fairly and lawfully by informing all data subjects of the reasons for data collection, the purposes for which the data are held, the likely recipients of the data and the data subjects’ right of access.  Information about the use of personal data is printed on the appropriate collection form.  If details are given verbally, the person collecting will explain the issues before obtaining the information.

processing” means obtaining, recording or holding the information or data or carrying out any or set of operations on the information or data.

“data subject” means an individual who is the subject of personal data or the person to whom the information relates.

“personal data” means data, which relates to a living individual who can be identified.  Addresses and telephone numbers are particularly vulnerable to abuse, but so can names and photographs be, if published in the press, Internet or media.

“parent” has the meaning given in the Education act 1996, and includes any person having parental responsibility or care of a child.

Registered Purposes

The Data Protection Registration entries for the School are available for inspection, by appointment, at the school office.  Explanation of any codes and categories entered is available from the Headteacher who is the person nominated to deal with Data protection issues in the School.  Registered purposes covering the data held at the school are listed on the school’s Registration and data collection documents.  Information held for these stated purposes will not be used for any other purpose without the data subject’s consent.

Data Integrity

The school undertakes to ensure data integrity by the following methods:

Data Accuracy

Data held will be as accurate and up to date as is reasonably possible.  If a data subject informs the School of a change of circumstances their computer record will be updated as soon as is practicable.  A printout of their data record will be provided to data subjects every twelve months so they can check its accuracy and make any amendments.

Where a data subject challenges the accuracy of their data, the School will immediately mark the record as potentially inaccurate, or ‘challenged’.  In the case of any dispute, we shall try to resolve the issue informally, but if this proves impossible, disputes will be referred to the Governing Body for their judgement.  If the problem cannot be resolved at this stage, either side may seek independent arbitration.  Until resolved the ‘challenged’ marker will remain and all disclosures of the affected information will contain both versions of the information.

Data Adequacy and Relevance

Data held about people will be adequate, relevant and not excessive in relation to the purpose for which the data is being held.  In order to ensure compliance with this principle, the School will check records regularly for missing, irrelevant or seemingly excessive information and may contact data subjects to verify certain items of data. Pupils’ personal data will be checked with parents/guardians at the beginning of each academic year for accuracy.

Length of Time

Data held about individuals will not be kept for longer than necessary for the purposes registered.  It is the duty of the school office staff to ensure that obsolete data are properly erased.

Subject Access

The Data Protection Acts extend to all data subjects a right of access to their own personal data.  In order to ensure that people receive only information about themselves it is essential that a formal system of requests is in place.  Where a request for subject access is received from a pupil, the school’s policy is that:

 Processing Subject Access Requests

Requests for access must be made in writing.

Pupils, parents or staff may ask for a Data Subject Access form, available from the School Office.  Completed forms should be submitted to the Administrator.  Provided that there is sufficient information to process the request, an entry will be made in the Subject Access log book, showing the date of receipt, the data subject’s name, the name and address of requester (if different), the type of data required (eg Student Record, Personnel Record), and the planned date of supplying the information (normally not more than 40 days from the request date).  Should more information be required to establish either the identity of the data subject (or agent) or the type of data requested, the date of entry in the log will be date on which sufficient information has been provided.

Note:  In the case of any written request from a parent regarding their own child’s record, access to the record will be provided within 15 school dates in accordance with the current Education (Pupil Information) Regulations.

Authorised Disclosures

The School will, in general, only disclose data about individuals with their consent.  However there are circumstances under which the School’s authorised officer may need to disclose data without explicit consent for that occasion.

These circumstances are strictly limited to:

A “legal disclosure” is the release of personal information from the computer to someone who requires the information to do his or her job within or for the school, provided that the purpose of that information has been registered. 

An “illegal disclosure” is the release of information to someone who does not need it, or has no right to it, or one which falls outside the School’s registered purposes.

Data and Computer Security 

St George’s C E Primary School undertakes to ensure security of personal data by the following general methods (precise details cannot, of course, be revealed):

Physical Security

Appropriate building security measures are in place, such as alarms, window bars, deadlocks and computer hardware cable locks. Disks, tapes and printouts are locked away securely when not in use.  Visitors to the school are required to sign in and out, to wear identification badges whilst in the school and are, where appropriate, accompanied.

Logical Security

Security software is installed on all computers containing personal data.  Only authorised users are allowed access to the computer files and password changes are regularly undertaken.  Computer files are backed up (ie security copies are taken) regularly.

Procedural Security

In order to be given authorised access to the computer, staff will have to undergo checks and will sign a confidentiality agreement.  All staff are trained in their Data Protection obligations and their knowledge updated as necessary.  Computer printouts as well as source documents are shredded before disposal.

Overall security policy for data is determined by the Headteacher and Governing Body and is monitored and reviewed regularly, especially if a security loophole or breach becomes apparent.  The School’s security policy is kept in a safe place at all times.

Any queries or concerns about security of data in the school should in the first instance be referred to the Headteacher.

Individual members of staff can be personally liable in law under the terms of the Data Protection Acts.  They may also be subject to claims for damages from persons who believe that they have been harmed as a result of inaccuracy, unauthorised use or disclosure of their data.  A deliberate breach of this Data Protection Policy will be treated as disciplinary matter, and serious breaches could lead to dismissal.

Further details on any aspect of this policy and its implementation can be obtained from:

The Headteacher

St George’s C E Primary School

London Road

St Georges

Telford

TF2 9LJ

Date Created:                                          April 2015

 

Date Due for Review:                                       April 2016

 

 

Signed: _________________________ Headteacher

 

 

Signed: _________________________ Chair of Governors

 

ACCESS TO PERSONAL DATA REQUEST

 

DATA PROTECTION ACT 1998     Section 7.

 

Enquirer’s  Surname…………………………

 

Enquirer’s .ForeNames………………………………..

 

Enquirer’s Address   …………………………………………………………………………………

                              …………………………………………………………………………………

                              …………………………………………………………………………………

                              …………………………………………………………………………………

 

Enquirer’s Postcode       ……………………………

 

Telephone Number    ……………………….

 

Are you the person who is the subject of the records you are enquiring about              YES/NO

(i.e. the “Data Subject”)?

 

If NO,

 

Do you have parental responsibility for a child who is the “Data Subject” of the            YES/NO     records you are enquiring about?                                                                                                                                                                                                  

If YES,

 

Name of child or children about whose personal data records you are enquiring           

 

 

……………………………………………………………………..

 

……………………………………………………………………..

 

……………………………………………………………………..

 

……………………………………………………………………..  

 

Description of Concern / Area of Concern

 

 

Description of Information or Topic(s) Requested ( In your own words)

 

 

Additional information.

 

 

Please despatch Reply to:  (if different from enquirer’s details as stated on this form)

 

Name

 

Address

 

Postcode

 

DATA SUBJECT DECLARATION

 

I request that the School search its records based on the information supplied above under Section 7 (1) of the Data Protection Act 1998 and provide a description of the personal data found from the information described in the details outlined above relating to me (or my child/children) being processed by the School.

 

I agree that the reply period will commence when I have supplied sufficient information to enable the School to perform the search.

 

I consent to the reply being disclosed and sent to me at my stated address (or to the  Despatch Name and Address above who I have authorised to receive such information).

 

Signature of “Data Subject” (or Subject’s Parent)              …………………………………………

 

Name of “Data Subject” (or Subject’s Parent) (PRINTED)………………………………………….

 

Dated                                                                          …………………………………………

 

 

 

 Freedom of Information - Publication Scheme

Information to be published. 

How the information can be obtained

Cost

Class 1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

 

This will be current information only

 

  • Who’s who in the school

 

  • Who’s who on the governing body / board of governors and the basis of their appointment

 

  • Instrument of Government

 

  • Contact details for the Head teacher and for the governing body, via the school

 

  • School prospectus

 

  • Annual Report (if any)

 

  • Staffing structure

 

  • School session times and term dates

 

  • Address of school and contact details, including email address.

 

 

 

 

 

 

School Website

http://www.stgeorgescofe.education/

 

 

 

 

 

 

 

 

 

 

 

 

School Website

http://www.stgeorgescofe.education/

 

 

 

 

Class 2 – What we spend and how we spend it

(Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)

 

Current and previous financial year as a minimum

(hard copy and/or website)

 

Annual budget plan and financial statements

 

Capital funding

 

Financial audit reports

 

Details of expenditure items over £2000

 

Procurement and contracts the school has entered into

 

Pay policy

 

Staff allowances and expenses that can be incurred or claimed

Staffing, pay and grading structure. As a minimum the pay information should include salaries for senior staff (Senior Leadership Team or equivalent as above) in bands of £10,000; for more junior posts, by salary range.

 

Governors’ allowances that can be incurred or claimed, and a record of total payments made to individual governors.

 

 

 

 

Hard Copies available on request

 

 

 

 

 

 

 

 

 

 

Hard Copies available on request

 

Class 3 – What our priorities are and how we are doing

(Strategies and plans, performance indicators, audits, inspections and reviews) Current information as a minimum

(hard copy or website)

 

School profile

 

  • Performance data supplied to the English Government or a direct link to the data

 

  • The latest Ofsted report
     - Summary
     - Full report

 

  • Post-inspection action plan

 

 

 

 

School profile available on-line:

http://schoolsfinder.direct.gov.uk/8943154/school-profile/english/2005/

 

and School website

http://www.stgeorgescofe.education/

 

 

 

Performance management policy and procedures adopted by the governing body.

 

Hard Copy on request

 

The school’s future plans; for example, proposals for and any consultation on the future of the school, such as a change in status

 

Hard Copy on request

 

Safeguarding and child protection

 

School Prospectus on website

 

Class 4 – How we make decisions

 

(hard copy or website)

 

Admissions policy

 

School Website

http://www.stgeorgescofe.education/

Telford and Wrekin Council Admissions 01952 385385

http://www.telford.gov.uk/info/20026/school_admissions

 

Agendas and minutes of meetings of the governing body and its committees. (NB this will exclude information that is properly regarded as private to the meetings). Current Info only

 

Available on request

 

Class 5 – Our policies and procedures

(Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only.

 

(hard copy or website)

 

Records management and personal data policies, including:

  • Information security policies
  • Data protection (including information sharing policies)

 

  • Records retention, destruction and archive policies (T&W Policy)

 

 

School Website

 

 

Available on request

 

Charging regimes and policies.

School Website

Contained within prospectus

http://www.stgeorgescofe.education/

 

Pupil and Curriculum Policies:

  • Positive Behaviour Support Policy
  • Relationship and Sex Education
  • Special Educational Needs
  • Home-School Agreement (Working in Partnership with Parents)
  • Child Protection Policy

 

Other School Policies:

  • Health and Safety
  • Accessibility Plan
  • Complaints Procedure
  • Equality Policy

 

 

 

School prospectus /website

http://www.stgeorgescofe.education/

 

 

Available on request

 

Other Statutory Documents:

  • Central record of recruitment and vetting checks
  • Premises Management documents
  • Governors and Headteacher Register of Business Interests
  • Staff Conduct, Discipline and Grievance

 

 

 

Available on request

 

Class 6 – Lists and Registers

 

Currently maintained lists and registers only (this does not include the attendance register).

 

(hard copy or website; some information may only be available by inspection)

 

Curriculum circulars and statutory instruments (Any statutory instruments, departmental circulars and administrative memoranda sent by the DfE to the Headteacher or governing body relating to the curriculum).

Available on request

 

Asset register

 

School Inventory and ICT inventory

Hard copy

 

Any information the school is currently legally required to hold in publicly available registers

 

On request

 

Class 7 – The services we offer

(Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses-current only)

(hard copy or website; some information may only be available by inspection)

 

Extra-curricular activities

 

Weekly newsletter available on-line

http://www.stgeorgescofe.education/

 

 

Out of school clubs

 

School Website

http://www.stgeorgescofe.education/

 

 

School publications, leaflets, books and newsletters

 

Hard copies available in school

Newsletter on-line

http://www.stgeorgescofe.education/

 

 

 

SCHEDULE OF CHARGES

 

This describes how the charges have been arrived at and should be published as part of the guide.

 

 

TYPE OF CHARGE

DESCRIPTION

 

BASIS OF CHARGE

Disbursement cost

Photocopying/printing @ 1p per sheet (black & white)

 

Actual cost 0.59p per sheet plus hire charges

 

Postage

Actual cost of Royal Mail standard 2nd class

 

Other

 

 

 

 

 

St George’s C E Primary School

Freedom of Information Policy

Categories of information published

The classes of information that we undertake to make available are organised into four broad topic areas:

School Prospectus – information published in the school prospectus.

Governors’ Documents – information published in the On-line School Profile and in other governing body documents

Pupils & Curriculum – information about policies that relate to pupils and the school curriculum.

School Policies and other information related to the school - information about policies that relate to the school in general.

How to request information

If you require a paper version of any of the documents within the scheme, please contact the school by telephone, email or letter. Contact details are set out below.

Mr Shaun Tyas

Headteacher

Contact Address: St George’s C E Primary School, London Road, St Georges, Telford

TF2 9LJ

Telephone: 01952 387750

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

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

Paying for information

Single copies of information covered by this publication are provided free. 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 or videos we will let you know the cost before fulfilling your request.

Feedback and Complaints

We welcome any comments or suggestions you may have about this scheme. Please write to: Mr Shaun Tyas, Headteacher, St George’s C E Primary School, London Road, St Georges, Telford TF2 9LJ

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.ico.gov.uk)

 

Date Created:                                          April 2015

Date Due for Review:                                       April 2016

 

Signed: _________________________ Headteacher

 

Signed: _________________________ Chair of Governors