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Privacy Notice - Data Protection Act 1998

Schools, including Academies, local education authorities and the Department for Education (the government department which deals with education) all hold information on pupils in order to run the education system, and in doing so have to follow the Data Protection Act 1998. This means, among other things, that the data held about pupils must only be used for specific purposes allowed by law. We are therefore writing to tell you about the types of data held, why that data is held and to whom it may be passed on.

The College holds information on pupils in order to:

 support their teaching and learning

 monitor and report on their progress

 provide appropriate pastoral care

 assess how well the school as whole is doing.

This information includes contact details, National Curriculum assessment results, attendance information, characteristics such as ethnic group, special educational needs and any relevant medical information.

From time to time we are required to pass on some of this data to the Local Authority (LA), to another school/academy to which the pupil is transferring, to the Department for Education (DfE), and other bodies such as examination boards

The Local Authority uses information about pupils to carry out specific functions for which it is responsible, such as

 the assessment of any special educational needs the pupil may have.

 to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual pupils cannot be identified from them.

The Department for Education uses information about pupils for statistical purposes, to evaluate and develop education policy and to monitor the performance of the education service as a whole. The statistics are used in such a way that individual pupils cannot be identified from them. The DfE will feed back to LAs, schools and academies information about their pupils where they are lacking this information because it was not passed on by a former school. On occasion information may be shared with other Government departments or agencies strictly for statistical or research purposes only.

Pupils, as data subjects, have certain rights under the Data Protection Act, including a general right of access to personal data held on them, with parents exercising this right on their behalf if they are too young to do so themselves.  Please note that all rights under the Data Protection Act to do with information about your child rest with them as soon as they are old enough to understand these rights. This will vary from one child to another and you will wish to consider the position for your child, but, as a broad guide, it is reckoned that most children will have a sufficient understanding by the age of 12.  If your child wishes to access their personal data, or you wish to do so on their behalf, then please contact the College Mrs Riggs, Exmouth Community College, Gipsy Lane, Exmouth, EX8 3AF.

Restrictions may apply. The decision will rest with the College regarding all requests from students

Separately from the Data Protection Act, DfE regulations provide a pupil’s parent (regardless of the age of the pupil) with the right to view, or to have a copy of, their child’s educational record at the school. If you wish to exercise this right you should write to the school: Exmouth Community College, Gipsy Lane, Exmouth, EX8 3AF

Providing information to our chosen careers service

For pupils approaching or above age 13 the school may be required to pass on information to the Careers Support Service. This information includes the names and address of the pupil and parent, and any further information relevant to the Careers Support Service's role, which is to support young people, helping them to achieve their potential and to realise benefits from education, learning and employment. However, parents, or the pupil themselves if aged 16 or over, can ask that no information beyond name and address (for pupil and parent) be passed on to the Careers service we employ. If as a parent, or as a pupil aged 16 or over, you do not want a careers support service to receive from us information beyond name and address, then please contact the school

More information:

DfE’s Data Protection Officer at DfE, Caxton House, Tothill Street, LONDON, SW1H 9NA.

Data Protection - Privacy Notice