Schools, local education authorities and the Department Education (DfE) all hold information on pupils, students and their parents/carers in order to administer children’s education, and in doing so have to adhere to the terms of the General Data Protection Regulation (GDPR). This page will hold all relevant documentation and policies for Lumen Christi schools in relation to Data Protection.
Information Security Policy
Generic Parent/Carer Withdrawal of Consent Form (please ask the school office for help in populating this form if required)
Generic Data Subject Withdrawal of Consent Form (please ask the school office for help in populating this form if required)
Subject Access Requests should be submitted via this email address: SAR@lumenchristi.org.uk
What information do we hold and how do we use it?
SCHOOLS hold information on pupils/students in order to support their teaching and learning, to monitor and report on their progress, to provide appropriate pastoral care, and to assess how well the school as a whole is doing. This information includes contact details, 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 to which the student is transferring, to the Department for Education (DfE), and to the Qualifications and Curriculum Authority (QCA) which is responsible for the National Curriculum and associated assessment arrangements. It may also be disclosed to appropriate health and welfare practitioners.
The LOCAL AUTHORITY uses information about pupils/students to carry out specific functions for which it is responsible, such as the assessment of any special educational needs. It also uses the information 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 children cannot be identified from them.
The QUALIFICATIONS AND CURRICULUM AUTHORITY uses information about students to administer the National Curriculum tests and assessments for Key Stages 1 to 3. The results of these are passed on to DfE in order for it to compile statistics on trends and patterns in levels of achievement. The QCA uses the information to evaluate the effectiveness of the National Curriculum and the associated assessment arrangements, and to ensure that these are continually improved.
The DEPARTMENT FOR EDUCATION uses information about pupils/students for statistical purposes, to evaluate and develop education policy and to monitor the performance of the education service as a whole. The statistics (including those based on information provided by the QCA) are used in such a way that individual children cannot be identified from them. The DfE will feed back to LAs and schools information about their pupils/students where they are lacking this information because it was not passed on by a former school. On occasion anonymised information may be shared with other Government departments or agencies strictly for statistical or research purposes only.
Pupils/Students, as data subjects, have certain rights under the General Data Protection Regulation, 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. If your child wishes to access their personal data, or you wish to do so on their behalf, then please contact the relevant organisation in writing:
- the individual school at their postal address
- Lumen Christi Catholic Multi Academy's Data Protection Officer, Hollie Parrish via St. Thomas Aquinas Catholic School, Wychall Lane, Birmingham B38 8AP
- the LA’s Information Governance, Governance & Policy Team at P.O. Box 16568, Birmingham B2 2FX
- the QCA’s Data Protection Officer at QCA, 83 Piccadilly, London W1J 8QA
- the DfE’s Data Protection Officer at DfE, Caxton House, Tothill Street, London SW1H 9NA
Please note that all rights under the General Data Protection Regulation 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 considered that most children will have a sufficient understanding by the age of 13. We would therefore encourage you to share this note with your child if they are aged 13 or over.
Separately from the General Data Protection Regulation, The Education (Pupil Information) (England) Regulation 2005 provide a pupil/student’s parent (regardless of the age of the student) with the right to view, or to have a copy of, their child’s education record at the school. If you wish to exercise this right you should write to the school.
Parent/Carer data is stored as part of the pupil/student file for purposes of contact and welfare. This information is retained in accordance with our policy for pupil/student data and then safely destroyed.
Individuals applying for jobs within Lumen Christi Catholic Multi Academy are advised that data submitted as part of the application process is securely stored for a maximum of six months post-campaign whereupon it is safely destroyed or transferred to the employee personnel file (where a candidate has been appointed to a position within the organisation).
Information submitted via the talent pool section of websites will be retained on a secure system with limited access for one calendar year from submission whereupon it will be safely destroyed.