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For families at both Alamiyah settings. It is the full pupil privacy notice covering the personal information we hold about your child, why we hold it, who we are required to share it with, and how to ask for a copy or raise a concern.
At Alamiyah we take our responsibilities as a data controller seriously and are committed to using the personal data we hold in accordance with the law. For more details see Data Protection Policy. This privacy notice provides detailed information about how and why we process personal data. Please read it carefully. If you have questions regarding your personal data, please contact us using the details provided at the end of this notice.
The categories of children's information that we process include:
personal identifiers, contacts and characteristics (such as name, contact details and address)
characteristics (such as ethnicity and languages spoken)
personal information (such as a child's routine and preferences)
safeguarding information (such as court orders and professional involvement)
special educational needs and disability (including the needs, ranking and special provision)
English as an additional language (such as language proficiency, special provision)
medical and administration (such as GP information, health, allergies, medication, dietary requirements)
health and safety (such as children's accidents, incidents, first aid administration, infectious diseases)
attendance (such as sessions attended, no. of absences, absence reasons, previous settings attended)
assessment and attainment
behavioural information (such as exclusions and any relevant alternative provision put in place)
consent (photography, filming, trips, emergency medical care)
funding and financial (such as early years free entitlement information, pupil premium, fees invoices)
The personal data collected is essential, in order for the setting to fulfil its official functions and to meet legal requirements. We collect and use children's information, for the following purposes:
a) to support children's learning
b) to monitor and report on each child's attainment progress
c) to provide appropriate pastoral care
d) to assess the quality of our services
e) to keep children safe (food allergies, or emergency contact details)
f) to meet the statutory duties placed upon us
g) to ensure the continued high quality service and operation of the setting
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing children's information are:
for the purposes of (a), (b), (c) & (d) in accordance with the legal basis of Public task: collecting the data is necessary to perform tasks that settings are required to perform as part of their statutory function
for the purposes of (e) in accordance with the legal basis of vital and legitimate interests: to keep children safe (food allergies, or medical conditions)
for the purposes of (g) in accordance with the legitimate interest of the setting: to keep the setting financially sustainable, operating effectively, to ensure a consistent and high quality educational service
for the purposes of (f) in accordance with the legal basis of Legal obligation: data collected for DfE census information: Section 537A of the Education Act 1996
The Education Act 1996 s29(3)
The Education (Independent School Standards) Regulations 2014
The Education (Pupil Registration) (England) Regulations 2006
The Education (Pupil Registration) (England) (Amendment) Regulations 2013
The Education (Pupil Registration) (England) (Amendment) Regulations 2016
In addition, concerning any special category data:
conditions a, b, c and d of GDPR - Article 9
We obtain children's information via registration forms at the start of each academic year. In addition, when a child joins us from another setting we are sent a secure file containing relevant information. Pupil data is essential for the settings' operational use. Whilst the majority of the information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with GDPR we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.
We hold pupil data securely for the set amount of time shown in our data retention schedule. For more information regarding our data retention schedule and how we keep your data safe, please visit Data Retention and Disposal Policy.
We routinely share children's information with:
the setting that your child will attend after leaving us
our local authority
the Department for Education (DfE)
We do not share information about the children in our care with anyone without consent unless the law and our policies allow us to do so.
As a legal requirement, we routinely share children's details with the LA when children are admitted to or leave the setting. We are also required to pass information to the LA to fulfil specific statutory duties relating to safeguarding which may include attendance information to tackle persistent pupil absence.
We are required to share information about the children in our care with the Department for Education (DfE) for the annual DfE Census for the purpose of data collections, under:
Section 537A of the Education Act 1996
the Education Act 1996 s29(3)
the Education (Pupil Registration) (England) (Amendment) 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.
To find out more about the data collection requirements placed on us by the DfE (for example; via the setting census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
Under GDPR, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or to be given access to your child's educational record, please contact the setting's Data Protection Officer. Their current name and contact details are set out in our Data Protection policy.
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 about the way we are collecting or using your personal data, you should raise your concern with us in the first instance by emailing us on [email protected] or directly to the Information Commissioner's Office at https://ico.org.uk/concerns/
If you would like to discuss anything in this privacy notice, please contact the setting's Data Protection Officer, whose current name and contact details are set out in our Data Protection policy.
If anything in this policy raises a question, please get in touch and we will talk it through with you.
Who may see what about your child, and where it is kept.
The four steps, in order, and the regulators you can go to directly.
What we hold about your child, who we must pass it to, and how to ask for a copy.