Enfield Schools are responsible for their own data protection compliance and therefore have individual privacy notices. Please refer to the school website for details.
Information we collect, process, hold and share
Enfield Council in its role at a Local Education Authority keeps a range of data relating to schools and early years settings, to administer services. These include the following:
| Name | Purpose | Data kept (contact, pupil identification, parent/carer identification assumed), consent/legal basis and retention period |
|---|---|---|
| Music service | Manage and organise music education | Details of learning, attendance records, correspondence, free school meals status (for discounts), payments, methods, instrument, level, exams, results. A waiting list is also maintained. Consent on application, 3-year retention. |
| Activities database | Manage and organise group activities, provide records to Arts Council England for grant funding | Attendance records, correspondence, payment reconciliation, application of concessionary rates data, ethnicity, gender and age. Consent on application, retained for 6 months after last attendance. |
| Scholarship database | Enable applications to various funding bodies for scholarships. | Details vary depending on the scholarship qualification requirements. Consent on application, retained for 2 years after scholarship is finished. |
| Finance and school place planning | Manage and organise school budgets | Details of pupils; attendance records; free school meals; exclusions; Education Heath and Care Plan records |
| LHS | Early Years and Families Information | To support children's learning and behaviour; Monitor and report on children's progress; Meet our duties to promote high standards of educational achievements; Provide appropriate care; Monitor the impact of funded 2 year olds and 3 and 4 year olds; assess the quality of our services. |
Basis on which we use this information
We collect and use this information under the Education Act 1996, various enactments relating to the sharing of data with the Department for Education, for example, the Education (Information about Individual Pupils) (England) Regulations 2013. We also collect special category data under the Education Act 1996 and the Children Act 1989 where required. Information outside these enactments is collected and used by consent, for example, voluntary activity data. We will always inform you if you are providing data on a legal basis or if you have a choice about provision.
Who we share this information with
We routinely share children and young person’s information with:
- The Department for Education (DfE) - on a statutory basis under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013
- Youth support services - under section 507B of the Education Act 1996, to enable them to provide information regarding training and careers as part of the education or training of 13 to 19 year olds
- Public health - see the public health section of this notice
- Schools, academies and educational services - for the management and delivery of education
Education and training
We hold information about young people living in our area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special educational need or disability). Under parts 1 and 2 of the Education and Skills Act 2008, education institutions and other public bodies (including the Department for Education (DfE), police, probation and health services) may pass information to us to help us to support these provisions.
Youth support services and pupils aged 13+
Once our pupils reach the age of 13, we pass their contact details to the 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 of youth support service and careers advice.
A parent / guardian can request that only their child’s name, address and date of birth be passed to their provider of youth support services by informing us at the contact details in this notice. This right is transferred to the child/pupil once he/she reaches the age of 16.
Pupils aged 16+
We will also share relevant information about pupils not in education, training or employment (such as their contact details) aged 16+ with the 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 the following services:
- post-16 education and training
- youth support services
- careers advice
Find out more about services for young people.
Why we share this information
We share children and young person’s data with the Department for Education (DfE) on a statutory basis under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013. This data sharing underpins school funding, educational attainment policy and monitoring and enables them to; produce statistics, assess our performance, determine the destinations of young people after they have left school or college and to evaluate Government funded programmes.
We do not share information about children and young people without consent unless the law and our policies allow us to do so.
Data collection requirements
To find out about the data collection requirements placed on us by the Department for Education (for example, via the school census), visit GOV.UK - Data collection and censuses for schools.
The national pupil database
The national pupil database (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.
The law requires us to provide information about our pupils to the DfE as part of statutory data collections. Some of this information is then stored in the national pupil database. The legislation that requires this is the Education (Information About Individual Pupils) (England) Regulations 2013. Find out more about the NPD.
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. Find out more information about the department’s data sharing process.
For information about which organisations the department has provided pupil information, visit GOV.UK - DfE external data shares. You can also contact the DfE.
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 held by their education provider, contact us at the details given in this notice.
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, we request that you raise your concern with us in the first instance at the contact details in this notice. Alternatively, you can contact the Information Commissioner’s Office.