gdpr system report

Central Primary School

GDPR Privacy Notice Summary Report

Date: 23/10/2021Data Protection Officer: Linda Papaioannou

01670 810570

Produced by the Northumberland GDPR Tool

Introduction

Under the General Data Protection Regulations (GDPR), individuals have a right to be informed about how theschool uses any personal data that we hold about them. This report provides information on the kinds of personaldata we hold as a school and why and how we might use it.

Schools use a variety of personal data as part of their work and we take great care to ensure that this informationis kept safe and secure. Personal data includes things like names, addresses and age, information that we needin order to comply with our statutory role in educating pupils.

Most of this data is essential and does not require your consent to use it. Some personal data is not essential andfor that, depending on age, we require the consent of either the pupil or parent. An example of the kind of datathat needs consent would be using pupil photographs on the school website.

In this GDPR Privacy Notice summary report, you will find a complete list of all the systems the school uses whichhold personal data. The report also contains additional information such as what personal data items are held, thelegal basis for doing this, along with a description of the system, why the school processes the data and who it isshared with.

If you have any queries about this document or any other issue relaing to personal data, please contact the schoolData Protection Officer, whose name is on the front of the pack.

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Systems included in this report

System Name Description Special Category

Accelerated Reader Accelerated Reader gives teachers the informationthey need to monitor students’ reading practice andmake informed decisions to guide their future learning.

Accident book Log of accidents / minor injuries in school

Accident Report Form ACC1 form for reporting accidents to NCC

Assessment Records Electronic and paper mark books

Attendance file Attendance information about pupils and classes yes

Behaviour Files - Paper (inclass)

Information relating to the behaviours of particularpupils

yes

Busy Things Use our comprehensive collection of interactive gamesand activities, learning tools, and engaging primaryschool resources to help you breathe life into thecurriculum! There’s an exciting resource to help youteach every subject, including English and literacy,phonics, maths, science, history, geography, art andmusic. From Early Years right through Key Stage 1and 2, the children will be highly engaged and will,quite frankly, love you for it! You can see our games inaction and learn more about how Busy Things worksover on our videos page.

CCTV CCTV

Child Protection Records -Electronic

Records relating to child protection issues forindividual pupils

yes

Child Protection Records -Paper

Records relating to child protection issues forindividual pupils

yes

Class Dojo Class Dojo is a classroom management and behaviourrewards system which includes a digital portfolio forpupils which can be accessed by staff, pupils andparents?/carers.

Consent for educational visits Consent information for all educational visits includingday trips and residential visits

yes

CPOMS CPOMS - Safeguarding and Child Protection Softwarefor Schools Secure online monitoring of childprotection, safeguarding and wider student pastoralwelfare for schoolls. CPOMS is software application formonitoring child protection, safeguarding and a wholerange of pastoral and welfare issues. Workingalongside a school’s existing safeguarding processes,CPOMS is an intuitive system to help with the

yes

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management and recording of child protection,behavioural issues, bullying, special educationalneeds, domestic issues and much much more. UsingCPOMS, schools can ensure that students are safeand fully supported, whilst school staff can focus onteaching and providing support, instead ofadministration.

Data tracking spreadsheets Spreadhseets (excel) to track progress of children overthe course of their school career.

yes

Dietary requirementsinformation sheets

Required documents for specific chidlren with severeallergies / intolerances and religious observations(food)

yes

Earwig assessment, recordingand reporting

Earwig is a software package designed to turn thewhole business of providing teaching evidence,making assessments, tracking progress and reportinginto a pleasure rather than a chore. It is one integratedsystem but comes in three flavours... EARWIGCLASSIC for schools that want to capture magicmoments engage parents and stay organised.EARWIG ASSESSMENT for schools that want asimple tool to speed up assessment, tracking andreporting. EARWIG PORTFOLIO for secondaryschools that want students to evidence and presentprogress in non-core subjects.

yes

EVOLVE visits An online system for the planning, approval andmanagement of educational visits, sports fixtures andextra-curricular activities.

Google Classroom A free and easy tool helping educators efficientlymanage and assess progress, while enhancingconnections with learners from school, from home, oron the go.

Google drive for education suite of online tools for staff and pupils, includingGoogle drive, docs, slides, sheets, gmail and Googleclassroom.

Governance Details of all members of the Governing Body

Health & Safety Records pertaining to Health & Safety

Local Authority moderation ofwork

The Local Authority arranges a number of meetingswith groups of schools where pupil work is presentedalong with grades and cross moderated to ensureconsistency of assessment in schools across theCounty.

Looked After Children Records- Electronic

Information relating to children who are in Looked AfterCare

yes

Looked After Children Records- Paper

Information relating to children who are Looked After yes

Mathletics _ online numeracyactivities

Mathletics is a captivating online learning spaceproviding students with all the tools they need to be

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successful learners, both in the classroom andbeyond. Powerful courses aligned to the variousNational Curricula of the UK & Ireland, fromFoundation Stage to Key Stage 5, matched withdynamic tools and reporting for teachers. Mathleticssupports and caters to each teacher’s unique blend ofstudent-driven learning and teacher-led instruction.

Medical Files - Electronic Information in respect of specific medical needs of anindividual student

yes

Medical Files - Paper Information in respect of specific medical needs of anindividual student

yes

Medical log File of medical information for each child: asthma,medication administered, heath care plans, riskassessments

yes

Nursery (Early Years) files Early years registration information and fundinginformaiton for Early Years entitlement, hours takeneach week

yes

Oak Acadamy Oak National Academy provides free video lessons,slides and worksheets to support teachers and pupilsto keep learning. Created by teachers in response tocoronavirus, the resources are freely available, tocomplement schools’ own teaching. Lessons cover abroad range of subjects, from reception to year 11.There are no sign-ups or logins required.

Office 365 Suite of online tools for staff and pupils, includingOneDrive, Word, Powerpoint, Excel, Outlook, Videoand Teams.

Parents Evening BookingSystem

Online booking system for parents evenings and otherschool events.

Personnel files Information relating to staff employment

Photographs and videos of staffand pupils.

Permission to display staff and pupil photographs(unnamed) and video on the school website and socialmedia platforms.

PIRA - Rising stars (Wordblaze) Reliably assess reading attainment and progress withtermly standardised reading tests Progress in ReadingAssessment (PiRA) termly tests produce standardisedresults and age related scores to enable schools totrack pupil progress term by term, predict futureprogress and benchmark performance against nationalaverages.

yes

Purple Mash The all-in-one Edtech solution for your Primary School.Embed computing and digital skills across your wholecurriculum with award-winning teaching and learningsoftware for KS1 and KS2.

RealSmart Realsmart provides a website that improvescommunication and makes collaboration easy! GoogleApps for Education and your online learning and

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tracking tools wrapped into one school websitebringing your whole school online!

Recruitment information Part of the job application process yes

Registers Daily register, after school club registers, lunch register

Safeguarding Records -Electronic

Records relating to safeguarding of children yes

Safeguarding Records - Paper Records relating to safeguarding of children yes

School360 Learning platform for Northumberland schools withlinks to 3rd party educational resource providers.

yes

Schoolcomms Communication app for parents

Seesaw Seesaw - Student driven digital portfolios and simpleparent communication.

SEND electronic records Records relating to Special Educational Needs andDisability for individual pupils

yes

Send Paper Records Records relating to individual pupil's SEND history yes

SIMS SIMS is a management information system used bymaintained schools in the UK. It provides, teachers,senior leaders and support staff with the tools toefficiently manage daily school life and driveimprovement in their schools.

yes

Social media sites e.g. Twitter,Facebook

Social Media tool used to inform parents about eventsin school and celebrate children's achievement.

Tapestry An online journal recording all the learning and fun ofchildren's early years education.

Target Tracker Pupil assessment and tracking software?. yes

Thrive Social and Emotional Screening Programme yes

Times Tables Rock Stars Online times tables practice and testing.

Visitor book Log of all visitors into school / fire regulations

Wonde Manages transfer of data from Sims MIS to School360. yes

Zoom Zoom helps businesses and organizations bring theirteams together in a frictionless environment to getmore done. Our easy, reliable cloud platform for video,voice, content sharing, and chat runs across mobiledevices, desktops, telephones, and room systems.

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System used: Accelerated Reader

Owner Central Primary School

Description Accelerated Reader gives teachers the information they need to monitorstudents’ reading practice and make informed decisions to guide theirfuture learning.

Personal Data Items Pupil

NameClass

Staff

Name

Why is it being processed? To generate information on the reading abilities of pupils

Who is data shared with? Not shared

System used: Accident book


Description Log of accidents / minor injuries in school


NameclassInjuryfirst aid

Why is it being processed? To record injuries in school

Who is data shared with? Parents

System used: Accident Report Form


Description ACC1 form for reporting accidents to NCC


NameDOBGenderAddressTelephone numberDate and time of accidentnature of injuryPlace of accident

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First aidCircumstancesAction takenWitness information

Staff member

NameOccupationDOBGenderAddressTelephone numberDate and time of injurynature of injuryplace of accidentFirst aidCircumstancesAction takenWitness information

Why is it being processed? Statutory obligations to comply with Health and Safety regulations.

Who is data shared with? NCC / parents

System used: Assessment Records


Description Electronic and paper mark books

Personal Data Items Child

NameGenderDisadvantaged cohortSEND CodeKey Stage 2 Assessment dataInternal Assessment Data

Why is it being processed? To track student achievement and report to parents


System used: Attendance file


Description Attendance information about pupils and classes


Name

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DOBClassGenderUPNAddressTelephone numberParental contactEthnic originCurrent attendancePast attendance

Why is it being processed? To regularly check pupil's attendance towards a desired goal

Who is data shared with? EWO and other agencies as required / parents

System used: Behaviour Files - Paper (in class)


Description Information relating to the behaviours of particular pupils

Personal Data Items Pupils

NameDate of BirthAddressHealth NeedsEducational Behavioural NeedsSocial Care Status

Parents/Carers

NameAddressContact Details

Staff

NamePosition

External Support Workers

NameOrganisationPositionAddressContact Details

Why is it being processed? To ensure access to education appropriate to needs

Who is data shared with? External support workers as applies

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System used: Busy Things


Description Use our comprehensive collection of interactive games and activities,learning tools, and engaging primary school resources to help youbreathe life into the curriculum! There’s an exciting resource to help youteach every subject, including English and literacy, phonics, maths,science, history, geography, art and music. From Early Years rightthrough Key Stage 1 and 2, the children will be highly engaged and will,quite frankly, love you for it! You can see our games in action and learnmore about how Busy Things works over on our videos page.


Name

Teacher

Name

Why is it being processed? https://www.busythings.co.uk/gdpr

Who is data shared with? https://www.busythings.co.uk/gdpr

System used: CCTV


Description CCTV

Personal Data Items Staff

Images

Child

Images

Visitor

Images

Why is it being processed? Safeguarding

Who is data shared with? Police in event of criminal investigations

System used: Child Protection Records - Electronic


Description Records relating to child protection issues for individual pupils


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NameDate of BirthAddressHealth NeedsSocial Care StatusEducational NeedsChild Protection Plan/Actions

Parents


Staff

NamePosition

Social Care Worker




Why is it being processed? Statutory obligations and to support educational entitlement

Who is data shared with? Social Workers, Parent/Carers as appropriate, some information sharedwith key workers, health care professionals and Police, receiving school

System used: Child Protection Records - Paper


Description Records relating to child protection issues for individual pupils


Name Date of BirthAddressHealth NeedsSocial Care StatusEducational needsChild Protection Plan/Actions

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Parents/Carers


Staff

NamePosition

Social Care Worker





Who is data shared with? Social Workers, Parent/Carer as appropriate, some information sharedwith key workers, health care professionals and Police, receiving school

System used: Class Dojo


Description Class Dojo is a classroom management and behaviour rewards systemwhich includes a digital portfolio for pupils which can be accessed bystaff, pupils and parents?/carers.


NamePhone numberemailPasswordDevice idGenderSchoolSchool addressGeo LocationPhotos, Videos, Docs and audioIP address

Pupil

Name

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PasswordAgeSchoolIP Address

Parent/carer

NamePhone numberEmail addressPasswordDevice idGenderSchoolGeo locationIP Address

Why is it being processed? To provide access to the online curriculum and classroom management?tools

Who is data shared with? Shared within school

System used: Consent for educational visits


Description Consent information for all educational visits including day trips andresidential visits


NameDOBHealth conditionsMedicationDietary requirementsContact informationFamily doctor

Why is it being processed? To ensure school has up to date information when taking children off site

Who is data shared with? NCC or medical practitioners / providers

System used: CPOMS


Description CPOMS - Safeguarding and Child Protection Software for Schools Secureonline monitoring of child protection, safeguarding and wider studentpastoral welfare for schoolls. CPOMS is software application formonitoring child protection, safeguarding and a whole range of pastoraland welfare issues. Working alongside a school’s existing safeguardingprocesses, CPOMS is an intuitive system to help with the managementand recording of child protection, behavioural issues, bullying, special

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educational needs, domestic issues and much much more. UsingCPOMS, schools can ensure that students are safe and fully supported,whilst school staff can focus on teaching and providing support, instead ofadministration.


NameClassDetails of incidentAdmission DateDOBSEN, with statusMedical ConditionsUPNPupil PremiumReligionEALLACYear GroupEthnicityFirst LanguagePregnancy

Main contact

NameTelephone Number

Why is it being processed? To comply with statutory obligations regarding safeguarding and childprotection. To provide a secure repository for personal data and ensurethat records are effectively maintained.

Who is data shared with? School staff, subsequent school if using CPOMS, Meritec for support,outside agencies, parents.

System used: Data tracking spreadsheets


Description Spreadhseets (excel) to track progress of children over the course of theirschool career.

Personal Data Items pupil

Namedate of birthgenderclassyearFSMSENAssessment info

Why is it being processed? Processing this data is necessary for the completion of a public task and

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for the school to meet statutory requirements

Who is data shared with? Different elemetns of data are shared with different parties including:other staff, Governors and parents

System used: Dietary requirements information sheets


Description Required documents for specific chidlren with severe allergies /intolerances and religious observations (food)


NameDOBDietary information

Why is it being processed? Health and safety - to avoid children coming into contact with specificfoods

Who is data shared with? n/a

System used: Earwig assessment, recording and reporting


Description Earwig is a software package designed to turn the whole business ofproviding teaching evidence, making assessments, tracking progress andreporting into a pleasure rather than a chore. It is one integrated systembut comes in three flavours... EARWIG CLASSIC for schools that want tocapture magic moments engage parents and stay organised. EARWIGASSESSMENT for schools that want a simple tool to speed upassessment, tracking and reporting. EARWIG PORTFOLIO for secondaryschools that want students to evidence and present progress in non-coresubjects.


Nameemail addressPositionClassClubs

Pupil

NameGenderAgeClassClubsUPNSEND info

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Parents

NameAddressEmail address

Why is it being processed? To provide access to assessment, recording and reporting software.

Who is data shared with? Shared internally in school.

System used: EVOLVE visits


Description An online system for the planning, approval and management ofeducational visits, sports fixtures and extra-curricular activities.


Namee-mail addressIP addressLocation dataQualifications

Pupil

NameDate of BirthUPN

Why is it being processed? To reduce paperwork, simplify procedures, produce self-review andinspection preparation data, and improve staff confidence in that theyautomatically follow both employer, and National Guidelines.

Who is data shared with? 'The only time that any information will be shared by us outside of ourservices is where our Customer has asked us to configure the service sothat it shares certain data with specified third party programs includingcalendars.'

System used: Google Classroom


Description A free and easy tool helping educators efficiently manage and assessprogress, while enhancing connections with learners from school, fromhome, or on the go.

Personal Data Items Teacher

Name

Child

Name

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Why is it being processed? https://policies.google.com/privacy?hl=en-GB#infocollect

Who is data shared with? https://policies.google.com/privacy?hl=en-GB#infocollect

System used: Google drive for education


Description suite of online tools for staff and pupils, including Google drive, docs,slides, sheets, gmail and Google classroom.


NameClasses / groupsGmail address

Pupil

NameClasses / groupsGmail address

Governor

NameGmail address

Why is it being processed? To provide Google drive for education to staff, pupils and governors.

Who is data shared with? Staff and Pupils

System used: Governance


Description Details of all members of the Governing Body

Personal Data Items Name

NameAddressContact DetailsPhotosAttendance at MeetingsPecuniary Interests

Why is it being processed? Statutory Requirement

Who is data shared with? Local Authority and the general public

System used: Health & Safety

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Description Records pertaining to Health & Safety


NameContact detailsD.o.BRecord of Accident/Incident

Child


Visitor


Why is it being processed? To ensure Health and Safety Regulations are followed

Who is data shared with? NCC, school staff and parents

System used: Local Authority moderation of work


Description The Local Authority arranges a number of meetings with groups ofschools where pupil work is presented along with grades and crossmoderated to ensure consistency of assessment in schools across theCounty.

Personal Data Items School

Name

Staff

Initials

Pupil

InitialsGenderUnique pupil number (UPN)

Why is it being processed? As part of the statutory? requires for assessment and moderation inschools

Who is data shared with? Other NCC staff

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System used: Looked After Children Records - Electronic


Description Information relating to children who are in Looked After Care


NameDate of BirthAddressPersonal Education PlanHealth NeedsSocial Care NeedsEducational NeedsFamily Background

Parents & Carers

NameContact DetailsAddress

Staff

NamePosition

External Support


Why is it being processed? To support the education of children who are Looked After

Who is data shared with? Social Workers, Local Authority, Carers, Receiving school

System used: Looked After Children Records - Paper


Description Information relating to children who are Looked After


NameDate of BirthAddressPersonal Education PlanHealth Needs

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Social Care NeedsEducational NeedsFamily Background

Parents & Carers

NameContact DetailsAddress

Staff

NamePosition



Why is it being processed? To support the education of children who are Looked After

Who is data shared with? Social Workers, Local Authority, Carers, Receiving School

System used: Mathletics _ online numeracy activities


Description Mathletics is a captivating online learning space providing students withall the tools they need to be successful learners, both in the classroomand beyond. Powerful courses aligned to the various National Curricula ofthe UK & Ireland, from Foundation Stage to Key Stage 5, matched withdynamic tools and reporting for teachers. Mathletics supports and catersto each teacher’s unique blend of student-driven learning and teacher-ledinstruction.


NameSchoolYear groupTest results

Staff

NameSchool

Why is it being processed? To Provide secure individual access to the online learning materials

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Who is data shared with? School staff

System used: Medical Files - Electronic


Description Information in respect of specific medical needs of an individual student


NameDate of BirthAddressHealth NeedsSocial Care StatusEducational NeedsMedical HistoryMedication Details

Parents/Carers


Staff

NamePosition



Why is it being processed? To ensure access to education

Who is data shared with? Parents/Carers (as appropriate), Social Workers, Health CareProfessionals, receiving schools, LA workers (as appropriate)

System used: Medical Files - Paper


Description Information in respect of specific medical needs of an individual student


NameDate of BirthAddress

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Health NeedsSocial Care StatusEducational NeedsMedical HistoryMedication Details

Parents/Carers


Staff

NamePosition


NameOrganisationPositionaddressContact details

Why is it being processed? To ensure access to education

Who is data shared with? Parents/Carers (as appropriate); Social Workers; Health CareProfessionals, receiving schools, LA workers as appropriate

System used: Medical log


Description File of medical information for each child: asthma, medicationadministered, heath care plans, risk assessments


NameInhaler / medication information (doseage)DOBClassMedical conditionSigns and symptomsTreatmentParental consentName of medication and doseSide effectsStorage requirementsSpecial equipmentTesting neededAccess to food drinkDietary requirementStaff support

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Contingency arrangementsFamily / emergency contactsHazardRiskControl measures / risk evaluation

Why is it being processed? Health and safety of child

Who is data shared with? Staff, NCC and NHS professionals

System used: Nursery (Early Years) files


Description Early years registration information and funding informaiton for EarlyYears entitlement, hours taken each week


NameDOBGenderAddressDocuments seen / recordedParents Nat. Insurance NumberEligibility codeReligionEmail addressTelephone numberParent work detailsEmergency contact detailsFormer placementsMedical informationEthnic originSEN informationEALArmed forcesMeal arrangementsParental consent: medicine, photos, website, school publications,press, local excursionsStart datesDesired sessions

Why is it being processed? To ensure registration of chidlren into school and that children receivetheir entitlements

Who is data shared with? School staff, NCC, outside agencies as required

System used: Oak Acadamy


Description Oak National Academy provides free video lessons, slides andworksheets to support teachers and pupils to keep learning. Created by

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teachers in response to coronavirus, the resources are freely available, tocomplement schools’ own teaching. Lessons cover a broad range ofsubjects, from reception to year 11. There are no sign-ups or loginsrequired.


Name

Pupil

NameAge

Why is it being processed? https://privacy.thenational.academy/

Who is data shared with? https://privacy.thenational.academy/

System used: Office 365


Description Suite of online tools for staff and pupils, including OneDrive, Word,Powerpoint, Excel, Outlook, Video and Teams.


NameClasses

Pupil

Name

Governor

Name

Why is it being processed? To provide OneDrive for education to staff, pupils and governors.

Who is data shared with? N/A

System used: Parents Evening Booking System


Description Online booking system for parents evenings and other school events.


NameEmailClasses

Pupil

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NameClassesYear

Parent

NameEmail

Why is it being processed? To provide parents/carers with an online system for booking parentsevening and other school events.

Who is data shared with? Shared with individual? parents and appropriate staff.

System used: Personnel files


Description Information relating to staff employment


NameAddressTelephone numbere-mail addressNational Insurance NumberQualificationsDOBContractPayroll no.Employment historyReferencesLeave of absenceDBS checked

Why is it being processed? Necessary for employment

Who is data shared with? NCC and/or HR provider and/or Payroll provider

System used: Photographs and videos of staff and pupils.


Description Permission to display staff and pupil photographs (unnamed) and videoon the school website and social media platforms.


NamePhotographVideo

Pupil

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Photograph (unnamed)Video (unnamed)

Governor

NamePhotograph

Why is it being processed? To celebrate the life and work of the school.

Who is data shared with? The public

System used: PIRA - Rising stars (Wordblaze)


Description Reliably assess reading attainment and progress with termly standardisedreading tests Progress in Reading Assessment (PiRA) termly testsproduce standardised results and age related scores to enable schools totrack pupil progress term by term, predict future progress and benchmarkperformance against national averages.


Name

Staff

NameJob titleemail addressTelephone number

Pupil

NameAgeDate of birthGenderEthnic originFirst LanguageUnique pupil numberPupil premium informationAssessment results

Why is it being processed? To provide access to a range of Rising stars resources including PIRA forstandardised reading tests.

Who is data shared with? Staff

System used: Purple Mash


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Description The all-in-one Edtech solution for your Primary School. Embed computingand digital skills across your whole curriculum with award-winningteaching and learning software for KS1 and KS2.


NameYear GroupSchoolAge

Staff

NameSchool

Why is it being processed? To provide online access to a range of Edtech software.


System used: RealSmart


Description Realsmart provides a website that improves communication and makescollaboration easy! Google Apps for Education and your online learningand tracking tools wrapped into one school website bringing your wholeschool online!


NameSchoolMIS idClasses

Pupil

NameUPNClassesAttendanceAchievement and behaviour

Why is it being processed? To provide staff and pupils with access to an online learning environmentwith a range of tools including Google drive for education.

Who is data shared with? Staff & Pupils

System used: Recruitment information


Description Part of the job application process

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Personal Data Items Name

NameDOBAddressEducational establishments attendedQualificationsDisciplinary RecordsAppraisal RecordsSalary information

Why is it being processed? As part of the recruitment process

Who is data shared with? Governors/ shortlisting panel/ SIP/ HR

System used: Registers


Description Daily register, after school club registers, lunch register


NameAddressDate of BirthLunch StatusAttendance

Why is it being processed? To monitor children's attendance - legal obligation.

Who is data shared with? School staff, after school club providers

System used: Safeguarding Records - Electronic


Description Records relating to safeguarding of children



Parent/Carers


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Staff

NamePosition

Social Care Worker





Who is data shared with? Parent/Carer as appropriate, key workers as appropriate, LA workers asappropriate, Police

System used: Safeguarding Records - Paper


Description Records relating to safeguarding of children



Parent/Carers


Staff

NamePosition

Social Care Worker

NameAddress

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Contact Details




Who is data shared with? Parent/Carer as appropriate, key workers as appropriate, LA workers asappropriate, Police

System used: School360


Description Learning platform for Northumberland schools with links to 3rd partyeducational resource providers.


NameSchool idClass/GroupYearUPN (Unique Pupil Number)GenderAttendance (If School360 used for registration)Pupil concern reportsEYFS reflections

Staff

NameStaff Alternative e-mail addressTeacher pupil notes

Why is it being processed? To facilitate setting up and access to the County learning platform -School360

Who is data shared with? SIMs Wonde Frog Learning Just2easy Interactive Resources

System used: Schoolcomms


Description Communication app for parents


NameAttendance data

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Parent

NameAddresse-mail addressMobile number

Why is it being processed? To allow regular communication between the school and parent, plusattendance data and payment information if the school chooses thesemodules.

Who is data shared with? 'We may pass your own details to another organisation to supply/deliverproducts or services you have purchased and/or to provide after-salesservice. We share data with our Payments Processing Service Providerswhen you make a purchase using our Payments module. This informationwill be used to authenticate you as a cardholder when making credit ordebit card transactions. This data includes name, mobile phone number,email address.'

System used: Seesaw


Description Seesaw - Student driven digital portfolios and simple parentcommunication.


NameSchoolClasses

Pupil

NameSchoolYearClasses

Why is it being processed? To provide Staff and pupil accounts on Seesaw and to enable theproduction of pupil portfolios.

Who is data shared with? Not shared

System used: SEND electronic records


Description Records relating to Special Educational Needs and Disability for individualpupils


NameDate of Birth

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AddressHealth NeedsSocial Care StatusEducational NeedsSEND History

Parents / Carers

NameAddressContact details

Staff

NamePosition


NameOrganisationPositionAddressContact details

Why is it being processed? To ensure appropriate levels of support for the student in relation SENDneeds

Who is data shared with? Parents/Carers as appropriate; Social Workers; Health CareProfessionals; Receiving Schools; Youth Offending Teams (casedependent); LA Workers as appropriate

System used: Send Paper Records


Description Records relating to individual pupil's SEND history


NameDate Of BirthAddressMedical InformationHealth & Social CareSpecific Educational NeedsInterventions In Place

Parents


Staff

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NamePosition

External Support


Why is it being processed? To support educational entitlement to meet statutory obligations

Who is data shared with? Case workers, Parents, local Authority and Receiving Schools

System used: SIMS


Description SIMS is a management information system used by maintained schools inthe UK. It provides, teachers, senior leaders and support staff with thetools to efficiently manage daily school life and drive improvement in theirschools.


NameDate of birthAddressTitleGenderClassYearParent/carer nameUPNDietary RequirementsMedical informationAttendance/exclusionFSMSENAssessment informationChild Protection PlanSchool historyLooked After Information

Parent/Carer

NameAddressPhone numberemail addressGenderTitleDOBParental responsibility

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LanguageOccupation

Staff

NameAddressPhone numberemail addressTitleGenderDOBNI NumberEthnicityBank Account InformationQualificationsDisability & Medical InformationReligionMarital statusLanguagePassport InformationDietary requirementsAbsencesCar informationNext of KinPayroll numberDBS Information

Why is it being processed? Processing of this data is necessary for the completion of a public taskand for the school to meet statutory requirements.


System used: Social media sites e.g. Twitter, Facebook


Description Social Media tool used to inform parents about events in school andcelebrate children's achievement.


Photos (unnamed)Videos (unnamed)School nameClasses

Why is it being processed? Unnamed photos of pupils and their work are used on the site

Who is data shared with? Information shared with parents

System used: Tapestry


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Description An online journal recording all the learning and fun of children's earlyyears education.


NameAddressEmail address and name of person who pays for service in school

Pupil

NameDate of birthNotes on progressPhotographsVideosAddress

Parent

Nameemail address

Staff

NameEmail address

Why is it being processed? To provide access to an online early years journal which records pupilactivity and progress throughout the year.

Who is data shared with? The child's? new school if it uses Tapestry.

System used: Target Tracker


Description Pupil assessment and tracking software?.


NameEmail address

Pupils

NameDate of birthAgeClassesEthnicitySEN dataPupil premium eligibilityPerformance dataAttendance data

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Why is it being processed? To help track progress and set targets for pupils.

Who is data shared with? School Staff

System used: Thrive


Description Social and Emotional Screening Programme


NameDOBClassYear GroupUPNAssessment informationLAC

Staff

NameClass

Why is it being processed? Social & emotional development tracking


System used: Times Tables Rock Stars


Description Online times tables practice and testing.


NameEmail addressSchool nameSchool address

Pupil

NameYear groupMaths group

Why is it being processed? To provide access to online learning tool.

Who is data shared with? Staff

System used: Visitor book

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Description Log of all visitors into school / fire regulations

Personal Data Items Visitor

NameDate and timeCar registrationPurpose of visitCompany

Why is it being processed? Safeguarding, health and safety, fire regulations

Who is data shared with? School staff, visitors

System used: Wonde


Description Manages transfer of data from Sims MIS to School360.


Name

Pupil

NameSchool idClass/groupYearUPNGenderAttendance

Why is it being processed? To facilitate the exchange of data to allow the set up of school360 for aschool.

Who is data shared with? School360 users

System used: Zoom


Description Zoom helps businesses and organizations bring their teams together in africtionless environment to get more done. Our easy, reliable cloudplatform for video, voice, content sharing, and chat runs across mobiledevices, desktops, telephones, and room systems.


Name

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Parent

Name

Why is it being processed? https://zoom.us/trust

Who is data shared with? https://zoom.us/trust

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