Privacy Policy

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In accordance with the General Data Protection Regulations (GDPR) that came into effect on 25 May 2018, this notice notes what the Local Authority's Education Service and Ysgol Waunfawr do with personal and performance information in relation to children and young people, and any personal information regarding you as a parent / guardian. The information in this notice will be reviewed to include any further changes provided by the Information Commissioner's Office. 

The information categories about pupils that we collect, hold and share include: 

  • Personal information (such as name, pupil's unique number and address) 
  • Characteristics (such as ethnicity, language, nationality, birth country and free school meals eligibility) 
  • Information about attendance (such as the number of sessions attended, the number of absences and reasons for the absence) 
  • Information about assessments 
  • Relevant medical information 
  • Information about Additional Learning Needs
  • Information about exclusions/behaviour 
  • Personal information about the pupil's parents and/or other relatives (such as name, contact details, relationship to the child) 

Why we gather and use this information

We use pupil data: 

  • to support the pupil's education 
  • to monitor and report on the pupil's progress 
  • to provide appropriate pastoral care 
  • to assess the quality of our services 
  • to comply with data protection laws 
  • to share data for statutory investigations and audit purposes  

The legal grounds as to why we use this information 

We collect and use information about pupils, staff and governors under 

  • The Education (Schools Information) (Wales) Regulations 2011 
  • The Education (Pupil Information) (Wales) Regulations 2011
  • The School Governors Annual Reports (Wales) Regulations 2011
  • The Education (School Performance and Absence Targets) (Wales) Regulations 2011  
  • The Education (Headteacher's Report to Parents and Adult Pupils) (Wales) Regulations 2011 
  • Teachers Pay and Conditions Act 1991 
  • National Collective Agreements between the Council Local Education Authority and Recognised Teachers' Unions 
  • Local Collective Agreements between Gwynedd Education Authority and Authority Recognised Unions for discussions on behalf of Teachers.
  • Data Protection Act 1998
  • Protection of Freedoms Act 2012
  • Additional Learning Needs and Education Tribunal (Wales) Act 2018⁠
  • The Government of Maintained Schools (Wales) Regulations 2005 
  • Social Services and Well-being Act 2014
  • The Health and Safety at Work etc. Act 1974 ⁠ ⁠
  • Equality Act 2010
  • Regulatory Reform (Fire Safety) Order 2005 (PEEPS forms are completed and these include details of any disabilities that a child/staff member has) 
  • Article 6 (c) and (e) and Article 9 (g) (GDPR) 
  • We can also use occasional permissions (e.g. photographs) 

Collecting information about pupils 

Although most of the information about pupils that you provide is mandatory, some is provided on a voluntary basis.  

In order to comply with data protection legislation, we will inform you as to whether it is mandatory for you to provide us with specific information about a pupil or whether you have a choice in this respect.  

If information is provided to us on a voluntary basis, we will ask you to give specific permission and we will give you the option to withdraw your permission at any time.  

Keeping data about pupils

We keep data about pupils for various periods of time, subject to the nature of the information. Retention periods are included in the school's data protection policy. 

With whom do we share information about pupils  

We regularly share information about pupils with: 

  • schools attended by the pupils after they leave our school 
  • our local education authority - Cyngor Gwynedd – Services – Social, Leisure, Transport, Finance, Youth. 

Agencies we commission to provide services on our behalf: 

  • Welsh Assembly Government (through HWB) 
  • Examination Boards 
  • Further Education Colleges 
  • Bangor University, and other Higher education establishments in Wales and the UK and universities who are a part of the Welsh Government SEREN programme 
  • Cwmni Cynnal/Gwe
  • The Police and Youth Offending Team 
  • Health Services
  • Antur Waunfawr (disposal of confidential material) 

Relevant Companies who promote the administration and education experiences of pupils 

  • Urdd Gobaith Cymru
  • CAPITA - SIMS
  • PIXEL
  • Show my Home work
  • Class Charts
  • School Gateway
  • FFTrust
  • ALPS
  • INCERTS
  • Text to parents
  • Parent Mail 
  • Cunninghams – school meals
  • EVOLVE
  • Easy Trip
  • Purple Mash
  • Reading egg
  • My Maths
  • TT Rock Stars 

Why we share information about pupils 

We do not share information about our pupils with anyone without permission, unless the law and our policies allow us to do so. 

We share data about pupils with the Welsh Government (WG) on a statutory basis. Sharing data in this way complements the school's finance and educational attainment policy and monitoring. 

⁠Maintained schools: 

We are required to share information about our pupils with our local authority (LA) Cyngor Gwynedd and the Welsh Government under: The Education (Pupil Information) (Wales) Regulations 2011

Data collection requirements: 

The Education (Pupil Information) (Wales) Regulations 2011 

The Education (School Performance and Absence Targets) (Wales) Regulations 2011 

Requesting access to your personal data 

Under data protection legislation, parents and pupils are entitled to request access to the information we hold about them. To make an application for your personal information, or ask for access to your child's educational record, contact Bethan Wyn Jones (Headteacher) 

School Data Protection Officer
Cyngor Gwynedd
Castle Street
Caernarfon
Gwynedd
LL55 1SH

You are also entitled to: 

  • object to the processing of personal data that is likely to cause, or will cause, harm or distress 
  • prevent anything from being processed for direct marketing purposes 
  • object to decisions from being made using automated methods 
  • correct, prevent, delete or destroy incorrect personal data, in specific circumstances; and 
  • claim compensation for the harm caused as a result of breaching Data Protection regulations  

If you are concerned about the way we collect or use your personal data, we ask that you express your concern to us in the first place. Otherwise, you can contact the Information Commissioner's Office via https://ico.org.uk/concerns/

Contact

If you wish to discuss any element of this privacy statement, please contact:

Ysgol Waunfawr Headteacher: Mrs Bethan Wyn Jones or contact:-

School Data Protection Officer
Cyngor Gwynedd
Castle Street
Caernarfon
Gwynedd
LL55 1SH