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How we use pupils’ information
Under data protection law, individuals have a right to be informed about how Companies like Fun In Sport Ltd that work with educational institutions use any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about students.
The personal data we hold
Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:
- Contact details, contact preferences, date of birth, identification documents of pupils
- Characteristics, such as ethnic background, or special educational needs
- Details of any medical conditions, including physical and mental health
- Attendance information
- Safeguarding information
Why we use this data
We use this data to:
- Support student learning
- Monitor and report on student progress
- Protect student welfare
- Assess the quality of our services
- Administer admissions/registration, waiting lists
- Comply with the law regarding data sharing
Our legal basis for using this data
We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:
- We need to comply with a legal obligation
- We need it to perform an official task in the public interest.
Less commonly, we may also process students’ personal data in situations where:
- We have obtained consent to use it in a certain way
- We need to protect the individual’s vital interests (or someone else’s interests)
Where we have obtained consent to use pupils’ personal data; this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn. Some of the reasons listed above for collecting and using students’ personal data overlap, and there may be several grounds, which justify our use of this data.
Collecting this information
While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily. Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional.
How we store this data
We keep personal information about students while they are attending the schools that Fun In Sport works with. We may also keep it beyond their attendance at the schools that we work with if this is necessary in order to comply with our legal obligations in line with the guidance found in Information and Records Management Society’s toolkit for schools.
We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so. Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about students with:
- The DfE The pupil’s family and representatives
- Our regulator, Ofsted
- Central and local government
- Health authorities
- Police forces, courts, tribunals
National Pupil Database
We are required to provide information about students to the DfE as part of statutory data collections such as the school census.
Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the DfE and provides evidence on school performance to inform research.
The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.
The DfE may share information from the NPD with other organisations which promote children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data.
For more information, see the DfE’s webpage on how it collects and shares research data. You can also contact the Department for Education with any further questions about the NPD.
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Parents and students’ rights regarding personal data
Individuals have a right to make a ‘subject access request’ to gain access to personal information that Fun In Sport Ltd holds about them.
Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.
If you make a subject access request, and if we do hold information about you or your child, we will:
- Give you a description of it
- Tell you why we are holding and processing it, and how long we will keep it for
- Explain where we got it from, if not from you or your child
- Tell you who it has been, or will be, shared with
- Let you know whether any automated decision-making is being applied to the data, and any consequences of this
- Give you a copy of the information in an intelligible form Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.
We are happy to help you access your information in a timely manner, but will find it difficult to respond during the school holidays.
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
- Object to the use of personal data if it would cause, or is causing, damage or distress
- Prevent it being used to send direct marketing
- Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
- In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
- Claim compensation for damages caused by a breach of the data protection regulations
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.