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

• Personal identifiers and contact information (such as name, unique pupil number, contact details and address).
• Characteristics (such as ethnicity, language and free school meal eligibility).
• Attendance information (such as sessions attended, lesson attendance, number of absences, absence reasons and any previous schools attended).
• Educational information (such as attainment, examination & assessment information to support pupil learning, courses enrolled for and any relevant results).
• Medical information (provided by parents/carers such as doctors information, child health, allergies, medication, dietary requirements, illnesses that may affect pupil safety in school e.g. allergies, asthma, epilepsy).
• Special educational needs and referral Information (including the needs and ranking).
• Behavioural information (such as exclusions and any relevant alternative provision put in place).
• Safeguarding information (such as court orders and professional involvement)

This list is not exhaustive.

Why we collect and use this information
The personal data collected is essential, for the school to fulfil their official functions and meet legal requirements. We collect and use pupil information to:

• Support pupil learning.
• Monitor and report on pupil attainment progress.
• Provide appropriate pastoral care.
• Assess the quality of our services.
• Keep children safe (food allergies, or emergency contact details).
• Meet the statutory duties placed upon us by the Department for Education.
• Support you to decide what to do after you leave school.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

• The GDPR Article 6 (c) – for example where we are required to do so by the Education Act 1996.
• The GDPR Article 6 (d) and 9 (c) – for example critical health information about pupils that may put them at risk.
• The GDPR Article 6 (a) – for example where data has been supplied by the parent for use in the school setting e.g. information about family preferences in respect of religion.
• Section 537A of the Education Act 1996 – states that we provide individual pupil information as the relevant body such as the Department for Education.
• Section 83 of the Children Act 1989 - places a duty on the Secretary of State or others to conduct research.
• Section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Note that Health professionals commonly gather data in school settings for a variety of purposes. This data is not held by the school, and is detailed in the Local Authority privacy notice.

How we collect pupil information
We collect pupil information via Common Transfer Files (CTF) from the previous school and from registration and data check forms from parents at the start of the school year.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this and we will tell you what you need to do if you do not want to share this information with us.

How we store pupil data
We hold pupil data securely from the point that an application is made through our school or the Local Authority for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep pupil data safe, please contact us. This usually means that we hold pupil education records securely and retain them from the pupil’s date of birth until they reach the age of 25, as well as transferring them to any relevant new school, after which they are safely destroyed.

Who we share information with
We routinely share pupil information with:

• Schools that the pupil will attend after leaving us.
• Our local authority.
• Youth support services (pupils aged 13+).
• The Department for Education (DfE).
• NHS staff working in the school setting.
• The school’s governing board.
• Consultants engaged by the school to support pupil learning.
• Cloud-based educational programmes to support pupil learning and communication.
• Examination boards

Why we regularly share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. We are required to share information about our pupils with our local authority and the DfE under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Youth support services
Pupils aged 13+
Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or 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 services as follows: youth support services; careers advisers.

A parent or guardian can object to any information in addition to their child’s name, address and date of birth being passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once they reach the age 16. The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil once they reach the age 16.

Pupils aged 16+
We will also share certain information about pupils aged 16+ with our local authority and / or 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 services as follows: post-16 education and training providers; youth support services; careers advisers.

A child / pupil once they reach the age of 16 can object to any information in addition to their name, address and date of birth is passed to their local authority or provider of youth support services by informing us. For more information about services for young people, please visit our local authority website.

Department for Education (DfE)
The DfE collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the DfE either directly or via our local authority for the purpose of those data collections, under section 3 of The Education (Information About Individual Pupils) (England) 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.

Local Authorities
We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under the Schools Admission Code, including conducting Fair Access Panels.

How Government uses your data
The pupil data that we lawfully share with the DfE through data collections:

• Underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
• Informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
• Supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school).

Data collection requirements
To find out more about the data collection requirements placed on us by the Department for Education, go to www.gov.uk/education/data-collection-and-censuses-for-schools.

The National Pupil Database (NPD)
Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD). The 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.
To find out more about the NPD, go to www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

Sharing by the Department
The law allows the Department to share pupils’ personal data with certain third parties, including:

• Schools.
• Local authorities.
• Researchers.
• Organisations connected with promoting the education or wellbeing of children in England.
• Other government departments and agencies.
• Organisations fighting or identifying crime

For more information about the Department’s NPD data sharing process, please visit www.gov.uk/data-protection-how-we-collect-and-share-research-data

Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit www.gov.uk/government/publications/dfe-external-data-shares

How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:

• If they are processing your personal data.
• For a description of the data they hold about you.
• The reasons they’re holding it and any recipient it may be disclosed to.
• For a copy of your personal data and any details of its source.

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at www.gov.uk/government/organisations/department-for-education/about/personal-information-charter

To contact DfE: www.gov.uk/contact-dfe

Requesting access to your personal data
Under data protection legislation, you 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, please see the contact details below. Depending on the lawful basis above, you may 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 or incomplete personal data rectified, blocked, erased or destroyed.
• Request the deletion or removal of personal data where there is no compelling reason for its continued processing.
• 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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting us.

Contacting the school
We strongly recommend you contact the school directly with your concerns. The school can be contacted at:

• office@latymer.co.uk
• 0208 807 4037
• The Latymer School, Haselbury Road, Edmonton, London N9 9TN

Contacting our Data Protection Officer
The Data Protection Officer for the school can be contacted as below. Please ensure you include which school is involved:

• schools.data.protection.officer@enfield.gov.uk
• Data Protection Officer, Enfield Council Civic Offices, Silver St, Enfield, EN1 3XA

Contacting the regulator
We recommend that you try to resolve the issue with the school or the Data Protection Officer in the first instance, To contact the Information Commissioner’s Office, please go to https://ico.org.uk/concerns

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

• Personal information (such as name and address)
• Contact details (such as mobile telephone number, email address or other ways to get in touch).
• Court orders

Why we collect and use this information
We use the data about people that have responsibility for our pupils to:

• Contact them, both routinely and in emergencies.
• Ensure they are kept aware of pupil’s progress as appropriate.
• Provide appropriate pastoral care to pupils.
• Comply with the law regarding data sharing.
• Maintain safety of staff and pupils.

The lawful basis on which we use this information
We collect and use this information under:

• The GDPR Article 6 (c) – for example where we are required to do so by the Education Act 1996.
• The GDPR Article 6 (a) – for example additional contact information supplied to us above that required by law.
• Section 537A of the Education Act 1996 – states that we provide individual pupil information as the relevant body such as the Department for Education.
• Section 83 of the Children Act 1989 - places a duty on the Secretary of State or others to conduct research.
• Section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Full details of the legal basis for our data use is given in our Data Protection Impact Assessments which are available on request.

Collecting information
Whilst much of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing data
We hold data securely from the point that an application is made through our school or the Local Authority for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please contact us. This usually means that we hold your records securely and retain until your child reaches the age of 25, as well as transferring them to any relevant new school, after which they are safely destroyed.

Who we share people that have responsibility for our pupils information with
We routinely share information with: 

• Schools that the pupil will attend after leaving us.
• Our local authority.
• The Department for Education.
• NHS staff working in the school setting.

Why we share information
We do not share information about people that have responsibility for our pupils with anyone without consent unless the law and our policies allow us to do so. We are required to share information about people that have responsibility for our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Requesting access to your personal data
Under data protection legislation, you 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, please see the contact details below.

Depending on the lawful basis above, you may 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 or incomplete personal data rectified, blocked, erased or destroyed.
• Request the deletion or removal of personal data where there is no compelling reason for its continued processing.
• 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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office. 

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting us.

Contacting the school
We strongly recommend you contact the school directly with your concerns. The school can be contacted at:

• office@latymer.co.uk
• 0208 807 4037
• The Latymer School, Haselbury Road, Edmonton, London N9 9TN

Contacting our Data Protection Officer
The Data Protection Officer for the school can be contacted as below. Please ensure you include which school is involved:

• schools.data.protection.officer@enfield.gov.uk
• Data Protection Officer, Enfield Council Civic Offices, Silver St, Enfield, EN1 3XA

Contacting the regulator
We recommend that you try to resolve the issue with the school or the Data Protection Officer in the first instance, To contact the Information Commissioner’s Office, please go to https://ico.org.uk/concerns

This privacy notice explains how we collect, store and use personal data about individuals applying for admissions to the school. Pupils who are admitted to the school should refer to our data usage notice for pupils for information about how their personal data is collected, stored and used.

The categories of personal data that we collect, process, hold and share include:

• Personal information (such as name, contact details).
• Special categories of data including characteristics information such as gender, date of birth.
• Disability / medical or special educational needs information provided during the application process .

Why we collect and use this information
We are collecting personal data to:

• Confirm the personal details of the child for whom you are seeking a school place.
• Confirm who you are and that you have the right to make an application.
• Confirm your child’s details.
• Enable you to provide information in support of the application, so that it receives the appropriate level of priority under the admissions policy for the school.
• Enable us to administer the entrance tests and admission policy for the school.

We rely upon The General Data Protection Regulations (GDPR) to process your personal data and on the School Admissions Code and School Admissions Appeals Code to administer the school admissions process.

Collecting this information
The law around admissions to state-funded mainstream schools requires parents to make a formal application, either to the Local Authority or direct to the school.

Please note that failure to provide your personal data may mean that your application for admission to school will be affected: either we will not be able to process the application at all or it will be delayed while information is sought or your application will not receive the level of priority for admission that it could.

Storing this information
We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please contact us.

Who we share this information with
In order to process an admission application, it may be necessary for us to share your personal data with the following organisations/partners:

• The local authority where your child lives.
• The local authority where the school resides (Enfield local authority).
• Any school you name on an application form.
• Other departments within this local authority as deemed necessary for safeguarding purposes and to support your child’s education.
• An independent admissions appeal panel where you subsequently submit an appeal against a decision to refuse admission.
• Our contracted entrance test provider.

Requesting access to your personal data
Under data protection legislation, you 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, please see the contact details below.

Depending on the lawful basis above, you may 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 or incomplete personal data rectified, blocked, erased or destroyed
• Request the deletion or removal of personal data where there is no compelling reason for its continued processing
• 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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting us.

Contacting the school
We strongly recommend you contact the school directly with your concerns. The school can be contacted at:

• office@latymer.co.uk
• 0208 807 4037
• The Latymer School, Haselbury Road, Edmonton, London N9 9TN

Contacting our Data Protection Officer
The Data Protection Officer for the school can be contacted as below. Please ensure you include which school is involved:

• schools.data.protection.officer@enfield.gov.uk
• Data Protection Officer, Enfield Council Civic Offices, Silver St, Enfield, EN1 3XA

Contacting the regulator
We recommend that you try to resolve the issue with the school or the Data Protection Officer in the first instance, To contact the Information Commissioner’s Office, please go to https://ico.org.uk/concerns

The privacy and data security of our alumni is important to the Latymer School.

The School provides administrative support to Latymer Old Students Association (LOSA). All administration is carried out in accordance with the School’s Data Protection Policy.

The following notice sets out how as alumni of the Latymer School we may use your data. We will ask your permission to hold your data and also you will be able to confirm the way in which communicate with you.

Personal data held and processed by the School on behalf of LOSA may include:

• Biographical information including your name, gender and date of birth.
• Your contact details and communication preferences.
• Your education history.
• Records of communications and interactions we have had with you.

School leavers should refer to our data usage notice for pupils and persons responsible for our pupils for information on how their personal data is collected, stored and used whilst they attended the school, and to our retention policy for details of when we will no longer store that data.

You have a right to request copies of the data that we hold about you and to ask us to stop processing your personal data. If you request that we stop processing your data, we will remove personal data with the following exceptions:

• Your name and years of entry and leaving (we will retain this information for historical archiving purposes) alongside your request to remove your data (to prevent you from being inadvertently contacted in the future).
• Information needed to comply with statutory retention requirements, but only for as long as those statutory requirements specify (e.g. DOB + 25 years).

Requesting access to your personal data
Under data protection legislation, you 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, please see the contact details below.

Depending on the lawful basis above, you may 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 or incomplete personal data rectified, blocked, erased or destroyed
• Request the deletion or removal of personal data where there is no compelling reason for its continued processing
• 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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting us.

Contacting the school
We strongly recommend you contact the school directly with your concerns. The school can be contacted at:

• office@latymer.co.uk
• 0208 807 4037
• The Latymer School, Haselbury Road, Edmonton, London N9 9TN

Contacting our Data Protection Officer
The Data Protection Officer for the school can be contacted as below. Please ensure you include which school is involved:

• schools.data.protection.officer@enfield.gov.uk
• Data Protection Officer, Enfield Council Civic Offices, Silver St, Enfield, EN1 3XA

Contacting the regulator
We recommend that you try to resolve the issue with the school or the Data Protection Officer in the first instance, To contact the Information Commissioner’s Office, please go to https://ico.org.uk/concerns

This privacy notice explains how we collect, store and use personal data about individuals applying for jobs at our school. Successful candidates should refer to our privacy notice for the school workforce for information about how their personal data is collected, stored and used.

The categories of personal data that we collect, process, hold and share include:

• Contact details.
• Copies of right to work documentation.
• References.
• Evidence of qualifications.
• Employment records, including work history, job titles, training records and professional memberships.

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):

• Race, ethnicity, religious beliefs, sexual orientation and political opinions.
• Disability and access requirements.

Why we collect and use this information
We use this data to aid the recruitment process by:

• Enabling us to establish relevant experience and qualifications.
• Facilitating safe recruitment, as part of our safeguarding obligations towards pupils.
• Enabling equalities monitoring.
• Ensuring that appropriate access arrangements can be provided for candidates that require them.

Under the General Data Protection Regulation (GDPR), the legal basis we rely on for processing personal information is to comply with our legal recruitment obligations. Collecting this information Whilst the majority of information you provide to us is mandatory, some of it is requested 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.

Storing this information
We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please contact us.

Who we share this information with
We do not share information about you with any third party without your 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 you with:

• Our local authority – to meet our legal obligations to share certain information with it, such as shortlists of candidates for a headteacher position.
• Suppliers and service providers – to enable them to provide the service we have contracted them for, such as HR and recruitment support.
• Professional advisers and consultants.
• Employment and recruitment agencies.

Requesting access to your personal data
Under data protection legislation, you 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, please see the contact details below.

Depending on the lawful basis above, you may 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 or incomplete personal data rectified, blocked, erased or destroyed
• Request the deletion or removal of personal data where there is no compelling reason for its continued processing
• 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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting us.

Contacting the school
We strongly recommend you contact the school directly with your concerns. The school can be contacted at:

• office@latymer.co.uk
• 0208 807 4037
• The Latymer School, Haselbury Road, Edmonton, London N9 9TN

Contacting our Data Protection Officer
The Data Protection Officer for the school can be contacted as below. Please ensure you include which school is involved:

• schools.data.protection.officer@enfield.gov.uk
• Data Protection Officer, Enfield Council Civic Offices, Silver St, Enfield, EN1 3XA

Contacting the regulator
We recommend that you try to resolve the issue with the school or the Data Protection Officer in the first instance, To contact the Information Commissioner’s Office, please go to https://ico.org.uk/concerns