Dear Parent /Carer, In order to comply with the General Data Protection Regulation we are required to obtain your consent for certain activities we undertake at school. Rather than write to you separately for these we have combined them onto one single form. This information will be held on the school’s management systems and you can be assured that it will only be used in accordance with our Privacy Notice, Data Protection Policy, IT Security Policy and Records Retention Policy. Further information about this can be found on our website: www.cansfield.wigan.sch.uk. The safe handling of any personal information we collect about you and your child is important to us. This is why we will always explain clearly what information we are collecting and why. We may need to share your data with third parties where it is necessary. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure your child stays safe and healthy or we are legally required to do so. By obtaining consent from you now, this will cover your child throughout their time at the school. You will need to complete the attached form and return it to school as soon as possible. We can no longer assume that parents ‘opt in’ where consent is not received, therefore we will continue to ask you for your consent if we do not hear from you. Our Privacy Notice We need to let you know that we store personal data about you and your child on the school’s management systems. We will only share this data in accordance with those persons who provide services to the school and organisations concerned with the welfare of your child. Examples are: Youth Support Services, Social Services, Local Authority Support Services, etc. Our privacy notice is displayed on our website. For School Trips, Sports Fixtures, Off-site Provision, Events (including Careers and Sex Education Programmes) We need your permission for your child to participate in events and activities arranged by the school, on or off-site (including those outside the school day and residential visits either in term time, during school holidays or at the weekend). This includes taking part in careers information advice and guidance events which run throughout Years 7 to 11 and the relationships and sex education programmes which run as part of our PSHE curriculum. We need your permission for your child to be transported in our school minibus, on external transport (i.e. coaches or taxis) and if necessary in staff vehicles. Any external transport provider will be checked in accordance with the school’s safeguarding procedures prior to using them. You will still be informed before these activities take place. For Publications In addition to using your child’s image around the school (i.e. newsletters and displays) we need your permission to allow us to use photographs and / or filmed images of your child for publicity reasons in the local media, (sometimes social media) and the school website. We will not share these images with anyone else. (Examples are: presenting a cheque to a charity, achievement awards, sporting events or school presentations).

Using Email & Mobile Telephone to Contact You We need your permission to use your email address and mobile contact number to contact you about your child. Parents and Carers, where possible, are asked to provide an email address or mobile number as part of our data collection exercise to which the school can send letters and other forms of communication. Sometimes we may send you a text message. All parents and carers are asked to download the ‘My Ed’ App from your App store (Android and IPhone) for your smartphone, which allows messages to be sent for free and for you to receive updates about the school and your child. The school will still use traditional mail (i.e. letters); however, we may use emails and / or mobile telephone numbers to contact you as well. Email addresses and mobile telephone numbers will not be passed on to others and will only be used by the school to communicate messages about your child. Bio Registration /Cashless Catering We need your permission to register your child on our cashless catering system as cash is no longer accepted at the service points. At Cansfield we use a student recognition system using biometrics. This cashless canteen service has a number of benefits to our school community, including: • Allows a faster speed of service through the canteen • Keeps Free School Meals anonymous • Eliminates the loss of dinner money or cards • Ensures that dinner money is spent on its intended use • Will provide parents with information as to what their child is purchasing • A trusted secure solution that is simple and easy to use. What is a cashless system? A Cashless Catering System is a solution which is purpose designed to meet the ever evolving needs and demands of the catering provision, required by today’s schools. The cashless solution allows schools to be better able to provide their students and staff with a faster, more efficient and more appealing meal service. Registering for school meals online In order to pay for your child’s school meals online, you will need to have registered for the scopay online payment system. The Finance Department will send you a letter with details of how to create a scopay account. However, if you already have an existing account (for example, for your child/ren at this or another school using Tucasi secure scopay.com system), log on to your account using your existing username and password. Select the Link Accounts option from the ‘Your info’ menu heading and enter the unique online link code (which will be provided by the school finance office) to add your account. Canteen spend limits To ensure students cannot spend all of the money in the canteen from their account on a single day, there is a spend limit of £6.00 per day. This can be increased or decreased on request by contacting the school.

What if a student does not hold sufficient balance to pay for a school dinner? There is no overdraft facility on our system, so students MUST have sufficient money on their account to be able to pay for their school dinner. If a student finds themselves without sufficient funds, they should go immediately to their Pastoral Manager and explain the situation. Students entitled to free school meals Any students entitled to free school meals have their accounts automatically credited each day with the free school meal allowance. However, any underspend or missed dinner will be identified by the system and will not be added to the next day’s balance. Revaluation Machine The school has one revaluation machine where students can top-up using cash or notes if they wish. Please can you ensure that you complete and return the combined consent form to School. Yours sincerely

Mrs Karen Smith Office Manager

Privacy Notice for Cansfield High School

Cansfield High School is committed to protecting the privacy and security of personal information. This privacy notice describes how we collect and use personal information about pupils, in accordance with the General Data Protection Regulation (GDPR), section 537A of the Education Act 1996 and section 83 of the Children Act 1989. Who Collects This Information Cansfield High School is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about pupils. The Categories of Pupil Information That We Collect, Process, Hold and Share We may collect, store and use the following categories of personal information about you:

Personal information such as name, pupil number, date of birth, gender and contact information;

Emergency contact and family lifestyle information such as names, relationship, phone numbers and

email addresses;

Characteristics (such as ethnicity, language, nationality, country of birth and free school meal

eligibility);

Attendance details (such as sessions attended, number of absences and reasons for absence);

Performance and assessment information;

Behavioural information (including exclusions);

Special educational needs information;

Relevant medical information;

Special categories of personal data (including [biometric data, ethnicity, relevant medical information,

special educational needs information]);

Images of pupils engaging in school activities, and images captured by the School’s CCTV system;

Information about the use of our IT, communications and other systems, and other monitoring

information.

Collecting Information Whilst the majority 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 pupil information to us or if you have a choice in this. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. How We Use Your Personal Information We hold pupil data and use it for:

Pupil selection (and to confirm the identity of prospective pupils and their parents);

Providing education services and extra-curricular activities to pupils, and monitoring pupils' progress

and educational needs;

Informing decisions such as the funding of schools;

Assessing performance and to set targets for schools;

Safeguarding pupils' welfare and providing appropriate pastoral (and where necessary medical) care;

Support teaching and learning;

Giving and receiving information and references about past, current and prospective pupils, and to

provide references to potential employers of past pupils;

Managing internal policy and procedure;

Enabling pupils to take part in assessments, to publish the results of examinations and to record pupil

achievements;

To carry out statistical analysis for diversity purposes;

Legal and regulatory purposes (for example child protection, diversity monitoring and health and

safety) and to comply with legal obligations and duties of care;

Enabling relevant authorities to monitor the school's performance and to intervene or assist with

incidents as appropriate;

Monitoring use of the school's IT and communications systems in accordance with the school's IT

security policy;

Making use of photographic images of pupils in school publications, on the school website and on social

media channels;

Security purposes, including CCTV; and

Where otherwise reasonably necessary for the school's purposes, including to obtain appropriate

professional advice and insurance for the school.

The Lawful Basis on Which We Use This Information We will only use your information when the law allows us to. Most commonly, we will use your information in the following circumstances:

Consent: the individual has given clear consent to process their personal data for a specific purpose;

Contract: the processing is necessary for a contract with the individual;

Legal obligation: the processing is necessary to comply with the law (not including contractual

obligations);

Vital interests: the processing is necessary to protect someone’s life.

Public task: the processing is necessary to perform a task in the public interest or for official functions,

and the task or function has a clear basis in law; and

The Education Act 1996: for Departmental Censuses 3 times a year. More information can be found at:

https://www.gov.uk/education/data-collection-and-censuses-for-schools.

We need all the categories of information in the list above primarily to allow us to comply with legal obligations. Please note that we may process information without knowledge or consent, where this is required or permitted by law.

Sharing Data We may need to share your data with third parties where it is necessary. There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it’s the only way we can make sure you stay safe and healthy or we are legally required to do so. We share pupil information with:

the Department for Education (DfE) - on a statutory basis under section 3 of The Education (Information

About Individual Pupils) (England) Regulations 2013;

Ofsted;

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 13-19 year olds;

Other Schools that pupils have attended/will attend;

NHS;

Welfare services (such as social services);

Law enforcement officials such as police, HMRC;

Local Authority Designated Officer;

Professional advisors such as lawyers and consultants;

Support services (including insurance, IT support, information security); and

The Local Authority.

Information will be provided to those agencies securely or anonymised where possible. The recipient of the information will be bound by confidentiality obligations, we require them to respect the security of your data and to treat it in accordance with the law. [We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.] Why We Share This Information We do not share information about our pupils with anyone without consent unless otherwise required by law. For example, we share student’s data with the DfE on a statutory basis which underpins school funding and educational attainment. To find out more about the data collection requirements placed on us by the DfE please go to https://www.gov.uk/education/data-collection-and-censuses-for-schools. Storing Pupil Data The School keep information about pupils on computer systems and sometimes on paper. Except as required by law, the School only retains information about pupils for as long as necessary in accordance with timeframes imposed by law and our internal policy. If you require further information about our retention periods, please contact the Business Manager who can provide you with a copy of our policy. Automated Decision Making Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision making in limited circumstances. Pupils will not be subject to automated decision-making, unless we have a lawful basis for doing so and we have notified you.

Security We have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used or accessed in an unauthorised way).

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. We must provide the pupils name, the parents name(s) and any further information relevant to the support services role. This enables them to provide services as follows:

youth support services

careers advisers

A parent or guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches 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

For more information about services for young people, please visit our local authority website. The National Pupil Database 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. We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information. 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. For more

information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-

how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received To contact DfE: https://www.gov.uk/contact-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 education record], contact the Business Manager. 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 purposes 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 want to exercise any of the above rights, please contact the Business Manager in writing. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to Withdraw Consent In circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Business Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. Contact If you would like to discuss anything within this privacy notice or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the Business Manager in the first instance. We have appointed a data protection officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolved by school, then you can contact the DPO on the details below: - Data Protection Officer Name: Craig Stilwell Data Protection Officer Details: Judicium Consulting Ltd 72 Cannon Street London EC4N 6AE Data Protection Officer Email: dataservices@judicium.com You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues at https://ico.org.uk/concerns. Changes to This Privacy Notice We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

The following pages are to be completed and returned to School

Combined Parental Consent Form PARENT/ CARER TO COMPLETE THIS PAGE

Child’s Name: Form:

or Privacy notice I am aware of the School’s Privacy Notice explaining how we store data on the school’s management systems and share this data with those who only provide services to the school and organisations concerned with the welfare of my child.

School trips, sports fixtures, off-site provision, events (including careers and sex education programmes) I give my consent for my child to take part in on /off site activities arranged by the school including those outside the normal school day. This may involve being transported in the school minibus, on external coaches and taxis and if necessary, in staff vehicles. If you don’t give consent for any of these activities please state which ones.

CIAG, Religious Studies and RSE I give my consent for my child to take part in Religious Studies, careers information advice and guidance events and the relationships and sex education programme.

ICT: Acceptable Use Policy Agreement I am aware of the terms and conditions laid out to me in the Acceptable Use Policy Agreement and agree for my child to sign the policy.

Publications I give my consent for photographs and filmed images of my child to be used for promotional purposes in the local media (sometimes social media) and school website.

Using email & mobile telephone numbers to contact me I give my consent for the school to use my mobile telephone number (or the emergency mobile number) / my email address to communicate messages to me about my child from the school.

Bio Registration I consent to my child’s finger scan being taken to enable them to use the school’s cashless catering system and any other biometric system within school.

Parent/Carer (Print Name): ________________________________ Signature: _____________________________ Date: ________________________

Please ensure pages 1-5 are completed and returned to school as soon as possible

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DATA CHECKING SHEET

Please check that the information below is correct and amend if necessary. Complete any missing details, and return to the school office.

Preferred Surname: Legal Surname:

Preferred Forename: Legal Forename:

Middle Name: Date of Birth:

Gender: Reg Group:

Address:

Post Code:

Student Telephone:

Student email:

Access to Internet at home: Yes No Access to a PC/Laptop/Tablet at home: Yes No

Travel Arrangements: How will your child get to school?

School Bus Public Transport Car Bike Walk

Meal Arrangements: Please tick the appropriate choice.

Free School Meal Paid School Meal Sandwiches

Does your child have any dietary needs / Food allergies or intolerance?

Yes No

If yes please give details:

Medical Information:

Medical Practice:

Address:

Telephone:

Medical Conditions:

Does your child have any medical conditions or allergies? Yes No

If yes please give details:

Does your child have a medical condition that may require intervention from staff at school?

Yes No

If yes please give details:

Does your child have an Individual Health Care Plan? Yes No

Medical History:

Is there any medical history that school should be aware of? Yes No

If yes please give details:

Please note school can only administer prescribed medicines that are in date.

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Name: Form:

Difficulties/Disabilities Information

Does your child, you as a parent or any member of your family suffer from a disability or difficulty? Knowledge of this will help us ensure that appropriate arrangements can be made re: access to school (eg ramps); communication (eg enlarged print etc).

Nature of Difficulty/Disability / Requirements

Child Yes No

Parent Yes No

Family Member Yes No

Ethnicity:

Home Language: Religion:

Cansfield High School is committed to protecting the privacy and security of personal information. This privacy

notice describes how we collect and use personal information about pupils, in accordance with the General Data

Protection Regulation (GDPR), section 537A of the Education Act 1996 and section 83 of the Children Act 1989.

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Name: Form:

Please give details of all persons who have parental responsibility and anyone else you wish to be contacted in an emergency. Place them in the priority that you wish for them to be contacted in an emergency. We need at least two emergency contacts for your child’s records.

Priority Name/Relationship (Mum, dad etc) Home Address/Phone/Mobile /email

1

Mr Mrs Miss Ms Other

Child’s Address

Different address:

Email:

Mobile: Home Tel:

Any other daytime Tel:

Priority Name/Relationship (Mum, dad etc) Home Address/Phone/Mobile /email

2

Mr Mrs Miss Ms Other

Child’s Address

Different address:

Email:

Mobile: Home Tel:

Any other daytime Tel:

Priority Name/Relationship (Mum, dad etc) Home Address/Phone/Mobile /email

3

Mr Mrs Miss Ms Other

Child’s Address

Different address:

Email:

Mobile: Home Tel:

Any other daytime Tel:

Please PRINT Name:

Signature: Date:

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ICT Acceptable Use Policy for Students

I will only use ICT systems in the school, including the internet, e-mail, digital video, mobile technologies, etc. for school purposes.

I will not download or install software on school equipment without approval by the IT team.

I will only log on to the school network or other areas or platforms with my own user name and password.

I will follow the school’s ICT security system, password recommendations and not reveal my passwords to anyone and change them as required.

I will make sure that all ICT communications with students, staff or others is responsible and sensible.

I will be responsible for my behaviour when using the Internet. This includes resources I access and the language I use.

I will not deliberately browse, download, upload or forward material that could be considered offensive or illegal. If I accidentally come across any such material I will report it immediately to a member of staff.

I will not give out any personal information such as name, phone number or address. I will not arrange to meet someone unless this is part of a school project approved by my teacher.

Images of students and/ or staff will only be taken, stored and used for school purposes in line with school policy and not be distributed outside the school network without the permission of the eSafety Coordinator. I will not take recordings, images or videos of other members of the school community (including other students and school staff) without their knowledge or consent.

I will ensure that my online activity, both in school and outside school, will not cause my school, the staff, students or others distress or bring into disrepute. This includes the use of social media sites (including Facebook), blogs and microblogging sites (such as Twitter) and media sharing sites and apps (such as Snapchat).

I will support the school approach to online safety and not deliberately upload or add any images, video, sounds or text that could upset or offend any member of the school community both inside and outside of the school.

I will respect the privacy and ownership of others’ work on-line at all times.

I will not attempt to bypass the internet filtering system.

I understand that all my use of the Internet and other technologies can be monitored and logged and can be made available to my teachers.

I understand that these rules are designed to keep me safe and that if they are not followed, school sanctions will be applied and my parent/ carer may be contacted.

If I do not have access to an internet connection or other required technology to complete a piece of work, I will do the work on the computers at the school or print the work at the school and complete on paper.

Students are expected to read and discuss this agreement with their parent or carer and then to sign and follow the terms of the agreement. Any concerns or explanation can be discussed with their form teacher.

We have discussed this document and ……………………………………............................(student name) agrees to follow the eSafety rules and to support the safe and responsible use of ICT at Cansfield High School. I am aware that my child may be required to access approved online resources or social media as part of her homework but that offline alternatives will be made available where necessary.

Parent / Carer Signature: Date:

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