Your data: school enrolment and education records

How we use your information

Aberdeen City Council collects personal data and information about you and your child in order to provide your child with a school education to enable them to become successful learners, confident individuals, responsible citizens and effective contributors. The information is used to assess, plan, coordinate, deliver and quality assure the education services provided to your child, and to make sure that your child is safe, healthy, achieving, nurtured, active, responsible, respected and included.

We use a variety of digital services in our schools to deliver all aspects of the Curriculum for Excellence to pupils. Where it is appropriate, we will ask for your consent for your child to use these tools.

We share information with the Scottish Government, the Scottish Qualifications Agency, Skills Development Scotland (secondary schools only) and the NHS.

We may share information with social care, health and the police when we have a welfare concern about a child or young person. The information shared will always be proportionate and limited to our concerns. This sharing of information enables Aberdeen City Council to meet statutory obligations to keep children safe and there may be occasions where you do not have a choice about sharing. Unless there is a good reason not to, we will explain to you why we are sharing information about you and who with. Where there are choices about sharing, we will clearly explain these to you and support you to make an informed choice.

All information sharing will be done in accordance with national and local policy, procedure and practitioner guidance on information sharing.

Your information is also analysed internally to help us improve our services and improve outcomes for children and young people. We also work with partners on specific, targeted projects and initiatives to help us improve the education services we provide and you will always be asked to consent to your child’s involvement. Where project partners will be analysing personal data on our behalf in order to improve the services they are delivering, we control the way that partners use and manage personal data through our arrangements and agreements with them.

How long we keep your information for

Throughout the time that your child, or young person is enrolled at one of our schools we will keep records about the progress they make, their achievements, their skills and abilities, any support they receive and school reports.

We will keep this information for a period of 5 years from the maximum school leaving age of your child, as required to by The Pupils’ Educational Records (Scotland) Regulations 2003. If you child is or has been looked after by the local authority, we will keep this information for 100 years from the child becoming 18. This may be looked after at home, in a residential home, or through a kinship/foster carer placement.

Your rights

You have rights to your data, including the right to ask for a copy of it. See more information about the rights you have, how they work in practice, and the contact details of our Data Protection Officer. You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your data lawfully.

Our legal basis

Aberdeen City Council is the Data Controller for the information you provide. Wherever the Council processes personal date, we need to make sure we have a legal basis for doing so in data protection law. The Council understands our legal basis for processing personal data in relation to you as follows:

What we do Why we do it What our legal basis is Where we get our legal basis from
Create and maintain and use an educational record for your child. To have an educational record of our pupils’ progress, achievements, skills and abilities. This enables us to assess, plan and coordinate education services. Legal obligation

 

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009
Record and keep up to date parent and emergency contact details. 

To keep in touch with you about your child’s education and progress and to contact you or someone else in case of emergency, illness or school closure.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

Record and keep up to date medical information, GP contact details and dietary requirements.  To ensure the health and safety of your child and to contact you or someone else in case of emergency or illness.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)
Education (Scotland) Act 1980
Record equal opportunities information on a voluntary basis. 

If you choose to supply this information, it will be used to monitor equal opportunities and provide statistical information.

Public task

Article 6(1)(e)

 

Substantial public interest Article 9(2)(g)
Equality Act 2010
Collect information from parents and pupils in relation to compliance with school and local authority policies and procedures (e.g. Acceptable Use Policy, Anti-Weapon/Knife Crime Policy).  To ensure parents and pupils are aware of and understand roles and responsibilities.

Public task

Article 6(1)(e)

 

Substantial public interest Article 9(2)(g)

Health and Safety at Work etc. Act 1974

 

Criminal Law (Consolidation) (Scotland) Act 1995
Collect Religious and Moral Education preference information from parents. To provide education services and curriculum in line with parental preferences. 

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)
Education (Scotland) Act 1980
Collect a copy of pupil photograph from school photography provider. To validate the identity of pupils, ensure the health and safety of your child.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

Collect pupil attendance, attainment, exclusion information.  

To monitor pupil attendance, attainment, exclusion information so that we can support pupils and work with parents to support wellbeing at the earliest opportunity and inform quality assurance arrangements.

Legal obligation Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014

Providing cashless catering services To provide a school lunch to all pupils, either payable or free of charge, depending on eligibility and to access cashless catering facilities.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Children and Young People (Scotland) Act 2014

 

Schools (Health Promotion and Nutrition) (Scotland) Act 2007
Providing information to Integrated Children's and Family Services (e.g. Autism Outreach, Dyslexia Service), if additional support is required. This will only ever be done with agreement from parent and/or young person.  To provide additional education services or support, if required.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 2016

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Sharing with NHS.  To monitor the health and wellbeing of pupils and to provide health education.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014

 

National Health Service (Scotland) Act 1978

Sharing with Scottish Government. To monitor and quality assure educational progress locally and nationally.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Sharing with other local authorities. To transfer the pupil progress record to your child’s new school if a pupil moves out of an Aberdeen City school.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)
The Pupils’ Educational Records (Scotland) Regulations 2003
Sharing with Skills Development Scotland (secondary schools only). To provide information about further learning opportunities and career guidance to pupils. To monitor and contribute to national reporting and statistics and to inform policy development.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Sharing with Education Scotland. To monitor and assess the quality of education services and to contribute to national reporting and statistics to inform policy development.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Sharing with Scottish Qualifications Authority. To present pupils for national qualifications and assessments.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Sharing with the Associated Board of the Royal School of Music and/or the Trinity College London. To present pupils who receive tuition from the Music Service for graded exams.

Public task

Article 6(1)(e)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Providing references for pupils for college, university, employment or other destinations. To provide references for pupils about their school career to support their applications.

Article 6(1)(a)

 

Consent
The pupil has asked us to provide a reference.
Retaining information about individuals in accordance with the Council’s Retention and Disposal Schedule. To evidence completion of our education authority duties.

Legal obligation

Article 6(1)(c)

 

Substantial public interest Article 9(2)(g)

Education (Scotland) Act 1980

 

Education (Additional Support for Learning) (Scotland) Act 2009

 

Children and Young People (Scotland) Act 2014
Maintaining up to date and accurate records of names and contact details across the Council. To make sure we are using up to date and accurate names, addresses and contact details across Council services.

Public task

Article 6(1)(e)

Effective fulfilment of the Council’s statutory functions and powers

 

General Data Protection Regulation & Data Protection Act 2018


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