Student Data record
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Student Personal Data This sheet will tell you what student data we hold and who we share it with. Note - "SIMS" is our centralised Management Information system held on a secure server inside School.The Legal basis referred to below are taken from GDPR Articles 4 and 9: https://gdpr-info.eu/art-9-gdpr/ and https://gdpr-info.eu/art-6-gdpr/
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Category of DataHow we have itHow long we keep itWhere it isOur Legal Basis for processingWho we may share it withWhyLegal Basis for processing/sharingAdditional Legal basis (If special category)
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Student NameAdmissions Form & previous schoolDOB+25 Years then destroyedSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Includes preferred name and legal nameLocal AuthorityLegal Obligation, for example, safeguarding concerns.6.1c - Legal Obligation
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PoliceWhen ordered 6.1c - Legal Obligation
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Insurance CompanyIn the event of an insurance claim6.1b - Contractual
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School suppliersSee the suppliers Tab below6.1e - Public Task
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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EmployersWork experience information6.1e - Public Task
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Medical practitionersIn the event of an emergency6.1d - Vital interest
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Date of BirthAdmissions Form & previous schoolDOB+25 Years then destroyedSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, for example, safeguarding concerns.6.1c - Legal Obligation
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PoliceWhen ordered 6.1c - Legal Obligation
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Insurance CompanyIn the event of an insurance claim6.1b - Contractual
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School suppliersSee the suppliers Tab below6.1e - Public Task
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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Medical practitionersIn the event of an emergency6.1d - Vital interest
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GenderAdmissions Form & previous schoolDOB+25 Years then destroyedSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, for example, safeguarding concerns.6.1c - Legal Obligation
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PoliceWhen ordered 6.1c - Legal Obligation
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Insurance CompanyIn the event of an insurance claim6.1b - Contractual
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School suppliersSee the suppliers Tab below6.1e - Public Task
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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Medical practitionersIn the event of an emergency6.1d - Vital interest
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Student Registration detailsPrevious SchoolDOB+25 Years then destroyedSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School system suppliersSee the suppliers Tab below6.1e - Public Task
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AddressAdmissions Form and Previous SchoolDOB+25 Years then destroyedSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School system suppliersSee the suppliers Tab below6.1e - Public Task
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PhotographTaken by school approved photographerDOB+25 Years then destroyedSIMS6.1e - Public TaskLocal AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Displays inside school6.1a - ConsentSchool system suppliersSee the suppliers Tab below6.1e - Public Task
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Social MediaTo promote the student activities in the school6.1a - Consent
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School WebsiteTo promote the student activities in the school6.1a - Consent
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Medical InformationAdmissions forms and parental informationDOB+25 Years then destroyedSIMS6.1e - Public TaskMedical practitionersIn the event of an emergency6.1d - Vital interest
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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First Aid logsDOB+25 Years then destroyedSchool system suppliersSee the suppliers Tab below6.1e - Public Task
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Ethnicity/NationalityAdmissions FormDOB+25 Years then destroyedSIMS6.1c - Legal ObligationDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation9.2b Legal obligation
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9.2b Legal obligation
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Parent/Carer informationAdmissions Form and previous schoolDOB+25 Years then destroyedSIMS6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local Authority (LA)Legal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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CYPS Children & Young People's Service NorthumberlandChildren's mental health support service6.1c - Legal Obligation
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PoliceSafeguarding and family support6.1c - Legal Obligation
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Home visit service supplierHome visits to monitor attendance and safeguarding 6.1e - Public Task
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LA Early Help Team Safeguarding and family support6.1c - Legal Obligation
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LA Legal Intervention TeamSafeguarding and family support6.1c - Legal Obligation
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LA School AdmissionsSafeguarding and family support6.1c - Legal Obligation
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LA Social ServicesSafeguarding and family support6.1c - Legal Obligation
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LA SEN teamSafeguarding and family support6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School system suppliersSee the suppliers Tab below6.1e - Public Task
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ReligionAdmissions FormDOB+25 Years then destroyedSIMS6.1c - Legal ObligationDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation9.2b Legal obligation
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9.2b Legal obligation
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Sibling informationAdmissions Form and previous schoolDOB+25 Years then destroyedSIMS6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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School system suppliersSee the suppliers Tab below6.1e - Public Task
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Previous School AttendancePrevious schoolDOB+25 Years then destroyedSIMS6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Other schoolsFor example, when a student attends another school after leaving us6.1e - Public Task
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Special Educational Needs InformationAdmission Forms, Previous school and Parental ContactDOB+25 years then reviewSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Notes of Meetings with parents/carers and authoritiesDOB+25 years then reviewSIMS / School Systems/Secure office6.1e - Public TaskLocal AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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SEN StatementsDOB + 30 yearsSIMS / School Systems/Secure office6.1e - Public TaskConsilium Academy TrustTo track and support student progress6.1e - Public Task
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Notes and information from our Student Support StaffDOB+25 years then reviewSIMS / School Systems/Secure office6.1e - Public TaskSchool supplierTo support student progress by enabling the recording and implementation of support, tracking cost and effectiveness. See supplier tab.6.1e - Public Task
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AttendanceForm registersRegister + 3yearsSIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Local Authority (LA)Legal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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LA Early Help Team Safeguarding and family support6.1c - Legal Obligation
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LA Legal Intervention TeamSafeguarding and family support6.1c - Legal Obligation
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LA School AdmissionsSafeguarding and family support6.1c - Legal Obligation
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LA Social ServicesSafeguarding and family support6.1c - Legal Obligation
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LA SEN teamSafeguarding and family support6.1c - Legal Obligation
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South Tyneside School Nurse ServiceMedical Support6.1a - Consent
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CYPS Children & Young People's Service NorthumberlandChildren's mental health support service6.1c - Legal Obligation
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PoliceSafeguarding and family support6.1c - Legal Obligation
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Home visit service supplierHome visits to monitor attendance and safeguarding 6.1e - Public Task
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General PractitionerMedical Support6.1a - Consent
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Subject Grades and Examination ResultsInternal assessmentsDOB+25 years SIMS / School Systems/Secure office6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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Exam BoardsSee the suppliers Tab below6.1e - Public Task
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Externally set examsYear of Exam + 6 years6.1e - Public TaskLocal AuthorityLegal Obligation, education and training under section 507B of the Education Act 1996 and for example, safeguarding concerns6.1c - Legal Obligation
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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Dietary informationAdmission Form and Parental ContactDOB+25 years SIMS6.1e - Public TaskSchool meal supplierTo ensure Health and Safety of students in providing safe diet6.1e - Public Task
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Free School Meal entitlementsLocal AuthorityDOB+25 years SIMS6.1e - Public TaskDepartment for EducationLegal obligation under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 20136.1c - Legal Obligation
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School meal supplierTo ensure Health and Safety of students in providing safe diet6.1e - Public Task
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Consilium Academy TrustTo track and support student progress6.1e - Public Task
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