ROWAN GATE PRIMARY SCHOOL INFORMATION AUDIT

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1 ROWAN GATE PRIMARY SCHOOL INFORMATION AUDIT Copyright of Plumsun Ltd, to be shared with Schools contracted to Plumsun Ltd GDPR S Dated 26th March 2018 What personal data is currently held in your school? Where did it come from? Who is it shared with? Is it accurate? Do you still need to keep it? If you have information that is inaccurate and needs updating you must also inform anyo Suggested sections - Personal Information Who needs to be informed that it is being held? (parent's, staff) Sources Physical, electronic or both Specific s Parent, Staff, Pupils, Parents, Contractors IT Server, Intranet Electronic Photos Parent, Staff, Pupils, Parents, Contractor, Visitors Locations in the school, newsletters, school events, Staff

2 Name Employee SIMS, Staff File, , School Website, Course Certificates, Registers, Newsletters, Business Continuity Plan, Accident Returns, [See single sentral record] Contracts Employee SIMS, Staff File Gender Employee SIMS, Staff File, , School Website, Course Certificates, Registers, Newsletters, Business Continuity Plan, Accident Returns, [See single sentral record] D.O.B Employee SIMS, Staff File, National Insurance Employee SIMS, Staff File Job application Employee Staff File, on-line received from potential employee References Employee Staff File No Pension Info Employee SIMS, Staff File Bank account Employee SIMS, Staff File Next of Kin Employee SIMS, Staff File Appraisal Employee Staff File Physical

3 Car registration Employee Staff File, SIMS Phone nos. Employee SIMS, Staff File, address Employee SIMS, Staff File, IT Salary Employee SIMS, Staff File Sick absence / other absence Employee Staff File [also see staff appraisal], SIMS, SAM LTd DBS Employee Staff File, Single Central Record On-site and off-site visits - risk assessments (Name) Employee Paper (taken on and off site) and Electronic documents Passport / ID info. Employee Staff File, [See single central record] Single Central record Employee Single Central Record [information collected is included on this form] Training record Employee Staff File, SIMS, Staff Room walls and other locations in schools needed forand emergency response such as first aid, fire), [See single central record] Copy of qualifications Employee Staff File, [See single central record] Physical Physical Photos for ID Employee Staff File, Electronic admin files

4 General Photos Employee Locations in the school, newsletters, school events, school website Medical Employee Staff File Sickness / absence Employee Staff File Disciplinary Employee Staff File First aid record Employee Staff File, Staff Room walls and Emargency Contact Employee other SIMS, locations Staff Filein Interview notes Employee Staff File Physical Biometric Employee Not currently held by Marriage Certs, Change of Deed Employee RGPS Staff File, [See single central record] n/a Physical Disabilities Employee Staff File, SIMS Ethnicity and Religion Employee Staff File, SIMS Sexual Preference Employee Anonomously Physical collected Previous work Experience Employee Staff File Physical

5 Teacher status check Employee Staff File, [See single central record] Section 128 check Employee Staff File, [See single central record] Disqualification by Association Employee Staff File, [See single central record] Pupils Name Parent and pupil SIMS, Pupil File, , School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident Returns, absense recording line [deleted each day] Photos Parent and pupil Locations in the school (medical and publicity purposes), newsletters, school events Gender Parent SIMS, Pupil File, , School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident Returns

6 Parents names Parent SIMS, Pupil File, , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] Address Parent SIMS, Pupil File, , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] SEN Parent SIMS, Pupil File, , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] Medical Parent SIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies), , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day]

7 Allergies Parent SIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies), , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] Ethnicity and Religion Parent SIMS, Pupil File Behaviour Records and Risk Assessments Parent SIMS, Progress Reports Teacher reports Parent SIMS, Progress Reports Academic achievement Parent SIMS, Progress Reports Siblings Parent SIMS Family info Parent SIMS SATS results Parent SIMS, Progress Reports, School Intranet Assessments Parent SIMS, Progress Reports, School Intranet

8 Tracking data Parent SIMS, Progress Reports, School Intranet First aid record Parent SIMS, Paper located in Staff Room, Office, Medical Room Exam certificates Parent SIMS, Progress Reports, IT Server, School Intranet LAC / Court Orders Parent SIMS, Staff Office, IT Server, Intranet Free School meals Parent SIMS, Staff Office, IT Server, Intranet Emergency Contacts Parent SIMS, Staff Office, IT Server, Intranet Parent SIMS, Pupil File, IT Server, Intranet Physical Intervention Parent SIMS, Paper located in Staff Room, Office, Medical Room Doctors details Parent SIMS, Paper located in Staff Room, Office, Medical Room First language Parent SIMS, Pupil File Birth Certificates Parent Paper Physical Passport details Parent Paper (taken on and off site) and Electronic documents

9 European Health card Parent Paper (taken on and off site) and Electronic documents Parental Name Parent SIMS, Pupil File, , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] Address Parent SIMS, Pupil File, , Accident Returns, safeguarding reports, contractual document (such as permission slips), absense recording line [deleted each day] Gender Parent SIMS, Pupil File, , safeguarding reports, Phone No. Parent SIMS, Pupil File, Call History Parent Absense recording line [deleted each day] Letters Parent SIMS, Pupil File,

10 Matrital status Parent SIMS, Pupil File, , safeguarding reports Relationship to pupil Parent SIMS, Pupil File, , safeguarding Governors Name Governor SIMS, Governor File, , School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, [See single sentral record] DBS Governor Governor File, [See single central record] Gender Governor SIMS, Governor File, , safeguarding reports Personal Contact details Governor SIMS, Governor File, , safeguarding reports Governor SIMS, Pupil File, IT Server, Intranet Adddress Governor SIMS, Governor File Telephone No.s Governor SIMS, Governor File Conflict of interest / Register of interest Governor SIMS, Governor File

11 Profile Governor SIMS, Governor File. School Website, Business Continuity Plan, [See single sentral record], IT Server, School Intranet Attendence at meetings Governor SIMS, Governor File. School Website Section 128 check Governor SIMS, Governor File, [See single sentral record] Photos Governor Locations in the school (publicity purposes), newsletters, school events, [electronic signing in system] Contractors Name Contractor SIMS, , School Website, Contracts, 'Signing In System', Business Continuity Plan, [See single sentral record] Address Contractor SIMS, , School Website, Contracts,Business Continuity Plan, [See single sentral record]

12 Gender Contractor SIMS, , School Website, Contracts,Business Continuity Plan, [See single sentral record] Mobile phone Contractor SIMS, , School Website, Contracts,Business Continuity Plan, [See single sentral record] DBS Contractor Contractual records, [See single central record] Organisation Contractor Contractual records, [See single central record] Biometric Contractor Photos Contractor [electronic signing in system] VAT Info Contractor Contractual records, [See single central record] Visitors Electronic Electronic Name Visitor [electronic signing in Electronic system], School Register Car reg Visitor [electronic signing in Electronic system], School Register Gender Visitor [electronic signing in Electronic system], School Register Organisation Visitor [electronic signing in Electronic system], School Register DBS Visitor [electronic signing in Electronic system], School Register s Visitor IT Server, Intranet

13 Photo Visitor [electronic signing in system] Volunteers Name Individual SIMS, , School Website, Contracts, 'Signing In System', Business Continuity Plan, [See single sentral record] Photo ID Individual [electronic signing in system] Gender Individual SIMS, , School Website, Contracts, 'Signing In System', [See single sentral record] Electronic Electronic Contact details Individual SIMS, , Contracts, IT Server, School Intranet DBS Individual Contractual records, [See single central record] Next of kin Individual SIMS, , Contracts, IT Server, School Intranet Car reg Individual [electronic signing in system] Electronic

14 Service only one you have shared it with. Does it move If yes, external between your organisations or school and people (i.e. parents) other organisations/ people outside the school Why is it kept? Why is it shared with the organisation or individuals? Is it Accurate? Local Authority (i.e. safeguarding report ), Service providers [school meals, Payment Arrangements], [See other rows that include ], Contractual Reasons by photographic company, through CTF files, photographic company, feeder schools Contractual arrangement for providing the photo

15 Public (i.e. if included on the website ), HR Provider (Education Personnel Management), Occupational Health (Medigold), Contractors (i.e. Plumsun, SAM Ltd, Training providers ), Local Authority, HR Providers (EPM Ltd) Public (i.e. if included on the website ), HR Provider (Education Personnel Management ), Occupational Health (Medigold), Contractors (i.e. Plumsun, SAM Ltd, Training providers ), Local Authority, Occupational Health, HR Services, Absence Management software Contractual Reasons HR Payroll Contractual Reasons HR Services Contractual Reasons No N/A N/A HR Payroll Contractual Reasons HR Payroll Contractual Reasons No N/A N/A HR Services Advice on Employment

16 No N/A N/A HR Services Contractual Reasons HR Services, IT Company Contractual Reasons HR Payroll Contractual Reasons HR Services and Occupational Health, Absence Management Software DBS Website for Update Service Advice on Employment, Pastoral Care Check DBS for New Employee Plumsun Ltd, Education Centre and other Venues To run school visits and for activities (on-site and off site) No N/A N/A No No Shared with Ofsted for inspection purposes No N/A Shared with Ofsted for inspection purposes, business continuity plan and for medical emergencies No N/A N/A No (unless taken by an external company), photographic company Contractual arrangement for providing the photo

17 No (unless taken by an external company), photographic company Contractual arrangement for providing the photo HR Services and Occupational Health HR Services and Occupational HR Services and Health Occupational Health Advice on employment Advice on employment Advice on employment No N/A Shared with Ofsted for inspection purposes, No N/A business N/A continuity HR Services Contractual Reasons n/a n/a n/a n/a No N/A N/A HR Services and occupational health Contractual Reasons HR Services and Occupational Health Contractual Reasons HR Services Contractual Reasons No N/A N/A

18 DBS Website for Update Service Check DBS for New Employee HR Providers (EPM Ltd) Recruitment checks and for Ofsted inspection purposes DBS Website for Update Service Check DBS for New Employee Public (i.e. if included on the website ), Contractors (i.e. Plumsun, educational visit sign off ), Local Authority (i.e. safeguarding report ), No (unless taken by an external company), photographic company Contractual arrangement for providing the photo Public (i.e. if included on the website ), Contractors (i.e. Plumsun, educational visit sign off ), Local Authority (i.e. safeguarding report ),

19 Local Authority (i.e. safeguarding report ), Local Authority, NHS, Local Authority (i.e. safeguarding report ), , Change of School Local Authority (i.e. safeguarding report ), , Plumsun (emergency response on school visits)

20 Local Authority (i.e. safeguarding report ), , Plumsun (emergency response on school visits) To respond to pupils needs Local Authority, Plumsun (emergency response on school visits) Local Authority, Ofsted, parents, Plumsun (electronic school visit form) Local Authority, Ofsted, parents Local Authority, Ofsted, parents To respond to pupils needs Safeguarding, contractual arrangements - pupil attendence at school Contractual arrangements - pupil attendence at school Contractual arrangements - pupil attendence at school, parents Local Authority, Ofsted Safeguarding, safeguarding audits, contractual arrangements - pupil attendence at school Local Authority, Ofsted, parents Local Authority, Ofsted, parents Safeguarding, safeguarding audits, contractual arrangements - pupil attendence at school Contractual arrangements Local Authority, Ofsted, parents Contractual arrangements

21 Local Authority, Ofsted, parents Contractual arrangements Local Authority, Ofsted, parents Contractual arrangements Local Authority, Ofsted, parents Contractual arrangements Local Authority, Ofsted, parents Contractual arrangements Catering Provider, Ofsted, parents Contractual arrangements N/A N/A IT Company Contractual Reasons Local Authority, Ofsted, parents Contractual arrangements Local Authority, Ofsted, parents, Contractual arrangements Local Authority To respond to pupils needs No N/A Check for school visits abroad, examination board check Plumsun Ltd, Education Centre and other Venues Check for school visits abroad, examination board check

22 Plumsun Ltd, Education Centre and other Venues Check for school visits abroad Local Authority (i.e. safeguarding report ), Local Authority (i.e. safeguarding report ), Local Authority (i.e. safeguarding report ), Local Authority (i.e. safeguarding report ), Service providers [school meals, Payment Arrangements] , No N/A Local Authority (i.e. safeguarding report ), Service providers [school meals, Payment Arrangements], ,

23 Local Authority (i.e. safeguarding report ), Local Authority (i.e. safeguarding report ), Public (i.e. if included on the website ), HR Provider (name the provider ), Contractors (i.e. Plumsun, training providers ), Local Authority (i.e. safeguarding report ), DBS Website for Update Service Check DBS for New Employee Local Authority (i.e. safeguarding report ), Local Authority (i.e. safeguarding report ), IT Company Contractual Reasons Local Authority N/A N/A N/A N/A

24 N/A N/A N/A N/A N/A N/A No (unless taken by an external company), photographic company Contractual arrangement for providing the photo Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ),

25 Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), DBS Website for Update Service Check DBS for New Employee DBS Website for Update Service No N/A N/A No N/A N/A No N/A N/A No N/A N/A No N/A N/A No N/A N/A No N/A N/A IT Company Reasons for arranging a visit

26 No N/A N/A Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), , HR Provider No N/A N/A Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), , HR Provider Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), , HR Provider DBS Website for Update Service Check DBS for New Employee Public (i.e. if included on the website ), Other contractors (i.e. Plumsun for edcuational visits, accident reporting ), , HR Provider No N/A N/A

27 Should it be kept? If kept, how long for? Does anyone need informing that it has been corrected? Legal basis for holding the information 6 Months, unless for reasons stated in other rows No, for publicity and information purposes about the school's achievements and records School photo events - 5 years, newsletters - 2 years No 4

28 Ongoing No (unless changes of name) 4 Ongoing No (unless Ongoing changes No (unless of changes of title) 4 4 Ongoing No 4 Ongoing No 4 6 months No 4 6 months (unless the member of staff is in agreement to keep it longer No 4 Ongoing No 4 Ongoing (for pay) No 4 Ongoing (for No 4 emergency Two years (for record of No 4

29 Whilst valid No (unless 4 business Ongoing use changed) No 4 Ongoing No 4 Ongoing (for pay) No 4 Two years (for record of consistancy) 6 Months, the DBS number is kept ongoing No 4 N/A 4 Ongoing Plumsun 4 6 months No 4 Ongoing 4 Ongoing, untill the training is no longer valid 4 6 months No 4 Ongoing (i.e. used on staff badges) No 4

30 , for publicity and information purposes about the school's achievements and records School photo events - 5 years, newsletters - 2 years No 4 Two years (for No 4 record of consistancy) Two years (for No 4 record Two years of (for No 4 record of consistancy) Ongoing, untill 4 the training is no longer Ongoing valid (for No 4 emergency contact) 6 months No 4 n/a n/a n/a n/a No - used to check legally correct change of status/name Less than 6 months No 4 6 months or if an ongoing requirement for emergency response Held on file during employment term No 4 6 months No 4 6 months (unless the member of staff is in agreement to keep it longer No 4

31 6 Months, record of check and DBS number is kept ongoing 6 Months, the record that the check was untertaken is stored 6 Months, the record that the check was untertaken is stored N/A 4 N/A 4 N/A 4 Ongoing No (unless changes of name) 4, for medical resasons, publicity and information purposes about the school's achievements and records School photo events - 5 years, newsletters - 2 years No 4 Ongoing No (unless changes of name) 4

32 attending school, and for 6 months following attendence No (unless changes of name) 4 attending school, and for 6 months following attendence No (unless changes of name) 4 attending school, and for 6 months following attendence No (unless changes of name) 4 attending school, and for 6 months following attendence No (unless changes of name) 4

33 attending school, and for 6 months following attendence No (unless changes of name) 4 attending school, parents if needs change 4 attending school attending school attending school attending school attending school 4 attending school attending school 4 4

34 attending school attending school attending school, and for 6 months following attendence attending school attending school attending school Ongoing No 4 attending school attending school 4 4 No attending school Only during a visit No, parents if needs change 4 No Only during a visit No

35 No Only during a visit No attending school, and for 6 months following attendence No (unless changes of name) 4 attending school, and for 6 months following attendence No 4 No 4 attending school, and for 6 months following attendence No 4 attending school, and for 6 months following attendence One day No 4 attending school, and for 6 months following attendence No 4

36 attending school, and for 6 months following attendence No 4 No 4 Ongoing No (unless changes of name) 4 6 Months, the DBS number is kept ongoing N/A 4 No 4 the person is a Governor at the school the person is a Governor at the school Ongoing No 4 the person is a Governor at the school the person is a Governor at the school the person is a Governor at the school

37 the person is a Governor at the school, for medical resasons, publicity and information purposes about the school's achievements and records the person is a Governor at the school 6 Months, the record that the check was untertaken is stored School photo events - 5 years, newsletters - 2 years No 4 Ongoing No (unless changes of name) 4 Ongoing No (unless changes of name) 4

38 Ongoing No (unless changes of name) 4 Ongoing No (unless changes of name) 4 6 Months, the DBS number is kept ongoing Kept as long as the current contract lasts N/A 4 N/A 4 No N/A No 4 Kept as long as the current contract lasts No 4 One day No 4 One day No 4 One day No 4 One day No 4 One day No 4 No Until the visit No 4

39 One day No 4 Ongoing No (unless changes of name) 4 One day No 4 For as long as the contract to volunteer No 4 For as long as the contract to volunteer No 4 6 Months, the DBS number is kept ongoing For as long as the contract to volunteer N/A 4 No 4 One day No 4

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