Why is it kept? Why is it shared with the organisation or individuals? Contractual arrangement for providing the photo. Yes, photographic company

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1 INFORMATION AUDIT 21st May 2018 Personal Information Specific s Who needs to Sources be informed that it is being held? (parent's, staff) Parent, Staff, Pupils, Parents, Contractors Physical, electronic or both Does it move If yes, external between your organisations or and people (i.e. ) other organisations/ people outside the IT Server, Intranet Electronic Yes Local Authority (i.e. Service providers [ meals, Payment Arrangements], [See other rows that include ], Why is it kept? Why is it shared with the organisation or individuals? Is it Should it be Accurate? kept? If kept, how long for? Reasons Yes Yes 6 Months, unless for reasons stated in other rows Does anyone need informing that it has been corrected? No Legal basis for holding the information Photos Staff Parent, Staff, Pupils, Parents, Contractor, Visitors Locations in the Both, newsletters, events, [Electronic signing in system] Name SIMS, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Plan, Accident [See single central taken by an external company) Yes, photographic company on the website ), HR Provider (name the provider ), Occupational Health (name provider), Contractors (i.e. Plumsun, training providers ), Local Authority (i.e. arrangement for providing the photo Yes Yes, for publicity and information purposes about the 's achievements and records School photo events - 5 years, newsletters - 2 years No reasons Yes Yes Ongoing Contracts SIMS, Staff File Gender SIMS, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Plan, Accident [See single sentral on the website ), HR Provider (name the provider ), Occupational Health (name provider), Contractors (i.e. Plumsun, training providers ), Local Authority (i.e. reasons Yes Yes Ongoing title)

2 D.O.B SIMS, Staff File, Both Yes Occupational Health, HR Serices Reasons Yes Yes Ongoing No National Insurance SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing No Job application Staff File, on-line received from potential employee Both Yes HR Services Reasons Yes Yes 6 months No References Staff File No No N/A N/A Yes Yes 6 months (unless the member of staff is in agreement to keep it longer No Pension Info SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing No Bank account SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) No Next of Kin SIMS, Staff File Both No N/A N/A Yes Yes Ongoing (for No Appraisal Staff File Physical Yes HR Services Advice on Employment Yes Yes Two years (for No Car registration Staff File Physical No N/A N/A Yes Yes Whilst valid Phone no.s SIMS, Staff File, Both Yes HR Services Reasons Yes Yes Ongoing No address SIMS, Staff File, IT Both Yes IT Company Reasons Yes Yes Ongoing No Salary SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) No Sick absence / other absence Staff File [also see Physical Yes HR Services and Advice on Employment Yes Yes Two years (for No DBS Staff File, [See Both Yes DBS Website for DBS number is kept ongoing N/A On-site and off-site visits - risk assessments (Name) Paper (taken on and off site) and Electronic documents Both Yes Plumsun Ltd, Education Centre and other Venues To run visits and for activities (on-site and off site) Yes Yes Ongoing Plumsun Passport / ID info. Staff File, [See Physical No N/A N/A Yes Yes 6 months No Single Central record Single Central Record [information collected is included on this form] Training record Staff File, Staff Room walls and other locations in s needed forand emergency response such as Copy of qualifications Staff File, [See Both No No Shared with Ofsted for inspection purposes Both No N/A Shared with Ofsted for inspection purposes, business continuity plan and for medical emergencies Yes Yes Ongoing Yes Yes Yes Ongoing, untill the training is no longer valid Yes Physical No N/A N/A Yes Yes 6 months No Photps for ID Staff File Both taken by an external company) Yes, photographic company arrangement for providing the photo Yes Yes Ongoing (i.e. used on staff badges) No

3 General Photos Locations in the, newsletters, events Both taken by an external company) Yes, photographic company arrangement for providing the photo Yes Yes, for publicity and information purposes about the 's achievements and records School photo events - 5 years, newsletters - 2 years No Medical Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for No Sickness / absence Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for No Disciplinary Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for No First aid record Staff File, Staff Both No N/A Shared with Ofsted for Yes Yes Ongoing, untill the Yes Emargency Contact SIMS, Staff File Both No N/A N/A Yes Yes Ongoing (for No Interview notes Staff File Physical Yes HR Services Reasons Yes Yes 6 months No Biometric Marriage Certs, Change of Deed Staff File, [See Physical No N/A N/A Yes No - used to check legally correct change of status/name Less than 6 months No Disabilities Staff File Both Yes HR Services and Reasons Yes Yes 6 months or if an No Sexual Preference Anonomously Physical Yes HR Services Reasons Yes Yes 6 months No Previous work Experience Staff File Physical No N/A N/A Yes Yes 6 months (unless No Teacher status check Staff File, [See Yes Yes DBS Website for DBS number is kept ongoing Section 128 check Staff File, [See Both Yes record that the check was undertaken is stored Disqualification by Association Staff File, [See Both Yes DBS Website for Pupils Name Parent and pupil SIMS, Pupil File,, School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident on the website ), Contractors (i.e. Plumsun, educational visit sign off ), Local Authority (i.e. record that the check was undertaken is stored N/A N/A N/A reasons Yes Yes Ongoing

4 Photos Parent and pupil Locations in the (medical and publicity purposes), newsletters, events Gender Parent SIMS, Pupil File,, School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident Returns Parents names Parent SIMS, Pupil File,, Accident Address Parent SIMS, Pupil File,, Accident SEN Parent SIMS, Pupil File,, Accident Both taken by an external company) Yes, photographic company on the website ), Contractors (i.e. Plumsun, educational visit sign off ), Local Authority (i.e. Both Yes Local Authority, NHS,, Change of School arrangement for providing the photo Yes Yes, for School photo medical events - 5 years, resasons, newsletters - 2 publicity and years information purposes about the 's achievements and records No reasons Yes Yes Ongoing reasons, reasons, reasons,

5 Medical Parent SIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident Allergies Parent SIMS, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident, Plumsun (emergency response on visits), Plumsun (emergency response on visits) Ethnicity and Religion Parent SIMS, Pupil File Both Yes Local Authority, Plumsun (emergency response on visits) Behaviour Records and Risk Assessments Parent SIMS, Progress Reports Teacher reports Parent SIMS, Progress Reports Academic achievement Parent SIMS, Progress Reports, Plumsun (electronic visit form) reasons, To respond to pupils needs To respond to pupils needs Safeguarding, contractual - pupil at - pupil at - pupil at, Siblings Parent SIMS Both Yes Local Authority, Ofsted Safeguarding, audits, contractual - pupil at Family info Parent SIMS SATS results Parent SIMS, Progress Reports, School Intranet Assessments Parent SIMS, Progress Reports, School Intranet Safeguarding, audits, contractual - pupil at, Yes, if needs change Yes Yes Yes Yes Yes Yes Yes

6 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 Both Yes Catering Provider, Ofsted,, Both Yes N/A N/A Yes Yes Yes Yes Yes Yes Both Yes IT Company Reasons Yes Yes Ongoing No, First language Parent SIMS, Pupil File Both Yes Local Authority To respond to pupils needs Birth Certificates Parent Paper Physical No N/A Check for visits abroad, examination board check Passport details Parent Paper (taken on and off site) and Electronic documents European Health card Parent Paper (taken on and off site) and Electronic documents Parental Name Parent SIMS, Pupil File,, Accident Both Yes Plumsun Ltd, Education Centre and other Venues Both Yes Plumsun Ltd, Education Centre and other Venues Check for visits abroad, examination board check Check for visits abroad Yes No Only during a visit No Yes No Only during a visit No Yes No Only during a visit No reasons, Yes Yes Yes, if needs change

7 Address Parent SIMS, Pupil File,, Accident Gender Parent SIMS, Pupil File,, reports, Phone No. Parent SIMS, Pupil File, Call History Parent Absense recording Letters Parent SIMS, Pupil File, Matrital status Parent SIMS, Pupil File,, reports Service providers [ meals, Payment Arrangements], reasons, reasons, reasons, No No No Both Yes No N/A Yes Yes One day No Service providers [ meals, Payment Arrangements],, reasons, reasons, No No Relationship to pupil Parent SIMS, Pupil File, reasons No Governors Name Governor SIMS, Governor File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Plan, [See single sentral DBS Governor Governor File, [See on the website ), HR Provider (name the provider ), Contractors (i.e. Plumsun, training providers ), Local Authority (i.e. Both Yes DBS Website for reasons Yes Yes Ongoing DBS number is kept ongoing N/A

8 Gender Governor SIMS, Governor File,, reports Personal Contact details Governor SIMS, Governor File,, reports reasons reasons No Governor SIMS, Pupil File, IT Server, Intranet Both Yes IT Company Reasons Yes Yes Ongoing No Adddress Governor SIMS, Governor File Both Yes Local Authority reasons Telephone No.s Governor SIMS, Governor File Both Yes N/A N/A Conflict of interest / Register of interest Governor SIMS, Governor File Both Yes N/A N/A Profile Governor SIMS, Governor File. School Website, Plan, [See single sentral, IT Server, School Intranet Attendence at meetings Governor SIMS, Governor File. School Website Section 128 check Governor SIMS, Governor File, [See single sentral Photos Governor Locations in the (publicity purposes), newsletters, events, [electronic signing in system] Contractors Name Contractor SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral Both Yes N/A N/A Both Yes N/A N/A Both Yes N/A N/A record that the check was untertaken is stored Both taken by an external company) Yes, photographic company arrangement for providing the photo Yes Yes, for medical resasons, publicity and information purposes about the 's achievements and records School photo events - 5 years, newsletters - 2 years No reasons Yes Yes Ongoing

9 Address Contractor SIMS,, School Website, Contracts,Business Continuity Plan, [See single sentral Gender Contractor SIMS,, School Website, Contracts,Business Continuity Plan, [See single sentral Mobile phone Contractor SIMS,, School Website, Contracts,Business Continuity Plan, [See single sentral DBS Contractor records, [See single central Organisation Contractor records, [See single central Biometric Contractor Photos Contractor [electronic signing in system] VAT Info Contractor records, [See single central Visitors Both Yes DBS Website for Both Yes DBS Website for reasons Yes Yes Ongoing reasons Yes Yes Ongoing reasons Yes Yes Ongoing DBS number is kept ongoing reasons Yes Yes Kept as long as the current contract lasts N/A N/A Electronic No N/A N/A Yes No N/A No Electronic No N/A N/A Yes Yes Kept as long as the current contract lasts No Name Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system], School Register Car reg Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system], School Register Gender Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system], School Register Organisation Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system], School Register DBS Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system], School Register s Visitor IT Server, Intranet Both Yes IT Company Reasons for arranging a visit Yes No Until the visit No Photo Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day No system] Volunteers

10 Name Individual SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral, HR Provider reasons Yes Yes Ongoing Photo ID Individual [electronic signing in Electronic No N/A N/A Yes Yes One day No system] Gender Individual SIMS,, School reasons Yes Yes For as long as the No Website, Contracts, 'Signing In System', [See single sentral, HR Provider contract to volunteer Contact details Individual SIMS,, reasons Yes Yes For as long as the No Contracts, IT Server, School Intranet, HR Provider contract to volunteer DBS Individual records, [See single central Next of kin Individual SIMS,, Contracts, IT Server, School Intranet Car reg Individual [electronic signing in system] Both Yes DBS Website for, HR Provider DBS number is kept ongoing reasons Yes Yes For as long as the contract to volunteer N/A No Electronic No N/A N/A Yes Yes One day No