INFORMATION AUDIT- WOOTTON PARK SCHOOL

Transcription

1 INFORMATION AUDIT- WOOTTON PARK SCHOOL Copyright of Plumsun Ltd, to be shared with Schools contracted to Plumsun Ltd GDPR Service only Dated 25 May 2018 Personal Information Specific s Photos Staff Who needs to be informed that it is being held? (parent's, staff) Parent, Staff, Pupils, Parents, Contractors Parent, Staff, Pupils, Parents, Contractor, Visitors Sources 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 ], Locations in the Both, newsletters, events, [Electronic signing in system] Name Arbor, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity 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. Evolve, training providers), Local Authority (i.e. report), Why is it kept? Why is it shared with the organisation or individuals? Is it Accurate? Should it be kept? If kept, how long for? Reasons Yes Yes 6 Months, unless for reasons stated in other rows 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 Does anyone need informing that it has been corrected? No reasons Yes Yes Ongoing Legal basis for holding the information Contracts Arbor, Staff File

2 Gender Arbor, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, Accident [See single sentral on the website), HR Provider (name the provider), Occupational Health (name provider), Contractors (i.e. Evolve, training providers), Local Authority (i.e. report), reasons Yes Yes Ongoing title) D.O.B Arbor, Staff File, Both Yes Occupational Health, HR Serices Reasons Yes Yes Ongoing National Insurance Arbor, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing Job application Staff File, on-line received from potential employee Both Yes HR Services Reasons Yes Yes Ongoing References Staff File No No N/A N/A Yes Yes Ongoing Pension Info Arbor, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing Bank account Arbor, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) Next of Kin Arbor, Staff File Both No N/A N/A Yes Yes Ongoing (for Appraisal Staff File Physical Yes HR Services Advice on Employment Yes Yes emergency Two years (for Car registration Staff File Physical No N/A N/A Yes Yes record Whilst valid of Phone no.s Arbor, Staff File, Both Yes HR Services Reasons Yes Yes business Ongoing use address Arbor, Staff File, IT Both Yes IT Company Reasons Yes Yes Ongoing Salary Arbor, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) Sick absence / other absence Staff File [also see staff appraisal] Physical Yes HR Services and Occupational Health Advice on Employment Yes Yes Two years (for record of consistancy) DBS Staff File, [See On-site and off-site visits - risk assessments (Name) Paper (taken on and off site) and Electronic documents Passport / ID info. Staff File, [See Both Yes Evolve, Education Centre and other Venues To run visits and for activities (onsite and off site) Yes Yes 6 Months, the DBS number is kept ongoing N/A Yes Yes Ongoing Evolve Physical No N/A N/A Yes Yes Ongoing

3 Single Central record Single Central Record [information collected is included on this form] Both No No Shared with Ofsted for inspection purposes Training record Copy of qualifications Staff File, Staff Room walls and other locations in s needed forand emergency response Staff File, such [See as Photos for ID Staff File Both taken by an external company) General Photos Locations in the, newsletters, events 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 Ongoing Both taken by an external company) Yes, photographic company Yes, photographic company Medical Staff File Both Yes HR Services and Occupational Health Sickness / absence Staff File Both Yes HR Services and Occupational Health Disciplinary Staff File Both Yes HR Services and Occupational Health First aid record Staff File, Staff Room walls and other locations in s needed forand emergency response such as first aid, fire), [See single sentral arrangement for providing the photo arrangement for providing the photo Both No N/A Shared with Ofsted for inspection purposes, business continuity plan and for medical emergencies Yes Yes Ongoing (i.e. used on staff badges) Yes Yes, for publicity and information purposes about the 's achievements and records School photo events - 5 years, newsletters - 2 years Advice on employment Yes Yes Two years (for record of consistancy) Advice on employment Yes Yes Two years (for record of consistancy) Advice on employment Yes Yes Two years (for record of consistancy) Yes Yes Ongoing, untill the training is no longer valid Yes Emergency Contact Arbor, Staff File Both No N/A N/A Yes Yes Ongoing (for emergency contact) Interview notes Staff File Physical Yes HR Services Reasons Yes Yes Ongoing Biometric

4 Marriage Certs, Change of Deed Staff File, [See Disabilities Staff File Both Yes HR Services and occupational health Physical No N/A N/A Yes No - used to check legally correct change of status/name Less than 6 months Reasons Yes Yes 6 months or if an ongoing requirement for emergency response Sexual Preference Anonomously collected Physical Yes HR Services Reasons Yes Yes 6 months Previous work Experience Staff File Physical No N/A N/A Yes Yes 6 months (unless the member of staff is in agreement to keep it longer Teacher status check Staff File, [See Yes Yes DBS Website for Yes Yes Ongoing N/A Section 128 check Staff File, [See Disqualification by Association Staff File, [See Pupils Name Parent and pupil Arbor, Pupil File,, School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident line, Tapestry, Milk Both Yes Yes Yes 6 Months, the record that the check was undertaken is stored on the website ), Contractors (i.e. Evolve, educational visit sign off ), Local Authority (i.e.. Yes Yes 6 Months, the record that the check was undertaken is stored N/A N/A reasons Yes Yes Ongoing Photos Parent and pupil Locations in the (medical and publicity purposes), newsletters, events, website, social media, Tapestry 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

5 Gender Parent Arbor, Pupil File,, School Website, Pupil Progress, Registers, 'Signing In System', Newsletters, Accident Returns Parents names Parent Arbor, Pupil File,, Accident line Address Parent Arbor, Pupil File,, Accident line [deleted each day] SEN Parent Arbor, Pupil File,, Accident line Medical Parent Arbor, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident line on the website ), Contractors (i.e. Evolve, educational visit sign off ), Local Authority (i.e. Both Yes Local Authority, NHS,, Change of School, Evolve (emergency response on visits) reasons Yes Yes Ongoing reasons, reasons, reasons, reasons,

6 Allergies Parent Arbor, Pupil File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident line, Evolve (emergency response on visits) Ethnicity and Religion Parent Arbor, Pupil File Both Yes Local Authority, Evolve (emergency response on visits) Behaviour Records and Risk Assessments Parent Arbor, Progress Reports Teacher reports Parent Arbor, Progress Reports Academic achievement Parent Arbor, Progress Reports, Evolve (electronic visit form) To respond to pupils needs To respond to pupils needs Safeguarding, contractual - pupil at - pupil at - pupil at, Siblings Parent Arbor Both Yes Local Authority, Ofsted Safeguarding, audits, contractual - pupil at Family info Parent Arbor SATS results Parent Arbor, Progress Reports, School Intranet Assessments Parent Arbor, Progress Reports, School Intranet Tracking data Parent Arbor, Progress Reports, School Intranet First aid record Parent Arbor, Paper located in Staff Room, Office, Medical Room Safeguarding, audits, contractual - pupil at, Yes, if needs change Yes Yes Yes Yes Yes Yes Yes Yes Yes

7 Exam certificates Parent Arbor, Progress Reports, IT Server, School Intranet LAC / Court Orders Parent Arbor, Staff Office, IT Server, Intranet Free School meals Parent Arbor, Staff Office, IT Server, Intranet Emergency Contacts Parent Arbor, Staff Office, IT Server, Intranet Both Yes Catering Provider, Ofsted,, Both Yes N/A N/A Yes Yes Yes Yes Parent Arbor, Pupil File, IT Server, Intranet Physical Intervention Parent Arbor, Paper located in Staff Room, Office, Medical Room Doctors details Parent Arbor, Paper located in Staff Room, Office, Medical Room Both Yes IT Company Reasons Yes Yes Ongoing, First language Parent Arbor, 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 Arbor, Pupil File,, Accident line [deleted each day] Both Yes Evolve, Education Centre and other Venues Both Yes Evolve, Education Centre and other Venues Check for visits abroad, examination board check Check for visits abroad Yes No Only during a visit Yes No Only during a visit Yes No Only during a visit reasons, Yes Yes Yes, if needs change No No No

8 Address Parent Arbor, Pupil File,, Accident line [deleted each day] Gender Parent Arbor, Pupil File,, reports, Phone No. Parent Arbor, Pupil File, Call History Parent Absense recording line [deleted each day] Letters Parent Arbor, Pupil File, Matrital status Parent Arbor, Pupil File,, reports Relationship to pupil Parent Arbor, Pupil File,, Governors Name Governor Arbor, Governor File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Business Continuity Plan, [See single sentral Service providers [ meals, Payment Arrangements], reasons, reasons, reasons, Both Yes No N/A Yes Yes One day Service providers [ meals, Payment Arrangements],, on the website), HR Provider (name the provider), Contractors (i.e. Evolve, training providers), Local Authority (i.e. report), reasons, reasons, reasons reasons Yes Yes Ongoing

9 DBS Governor Governor File, [See Yes Yes 6 Months, the DBS number is kept ongoing N/A Gender Governor Arbor, Governor File,, reports Personal Contact details Governor Arbor, Governor File,, reports reasons reasons Governor Arbor, Pupil File, IT Server, Intranet Both Yes IT Company Reasons Yes Yes Ongoing Adddress Governor Arbor, Governor File Both Yes Local Authority reasons Telephone No.s Governor Arbor, Governor File Both Yes N/A N/A Conflict of interest / Register of interest Governor Arbor, Governor File Both Yes N/A N/A Profile Governor Arbor, Governor File. School Website, Business Continuity Plan, [See single sentral, IT Server, School Intranet Attendence at meetings Governor Arbor, Governor File. School Website Section 128 check Governor Arbor, Governor File, [See single sentral Photos Governor Locations in the (publicity purposes), newsletters, events, [electronic signing in system] Both Yes N/A N/A Both Yes N/A N/A Both Yes N/A N/A Yes Yes 6 Months, the 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

10 Contractors Name Contractor Arbor,, School Website, Contracts, 'Signing In System', Business Continuity Plan, [See single sentral Address Contractor Arbor,, School Website, Contracts,Business Continuity Plan, [See single sentral Gender Contractor Arbor,, School Website, Contracts,Business Continuity Plan, [See single sentral Mobile phone Contractor Arbor,, School Website, Contracts,Business Continuity Plan, [See single sentral reasons Yes Yes Ongoing reasons Yes Yes Ongoing reasons Yes Yes Ongoing reasons Yes Yes Ongoing DBS Contractor records, [See Organisation Contractor records, [See Biometric Contractor Photos Contractor [electronic signing in system] VAT Info Contractor records, [See Visitors Name Visitor [electronic signing in system], School Register Car reg Visitor [electronic signing in system], School Register Gender Visitor [electronic signing in system], School Register Yes Yes 6 Months, the 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 Electronic No N/A N/A Yes Yes Kept as long as the current contract lasts Electronic No N/A N/A Yes Yes One day Electronic No N/A N/A Yes Yes One day Electronic No N/A N/A Yes Yes One day

11 Organisation Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day system], School Register DBS Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day system], School Register s Visitor IT Server, Intranet Both Yes IT Company Reasons for arranging a visit Yes No Until the visit Photo Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day system] Volunteers Name Individual Arbor,, School Website, Contracts, 'Signing In System', Business Continuity 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 system] Gender Individual Arbor,, School reasons Yes Yes For as long as Website, Contracts, 'Signing In System', [See single sentral, HR Provider the contract to volunteer Contact details Individual Arbor,, Contracts, IT Server, School Intranet, HR Provider DBS Individual records, [See Next of kin Individual Arbor,, Contracts, IT Server, School Intranet, HR Provider reasons Yes Yes For as long as the contract to volunteer Yes Yes 6 Months, the DBS number is kept ongoing reasons Yes Yes For as long as the contract to volunteer N/A Car reg Individual [electronic signing in system] Electronic No N/A N/A Yes Yes One day