Contractual arrangement for providing the photo. Yes, photographic company

Transcription

1 INFORMATION AUDIT Copyright of Plumsun Ltd, to be shared with Schools contracted to Plumsun Ltd GDPR Service only Dated 26th March 2018 Personal Information Who needs to be informed that it is being held? (parent's, staff) Sources Physical, electronic or both Does it move If yes, external between your organisations or and people (i.e. ) other organisations/ people outside the 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? Does anyone need informing that it has been corrected? Legal basis for holding the information Specific s Parent, Staff, students, Parents, Contractors IT Server, Intranet Electronic Yes Local Authority (i.e. Service providers [ meals, Payment Arrangements], [See other rows that include ], Reasons Yes Yes 6 Months, unless for reasons stated in other rows No Photos Staff Parent, Staff, students, Parents, Contractor, Visitors Locations in the, newsletters, events, [Electronic signing in Name SIMS, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Plan, Accident Returns, [See single sentral Both 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 reasons Yes Yes Ongoing Contracts SIMS, Staff File

2 Gender SIMS, Staff File,, School Website, Course Certificates, Registers, 'Signing In System', Newsletters, Plan, Accident Returns, [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) D.O.B SIMS, Staff File, Both Yes Occupational Health, HR Serices Reasons Yes Yes Ongoing National Insurance SIMS, 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 6 months 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 Pension Info SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing Bank account SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) Next of Kin SIMS, Staff File Both No N/A N/A Yes Yes Ongoing (for Appraisal Staff File Physical Yes HR Services Advice on Employment Yes Yes Two years (for 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 address SIMS, Staff File, IT Both Yes IT Company Reasons Yes Yes Ongoing Salary SIMS, Staff File Both Yes HR Payroll Reasons Yes Yes Ongoing (for pay) Sick absence / other absence Staff File [also see Physical Yes HR Services and Advice on Employment Yes Yes Two years (for DBS Staff File, [See Both Yes DBS Website for Update Service Check DBS for New Yes Yes 6 Months, the 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 Single Central record Single Central Record [information collected is included on this form] Both No No Shared with Ofsted for inspection purposes Yes Yes Ongoing Yes

3 Training record Staff File, Staff Room walls and other locations in s needed forand emergency h Copy of qualifications Staff File, [See Both No N/A Shared with Ofsted for inspection purposes, business continuity plan and for medical emergencies Yes Yes Ongoing, untill the training is no longer valid Yes Physical No N/A N/A Yes Yes 6 months 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) 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 Medical Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for Sickness / absence Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for Disciplinary Staff File Both Yes HR Services and Advice on employment Yes Yes Two years (for First aid record Staff File, Staff Both No N/A Shared with Ofsted for Yes Yes Ongoing, untill Yes Emargency Contact SIMS, Staff File Both No N/A N/A Yes Yes Ongoing (for Interview notes Staff File Physical Yes HR Services Reasons Yes Yes 6 months 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 Disabilities Staff File Both Yes HR Services and Reasons Yes Yes 6 months or if an Sexual Preference Anonomously 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 Teacher status check Staff File, [See Yes Yes DBS Website for Update Service Check DBS for New Yes Yes 6 Months, the DBS number is kept ongoing Section 128 check Staff File, [See Both Yes Yes Yes 6 Months, the record that the check was untertaken is stored Disqualification by Association Staff File, [See Both Yes DBS Website for Update Service students Check DBS for New Yes Yes 6 Months, the record that the check was untertaken is stored N/A N/A N/A

4 Name Parent and student SIMS, student File,, School Website, student Progress, Registers, 'Signing In System', Newsletters, Accident Returns, on the website ), Contractors (i.e. Plumsun, educational visit sign off ), Local Authority (i.e. reasons Yes Yes Ongoing Photos Parent and student Locations in the (medical and publicity purposes), newsletters, events Gender Parent SIMS, student File,, School Website, student Progress, Registers, 'Signing In System', Newsletters, Accident Returns Parents names Parent SIMS, student File,, Accident Returns, safeguarding reports, contractual document (such as permission slips), Address Parent SIMS, student File,, Accident Returns, safeguarding reports, contractual document (such as permission slips), 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, 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 reasons Yes Yes Ongoing reasons attending, reasons attending,

5 SEN Parent SIMS, student File,, Accident Returns, safeguarding reports, contractual document (such as permission slips), Medical Parent SIMS, student File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident Returns, safeguarding reports, contractual document (such as permission slips), Allergies Parent SIMS, student File, Staff Room/ Medical Room (in order to respond to emergencies),, Accident Returns, safeguarding reports, contractual document (such as permission slips),, Change of School, Plumsun (emergency response on visits), Plumsun (emergency response on visits) Ethnicity and Religion Parent SIMS, student File Both Yes Local Authority, Plumsun (emergency response on visits) Behaviour Records and Risk Assessments Parent SIMS, Progress Reports, Plumsun (electronic visit form) reasons attending, reasons attending, To respond to students needs To respond to students needs Safeguarding, contractual - student at attending, attending attending Yes, if needs change Yes Teacher reports Parent SIMS, Progress Reports - student at attending Yes

6 Academic achievement Parent SIMS, Progress Reports - student at, Siblings Parent SIMS Both Yes Local Authority, Ofsted Safeguarding, safeguarding audits, contractual - student at attending attending Yes Yes Family info Parent SIMS Safeguarding, safeguarding audits, contractual - student at attending Yes SATS results Parent SIMS, Progress Reports, School Intranet Assessments Parent SIMS, Progress Reports, School Intranet 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 Both Yes Catering Provider, Ofsted, attending attending attending attending attending, attending attending Both Yes N/A N/A attending Yes Yes Yes Yes Yes Yes Yes Yes Parent SIMS, student File, IT Server, Intranet Physical Intervention Parent SIMS, Paper located in Staff Room, Office, Medical Room Both Yes IT Company Reasons Yes Yes Ongoing attending Yes

7 Doctors details Parent SIMS, Paper located in Staff Room, Office, Medical Room, First language Parent SIMS, student File Both Yes Local Authority To respond to students 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, student File,, Accident Returns, safeguarding reports, contractual document (such as permission slips), Address Parent SIMS, student File,, Accident Returns, safeguarding reports, contractual document (such as permission slips), Gender Parent SIMS, student File,, safeguarding reports, Phone No. Parent SIMS, student File, Both Yes Plumsun Ltd, Education Centre and other Venues Both Yes Plumsun Ltd, Education Centre and other Venues Service providers [ meals, Payment Arrangements], Check for visits abroad, examination board check Check for visits abroad attending attending Yes No Only during a visit Yes No Only during a visit Yes No Only during a visit reasons attending, reasons attending, reasons attending, reasons attending, Yes Yes, if needs change No No No

8 Call History Parent Absense recording Letters Parent SIMS, student File, Matrital status Parent SIMS, student File,, safeguarding reports Both Yes No N/A Yes Yes One day Service providers [ meals, Payment Arrangements],, reasons attending, reasons attending, Relationship to student Parent SIMS, student File, reasons 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 Update Service reasons Yes Yes Ongoing Check DBS for New Yes Yes 6 Months, the DBS number is kept ongoing N/A Gender Governor SIMS, Governor File,, safeguarding reports Personal Contact details Governor SIMS, Governor File,, safeguarding reports reasons the person is a Governor at the reasons the person is a Governor at the Governor SIMS, student File, IT Server, Intranet Both Yes IT Company Reasons Yes Yes Ongoing Adddress Governor SIMS, Governor File Both Yes Local Authority reasons the person is a Governor at the Telephone No.s Governor SIMS, Governor File Both Yes N/A N/A the person is a Governor at the

9 Conflict of interest / Register of interest Governor SIMS, Governor File Both Yes N/A N/A the person is a Governor at the 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 Contractors Name Contractor SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral Address Contractor SIMS,, School Website, Contracts,Business Continuity Plan, [See single sentral Gender Contractor SIMS,, School Website, Contracts,Business Continuity Plan, [See single sentral Both Yes N/A N/A the person is a Governor at the Both Yes N/A N/A the person is a Governor at the 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 reasons Yes Yes Ongoing reasons Yes Yes Ongoing reasons Yes Yes Ongoing

10 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 VAT Info Contractor records, [See single central Visitors Both Yes DBS Website for Update Service Both Yes DBS Website for Update Service reasons Yes Yes Ongoing Check DBS for New 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 Name Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day, School Register Car reg Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day, School Register Gender Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day, School Register Organisation Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day, School Register DBS Visitor [electronic signing in Electronic No N/A N/A Yes Yes One day, 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 Volunteers Name Individual SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral Photo ID Individual [electronic signing in, HR Provider reasons Yes Yes Ongoing Electronic No N/A N/A Yes Yes One day

11 Gender Individual SIMS,, School Website, Contracts, 'Signing In System', [See single sentral Contact details Individual SIMS,, Contracts, IT Server, School Intranet DBS Individual records, [See single central Next of kin Individual SIMS,, Contracts, IT Server, School Intranet Car reg Individual [electronic signing in Agency Staff Name Individual SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral, HR Provider, HR Provider Both Yes DBS Website for Update Service, HR Provider reasons Yes Yes For as long as the contract to volunteer reasons Yes Yes For as long as the contract to volunteer Check DBS for New Yes Yes 6 Months, the DBS number is kept ongoing reasons Yes Yes For as long as the contract to volunteer N/A Electronic No N/A N/A Yes Yes One day, HR Provider reasons Yes Yes Ongoing Photo ID Individual [electronic signing in Electronic No N/A N/A Yes Yes One day Contact details Individual SIMS,, Contracts, IT Server, School Intranet, HR Provider reasons Yes Yes For as long as the contract to volunteer DBS Individual records, Both Yes DBS Website for Check DBS for New Yes Yes 6 Months, the N/A [See single central Update Service DBS number is kept ongoing

12 Next of kin Individual SIMS,, Contracts, IT Server, School Intranet Car reg Individual [electronic signing in Work Experience Name Individual SIMS,, School Website, Contracts, 'Signing In System', Plan, [See single sentral, HR Provider reasons Yes Yes For as long as the contract to volunteer Electronic No N/A N/A Yes Yes One day, HR Provider reasons Yes Yes Ongoing Photo ID Individual [electronic signing in Electronic No N/A N/A Yes Yes One day Contact details Individual SIMS,, Contracts, IT Server, School Intranet, HR Provider reasons Yes Yes For as long as the contract to volunteer DBS Individual records, Both Yes DBS Website for Check DBS for New Yes Yes 6 Months, the N/A [See single central Update Service DBS number is kept ongoing Next of kin Individual SIMS,, Contracts, IT Server, School Intranet Car reg Individual [electronic signing in, HR Provider reasons Yes Yes For as long as the contract to volunteer Electronic No N/A N/A Yes Yes One day

13 List of Contractors Advent Signs Adventure International AQA Education ASCL BACA Workwear & Safety Ltd Blandfords Blounts Capita Business Services Cascaid Ltd (Kudos) Centurion Training Solutions Ltd Civica UK Ltd Collins Connect County Power Creative Education Crossbow Education Derventio Education Ltd Drainjet EEducation Ltd Edmodo Education Maintenance Service Education Umbrella Ltd Educational Personnel Management Ltd ESM Power Facilicom Services FFT Education Ltd Field Studies Council Ltd Freedom Leisure Greenday Energy Humanatopia Ltd IGD Dervices Ise Fire Lessons from Auschwitz Project Mana Resourcing Ltd Medigold Health Consultancy Ltd Moulton College My Maths Nationwide Retail Systems Ltd Northampton Music & Performing Arts Trust Northampton Sailing Club Northamptonshire County Council NST OCR Optimus Education Parent Pay Ltd PCS Business Systems Ltd Pearson Education Ltd Pet-Xi Training Ltd

14 Pilgrim Learning Trust Progress Schools Ltd Rock and Pop Academy Ltd Rushden Academy SAM (Staff Absence Management) SAM Learning Schoolcomms Sisra Ltd Ski and Sport Ltd Supply Teaching Ltd SWI Synapsia limited t/a Positively Mad Teaching Personnel Ltd Telephone Europe Ltd The Brilliant Club The Duke of Edinburgh's Award The East Northants College (TENC) The Hive The Pixl Club Ltd The Rushmere Academy UCAS University of Bedfordshire Wayahead Outdoor Training CIC WJEC CBAC Ltd