Pupil Records
Protecting Your Information
What information do we have about you?
- Your name, address, date of birth
- The name of the school, college or university you go to
- Information about how well you are doing
- Who is supporting you and why
- An accurate record of what has happened to you
Why do we have information about you?
- To make sure that the staff in your school and the Children's
Service have accurate, up to date information to plan support for
you in the best way we can
- To make sure that schools and the Children's Service meet the
needs of local communities
- To make sure that full information is available should you need
another type of support, for example if you are referred to a
specialist service
- To make sure that your concerns can be properly looked into if
you have a complaint
- To make sure we have an accurate record if we have to review
your support.
- To check that everyone at your school is being supported
well
- To check that our staff are working well
Your information helps us to plan for the future both locally
and nationally. It also allows us to monitor the way public
money is spent.
Do you have to give us your information?
The law says we must have some basic information about you.
Do we share your information with other people?
To make sure you receive all the support you need we might share
relevant information about you with other organisations. This
enables everyone working to support you to have a balanced picture
of your needs rather than just a snapshot view. It will also
save you giving your details over and over again.
Wherever possible, we will talk to you before information is
shared to ensure we act with your consent. If we're unable to
get your consent for any reason, we will only share information
where we feel it is clearly in your best interests to do
so. We will normally ask for your consent but there are times
when we may need to share your information without your consent,
for example:
- where there is a risk of harm or abuse to you or other
people
- where a serious crime, such as assault, is being investigated
or where it could be prevented
- to control infectious diseases such as meningitis,
tuberculosis (TB) or measles
- notification of a birth
- where the courts have made a formal order
- where there is a legal requirement, for example the DfES Annual
Pupil Census.
Information for managing and planning
We plan services with other organisations outside the Children's
Service. When information is shared, it is passed securely and
kept confidential by the people who receive it. It will only
be used for the purpose for which it has been shared. We have to
share basic information about you such as your name and address
with:
- the Connexions Service (if aged between 13 - 19)
- Department for Children, Schools and Families (DCSF)
- your new school if you move (Education Act 2002)
- other local authority services
How is your information kept and shared?
Your information should always be shared in a respectful, quiet
way and should be kept in a safe and private place. Everyone
working for your school and the Children's Service has a legal duty
to maintain the highest level of confidentiality. Generally
your records will only be seen by those involved in supporting
you. Where we can we don't use your name or address,
although a few administrative processes need information that
may identify you.
Can you see the information we have about you?
If you wish to see or have a copy of your records, write to:
Ashley Ayre, Director of Children's Service, PO Box 25,
Riverside, Temple Street, Keynsham, Bristol, BS311DN.
If you wish to see or have a copy of your School Records, or for
for further information about your school's individual
policiescontact the Headteacher of your school. You should be aware
that in exceptional circumstances some information may be withheld
to protect you from undue harm, or where a third party is involved.
You will usually see all your information but very rarely there
maybe legal reasons why we cannot share everything with you
If you want to know more, please see the full version
of this leaflet under Related Documents or you can talk to a
member of staff.
