Privacy Notice

Fair Processing Notice

The Headteacher in the name of Ballakermeen High School as Data controller

The Headteacher, in the name of Ballakermeen High School, is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018. The contact details for the Data Controller are Ballakermeen High School of St Catherine's Drive, Douglas, Isle Of Man IM1 4BE.

In addition to the information set out in the Isle of Man Privacy Notice, we may also collect the following information about your child as required by the Education Act 2001 and the Registration of Pupils Regulations 2016:

full legal name and where known, any former name or names;
gender;
date of birth;
unique pupil number;
ethnic group and by whom that information was provided;
first language;
date of admission to the school;
year group;
the address and postcode of the pupil's usual residence and any other properties at which the pupil is also known to reside on occasion;
the name and address of every person known to the school to be a parent of the pupil and at least one emergency contact telephone number;
the name and address of any other schools the pupil is known to have attended, if any, and in the case of guest registration, any other schools at which the pupil is registered;
full-time or part-time;
day pupil or boarder;
date of leaving the school;
usual mode of transport to and from school;
for any pupil who is known to the head teacher to be or to have been looked after by an appropriate organisation, the name of that organisation;
(where applicable) that the pupil has been found eligible for free school meals;
Attendance;
Medical information for the vital interests of children where appropriate;
Educational psychologists reports and supporting documents;
Academic achievements;
Skills and abilities;
Educational progress;
Special educational needs information;
Suspension information;
Course information;

The Data Protection Officer for the Department of Education, Sport and Culture is: Andrew Shipley, Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 685828. Email: DPO-DESC@gov.im.

How we will use the information we collect about you

Ballakermeen High School may use your information to:

register your child at the school;
record attendance information;
produce an educational record containing:
- Information about your child
- Personal education plans
- Educational psychologist's reports and accompanying documents
produce a curricular record containing:
- Academic achievements;
- Skills and abilities; and
- Educational progress
produce a record of special educational needs and special needs provision, if appropriate detailing:
- The type of special need;
- A ranking of the special needs if there is more than one;
- The special needs provision being made; and
- Whether teaching is in a special education needs unit or elsewhere
record details of suspensions
produce a record of the studies undertaken;
help prevent and detect crime

Ballakermeen High School has a statutory obligation to check and verify the data you provide to us on registration documents and on consent forms. This may include checks of publicly available information but in some cases, where it is necessary and relevant, the information you provide may be disclosed or shared with other organisations.

How we will share the information we collect about you

App or Service	Details	Consent Required
DESC Attendance	Data Shared: Name, School, Attendance data if less than 80% Sharing Basis: Public interest + official authority of the DC Security Protocols: Secure access or information sent by email password protected Server/Data Location: EEA Retention Period: As needed while resolving issues	No
DHSC Dental Survey more information	Data Shared: Child’s name, date of birth Security Protocols: Information sent password protected with the password sent via an alternative means of communication Server/Data Location: EEA Retention Period: Current year	Yes
DHSC School / Community Nurses more information	Data Shared: Child's name, date of birth, current address, previous address, current school and previous school Security Protocols: Information sent password protected with the password sent via an alternative means of communication Server/Data Location: EEA Retention Period: Current year	Yes
Doddle more information	Data Shared: Student name, school year and classes they are enrolled in. Sharing Basis: To assist in the teaching of MFL. Security Protocols: Technical and organisational measures are used to safeguard each User’s personal data e.g.by storing personal data on secure servers. Access Conditions: Unsupervised Teacher Access: To track the learning progress of students Server/Data Location: EU Retention Period: For as long as we need to for the purposes for which it was collected	No
Dr Frost Maths more information	Data Shared: Students: name, email address, and encrypted password (the original of which is not retrievable by any individual, including administrators), year group (where specified), school name (where specified) and usage data, in terms of questions completed and summative accuracy data. No other personal information beyond name and email address are stored. Teachers: the above data (in addition to their title), classes he/she administers. Sharing Basis: For the setting and analysis of homework. Security Protocols: Secure UK servers. SSL encryption. Access Conditions: Unsupervised (homework) Teacher Access: Yes, setting and monitoring of homework. Server/Data Location: UK Retention Period: Data automatically deleted for Inactive accounts where the user has not logged in over 2 years. Can be deleted sooner by teacher if needed.	No
employed.im more information	Data Shared: Name, email, password. Information data subject supplies. Sharing Basis: Public interest + official authority of the DC Access Conditions: Supervised and unsupervised Teacher Access: Limited access to enable placements Server/Data Location: IOM Retention Period: For as long as data subjects wish to use the services	No
Evolve more information	Data Shared: Name, contact details, trip information and risk assessments Sharing Basis: Public interest + official authority of the DC Security Protocols: Advanced firewalls, enterprise-level virus protection on all servers, HTTPS encryption for all communication between our servers and users, regular data backup, username/password/PIN to control access, failed log-in attempt logging, automatic suspicious activity detection and logging Server/Data Location: UK Retention Period: Current year + 6 years	No
Facebook more information	Data Shared: Photos, names Security Protocols: Password protected, Two-factor authentication. Server/Data Location: Worldwide including the US Retention Period: Current year	Yes
Google	Data Shared: No personal information should be stored on Google servers by staff apart from a name, class grouping, email address and information regarding work completed or to be completed Sharing Basis: Public interest + official authority of the DC Security Protocols: Google adheres to several self regulatory frameworks, including the EU-US Privacy Shield arrangement. Access Conditions: No Teacher Access: Limited to areas set up by staff such as Google Classrooms and shared areas Server/Data Location: Worldwide including the US Retention Period: DOB + 21 years or 3 years since the last log on	Yes
Integral more information	Sharing Basis: Used for KS4 and KS5 mathematics.	No
ItsLearning	Data Shared: Name, class, school work Sharing Basis: Public interest + official authority of the DC Security Protocols: Username and password Access Conditions: No Teacher Access: Yes Server/Data Location: EEA Retention Period: End of Use + 12 months	No
Kahoot	Data Shared: Name, or nickname Sharing Basis: To allow interactive and engaging assessment of learning in a quiz format Security Protocols: Reasonable organizational, technical and administrative measures Access Conditions: Supervised Teacher Access: Yes - e.g. for quick formal assessment of topics etc Server/Data Location: Worldwide Retention Period: End of use + 12 months	No
Microsoft Teams	Data Shared: Census data: AppName, DeviceModel, OSName, OSVersion, UserLanguage, UserID, DeviceID. Census data DOES NOT contain any information that identifies your organisation or users. Usage data: includes information such as number of calls made, number of IMs sent or received, number of meetings joined, frequency of features used and stability issues. Usage data DOES NOT contain any information that identifies users. Anyone in a team can see all members of a team, including guests Sharing Basis: Public interest to assist with remote education during period of school closures. Security Protocols: Teams enforces team-wide and organization-wide two-factor authentication, single sign-on through Active Directory, and encryption of data in transit and at rest. Files are stored in SharePoint and are backed by SharePoint encryption. Access Conditions: Supervised and unsupervised. Teacher Access: Yes Server/Data Location: EEA Retention Period: August after pupil leaves school	No
MyMaths more information	Data Shared: Name, email address Sharing Basis: Maths learning activities and homework online Security Protocols: Appropriate and suitable safeguards and technical measures are in place to protect your personal data Access Conditions: Unsupervised Teacher Access: Yes Server/Data Location: Worldwide Retention Period: End of use + 12 months	No
ParentPay	Data Shared: ParentPay obtain (either from the Customer and/or from you directly) and process the following information: Data Subject (Who) Data Category (What) Description Pupil Student Forename This is the forename of the pupil. Pupil Student Surname This is the surname of the pupil. Pupil Student Known as This is the name that the pupil is known as. Pupil Student DOB This is the date of birth of the pupil. Pupil Student Gender This is the pupil’s gender Pupil Student Groups Registration group (if any), year, other groups Pupil Student Salutation This is the pupil’s salutation. Pupil Student Dietary Requirements This is the pupils special dietary requirements Pupil Student Postal Address The student’s postal address Pupil Student Identifiers Roll/Admission number, UPN, management system identifier Pupil Student Meal Selections and spend history This is a history of a pupil’s meal selections and spends for school meals or non-meal-related items, including free school meals Pupil Student Trip information Trip details collected from parents, e.g. emergency contacts, medical details, dietary requirements, doctor’s contact, EHIC and Passport Parents Contacts Title This is the contact’s title (Mr, Mrs, Ms, etc). Parents Contacts Forename This is the contact’s forename. Parents Contacts Surname This is the contact’s surname. Parents Contacts Authentication data Username and password, single-sign-or multi-factor-authentication tokens Parents Contacts Gender The contact’s gender (Salutation) Parents Contacts House Name The text entered as the contact’s house name. Parents Contacts Street The text entered as the contact’s street. Parents Contacts Locality The text entered as the contact’s locality. Parents Contacts Town The text entered as the contact’s town. Parents Contacts Postcode The text entered as the contact’s post code. Parents Contacts Day Telephone The contact’s daytime telephone number. Parents Contacts Home Telephone The contact’s home telephone number. Parents Contacts Mobile Telephone This is the contact’s mobile telephone number used to receive alerts from Parentpay and for school communications Parents Contacts Email This is the contact’s E-mail address used to receive communications from Parentpay and for school communications. Parents Contacts Payment History and balances This is the contact’s history of payment transactions, including reversals, refunds and withdrawals of funds. Parents Contacts Payment card details Payment card details are captured and passed to a 3rd party for authorisation. Parents Contacts Other This is the contact’s alternative communication method. Parents Contacts In-app messages Messages sent from parents to school within the ParentPay application Parents Contacts Trouble ticket data When users submit trouble ticket information, this gets stored. Parents Contacts Shop information ParentPay can be used as a payment page from externally or internally hosted shop systems. This the information captured as part of that (“shopping basket”). Parents Contacts Browser Details IP address, cookies, browser information Parents Contacts Scottish UPRN For users in Scotland who sign up via MyGovScot School Staff Title This is the staff member’s title (Mr, Mrs, Ms, etc.). School Staff Forename This is the staff member’s forename. School Staff Surname This is the staff member’s surname. School Staff Gender The staff member’s gender Website Access IP Address The network address of your device or internet connection Website Access Browser Type and Version The type of Web Browser your device is using Website Access Cookies Special records in your browser to help the website operate Website Access Web Analytics Generalised information about browsing behaviour and page statistics Sharing Basis: Schools have signed up for the service and their legal basis is: 'processing is necessary for the performance of a task carried out in the public interest' Security Protocols: ParentPay use your personal information, and some of their employees have access to such information, only to the extent required to carry out the services for you and on behalf of the Customer. ParentPay have introduced appropriate technical and organisational measures to protect the confidentiality, integrity and availability of your personal information during storage, processing and transit. ParentPay are a Level 1 PCI-DSS certified organisation and are subject to regular and comprehensive security audits. They operate an ISO27001 compliant security programme to help protect your data at all times. The PPL Products and Services only processes your personal information in the UK. Some of ParentPay's supporting services (for example ZenDesk), might use cloud platforms that operate from Third Countries outside of the EEA. Where this is the case, they ensure that adequate safeguards are established to protect your data. Server/Data Location: UK Retention Period: ParentPay will only retain information for as long as is necessary to deliver the service safely and securely. They may need to retain some records to maintain compliance with other applicable legislation – for example finance, taxation, fraud and money laundering law requires certain records to be retained for an extended duration, in some cases for up to seven years. Pupil data will typically be removed or anonymised when the following rules are met: The pupil has been archived by the School. The pupil does not have any meal consumption or attendance data within the last 13 months. The pupil has not received a payment for any payment item within the last 13 months. The pupil balance is zero. Payer (Parent) data will usually be removed or anonymised when the following rules are met: They have not logged in for 13 months. They have not topped up or spent within the last 13 months. Parent balance is 0 (zero), and all pupil balances are 0 (zero). There are no active pupils associated with the account Manager Accounts that have been disabled and have not logged in for 13 months, will be removed or anonymised. Other school staff accounts are subject to the same rules as pupils (above) Message attachments will be removed after 24 months. File area uploads will be purged after 24 months. Personal information in trip records will be removed 1 month after trip completion It should be noted that Schools will still retain a complete finance audit trail for their statutory requirements. In unusual cases where specific personal information needs to be retained, then this can be facilitated upon request.	Yes
Passport Maths	Data Shared: No personal student data entered into Passport Maths. Identification of individual is managed via pseudonym-based log-in code. Sharing Basis: To provide additional online support resources for target numeracy groups in KS3. Learning tool to support students with significant numeracy issues. Equality & diversity/inclusion compliance. Access Conditions: Unsupervised Teacher Access: Access to login codes is restricted to BHS Maths Teachers. Needed as part of marking and oversight of student scores (using login codes table to identify student results). Retention Period: Likely to be the end of the academic year but will be reviewed over the course of the year .	No
Quesmedia Sites more information	Data Shared: Website activity, website form submissions and user content. Sharing Basis: To provide public website services for our school Security Protocols: Sites are served over HTTPS using TLS to provide both secure server–server and server–client communication. Accounts are protected from brute force attacks with rate limiting and automated account locking. Passwords are one-way encrypted using bcrypt before being stored and are required to satisfy strong password rules to ensure high-entropy. Access Conditions: None Teacher Access: Limited to data provided within the CMS Server/Data Location: United Kingdom (EEA) Retention Period: Please view the more information link for data retention policies.	No
Quizizz more information	Data Shared: Optional, Quizizz integrates with Google Classroom to share student names and email addresses. Sharing Basis: AFL Access Conditions: Supervised and unsupervised Teacher Access: Yes, for AFL Server/Data Location: USA, however Quizizz does comply with GDPR for EU users Retention Period: Quiz and student data can be deleted by the teacher at any time	No
RIDDOR more information	Data Shared: Name, age,gender, school, address, phone number, injury Server/Data Location: IOM Retention Period: DOB +25 years	No
SIMS	Data Shared: Pupil record Sharing Basis: Public interest + official authority of the DC Security Protocols: Secure servers hosted within Government data centre. Secure connections from within approved areas of Government. Teachers access via secure VPN from approved device only. Server/Data Location: EEA Retention Period: DOB + 25 years	No
Socrative	Data Shared: Name Sharing Basis: Online assessment tool Security Protocols: We protect your login information and the transmission of data using Secure Socket Layer (SSL) technology. Access Conditions: Supervised Teacher Access: Yes Server/Data Location: USA Retention Period: Until child leaves school	No
Speech Link Multimedia Ltd [speechandlanguage.info] more information	Data Shared: Forename and Surname Date of birth SEN status EAL Gender School year Form group Sharing Basis: Needed for the identification of students where speech and language intervention is required. Security Protocols: All data sent between a web browser and our server is encrypted in transit All personally identifiable data is encrypted at rest in the database Web servers reside in highly secure ISO27001 certified data centres Staff have an up to date enhanced DBS check Physical security in place at our offices including CCTV and security patrols Protocols in place to ensure data is handled in an appropriate manner All staff sign a non‐disclosure agreement relating to their employment and are subject to a duty of confidence. Access Conditions: Supervised Teacher Access: Yes, to analyse results and run interventions Server/Data Location: UK Retention Period: Until the August after the student leaves school.	Yes
Transition between primary and secondary school	Data Shared: Transition activities / work done in transition lessons / pupil record Sharing Basis: In the public interest and official authority of the data controller. Security Protocols: Emails on secure servers; for ‘online.sch.im’ a google service self regulatory frameworks, including the EU-US Privacy Shield arrangement. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: United Kingdom (EEA) Retention Period: DOB + 21 years or 3 years since the last log on	No
Twitter more information	Data Shared: Photos, names, achievements, event details, location, IP address Server/Data Location: Worldwide Retention Period: Public	Yes
Unifrog	Data Shared: Name, email address, gender and postcode, academic performance information, personal statement / CV Sharing Basis: In the public interest and official authority of the data controller. Security Protocols: Secure servers – technical and organisational measures. Password protection. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: Servers in EEA Retention Period: 4 years after the platform is no longer accessed.	No
Youtube more information	Data Shared: Image or voice, Name Access Conditions: Supervised and unsupervised Server/Data Location: Worldwide	Yes
Zoom more information	Data Shared: Your name, username and email address, or phone number, Cloud recordings, chat / instant messages, files, whiteboards, and other information shared while using the service, voice mails, IP address, MAC address, other device ID (UDID), device type, operating system type and version, client version, type of camera, microphone or speakers, connection type, etc. location, Duration of the meeting / Zoom Phone call, Email address, name, or other information that a participant enters to identify themselves in the meeting, Join and leave time of participants, Name of the meeting, Date / time that meeting was scheduled, Chat status (unless a setting is actively chosen by user), Call data records for Zoom Phone Sharing Basis: Consent Security Protocols: Password protection, encryption – not end-to-end, only participants to meetings to be sent links, updates to be installed. Please note there are currently serious issues and no sensitive information should be shared on this platform. Privacy Shield applies. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: Data routed through servers in China. USA Retention Period: Individual accounts when deleted	Yes

For more specific details about retention periods see the Department’s retention schedule

Information obtained or disclosed by third parties will not be used for any other purpose other than supporting the delivery of teaching and learning.

Failure to provide information may impact on support in school, the quality of teaching and learning and in achievement in examinations.

Protecting your information

Ballakermeen High School will:

keep your information safe and secure in compliance;
only use and disclose your information as detailed above where necessary
Retain the information for no longer than is necessary and your information wll be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).

Transfer of Information outside the EEA

Apps and services that are used in school may require data to be stored on servers outside of the EEA. Information sent to these will be limited and are as detailed above.

More Information

You can find out more information including:

Looking at the Isle of Man Government Privacy Policy here https://www.gov.im/about-this-site/privacy-notice/ [Accessed 16/1/18]
Contacting our Data Protection Officer who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im
Asking to see your information or making a complaint if you feel that your information is not being handled by contacting the Headteacher as Data Controller for Ballakermeen High School
Making a subject access request which is a request for all of the personal data we hold about you.
Obtaining this information in large print, braille, or in an alternative language.

Your rights

You have a right to access your personal data to ensure that it is accurate, and to request that it is rectified, blocked, erased or destroyed if it is inaccurate.

To make any request relating to your data held by us, please contact the Data Protection Officer for the Department of Education, Sport and Culture who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im

If you are not satisfied with the response you receive, you may also complain to the Information Commissioner, whose details can be found on www.inforights.im, or the relevant supervisory authority. You may have a right to other remedies.

Ballakermeen High School