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Data Protection FAQ for parents – COVID testing in Schools and Colleges

Cabot Learning Federation – COVID-19 Testing Privacy Statement 

Ownership of the personal data  

To enable the Covid-19 testing to be completed at Cabot Learning Federation (CLF) academies, we need to process personal data for staff and students taking part, including sharing of personal data where we have a legal obligation to do so.   

CLF is the Controller for the personal data required for processing the tests and undertaking any actions which are needed by academies to ensure we meet our public health and safeguarding legal obligations.   

Personal data is processed under paragraph 7 of the Schedule to the Education (Independent School Standards) Regulations 2014 applicable to academiesThe Department for Health and Social Care (DHSC) will become Controllers at the point that we transfer personal data to them. 

Personal Data relating to staff is processed under the Legitimate Interest Condition for Processing set out in the General Data Protection Regulation (GDPR) to ensure we can minimise the spread of COVID in a timely manner and enable us to continue to deliver education services safely and securely. 

If you decline a test, we will record your decision under the Legitimate Interest Condition for Processing in order to have a record of your decisions and to reduce unnecessary contact with you regarding testing. 

The processing of special category personal data is processed under Article 9.2(i) of GDPR, where it is in the public interest on Public Health Grounds. This data is processed under the obligations set out in Public Health legislation (Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI)) which allows the sharing of data for COVID related purposes and where it is carried out by a health care professional OR someone who owes an equivalent duty of confidentiality to that data. 

The Department for Health and Social Care (DHSC) will become Data Controllers for all data that we transfer about you and your test results to them. For more information about what they do with your data please see the Test and Trace Privacy Notice. CLF remains the Data Controller for the data we retain about you. 

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Personal data involved in the process 

We use the following personal data to help us manage and process the tests: 

  • Name 
  • Date of birth (and year group) 
  • Gender 
  • Ethnicity 
  • Home postcode 
  • Email address 
  • Mobile number 
  • Unique barcode assigned to each individual test and which will become the primary reference number for the tests 
  • Test result 

We will only use information that is collected directly from you specifically for the purpose of the tests, even if you have previously provided us with this information. 

How we store your personal information 

The information will only be stored securely on local spreadsheets in school whilst it is needed.  It will also be entered directly onto DHSC digital services for the NHS Test and Trace purposes.   Schools will not have access to the information on the digital service once it has been entered. 

Processing of Personal Data Relating to Positive test results  

The member of staff, pupil, student or parent (depending on contact details provided) will be informed of the result by the school and advised how to book a confirmatory test.  

We will use this information to enact our COVID isolation processes without telling anyone who it is that has received the positive test. 

The information will be transferred to DHSC, who will share this with the NHS, GPs. Public Health England (PHE) and the Local Government will use this information for wider test and trace activities as well as statistical and research purposes. 

This information is processed and shared under obligations set out in Public Health legislation under Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) which allows the sharing of data for COVID related purposes.  

This information will be kept by the school for a minimum of 14 days and by the NHS for 8 years. 

Processing of Personal Data Relating to Negative test results  

We will record a negative result and the information transferred to DHSC, NHS. PHE and the Local Government who will use the information for statistical and research purposes. 

This information is processed and shared under obligations set out in Public Health legislation under Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) which allows the sharing of data for COVID related purposes.  

This information will be kept by the school for a minimum of 14 days and by the NHS for 8 years. 

Processing of Personal Data relating to declining a test 

We will record that you have declined to participate in a test but this information will not be shared with anyone outside of CLF. 

Data Sharing Partners 

The personal data associated with test results will be shared with  

  • DHSC, NHS, PHE – to ensure that they can undertake the necessary Test and Trace activities and to conduct research and compile statistic about Coronavirus. 
  • Your GP – to maintain your medical records and to offer support and guidance as necessary 
  • Local Government to undertake local public health duties and to record and analyse local spreads. 

Your rights 

Under data protection law, you have rights including: 

Your right of access – You have the right to ask us for copies of your personal information.  

 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances. 

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact by email at [email protected] or by letter to The Data Protection Officer, Federation House, King’s Oak Academy, Brook Road, Bristol BS15 4JT if you wish to make a request. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us by email at [email protected] or by letter to The Data Protection Officer, Federation House, King’s Oak Academy, Brook Road, Bristol BS15 4JT. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s contact details are: 

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

 

Helpline number: 0303 123 1111 

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