Ysgol Ty Coch processes data on behalf of pupils, parents and carers. Our overarching Privacy Notice, which can be downloaded below, tells you how we process this information, our lawful basis for doing so, and informs you of your rights in regard to your data.

Why We Collect and Use Learner and Parent Information

At Ysgol Ty Coch, we collect and use information about our learners and their parents/carers to help us provide the best possible education, support, and care. We collect and process this information in accordance with our legal obligations under the Education Act1996, the Children Act 1989, and the UK General Data Protection Regulation (UK GDPR).

We use this information to:

• Support teaching, learning, and personal development.
• Monitor and report on learner progress and achievements.
• Provide appropriate pastoral, health, and wellbeing support.
• Plan, assess, and improve the quality of our educational services.
• Safeguard learners and promote their welfare.
• Meet our legal obligations regarding data collection and sharing.
• Support learners, parents, and carers in planning for future education, training, employment, and adult services.
• Coordinate specialist support, therapies, and interventions.

Categories of Information We Collect, Hold and Share

The information we may collect includes:

Personal Information

• Name
• Date of birth
• Address
• Contact details
• Unique pupil number (UPN)
• Emergency contact information

Learner Characteristics

• Ethnicity
• First language
• Nationality
• Country of birth
• Free school meal eligibility

Attendance Information

• Sessions attended
• Absence records
• Reasons for absence
• Punctuality information

Assessment and Progress Information

• Academic progress and attainment
• Literacy, numeracy, and digital competence assessments
• Qualifications and accreditation outcomes
• Individual learner targets and reviews

Additional Learning Needs (ALN) Information

• Individual Development Plans (IDPs)
• Assessment reports
• Specialist interventions
• Therapy and support plans
• Multi-agency reports

Medical and Care Information

• Medication requirements
• Health care plans
• Allergies and medical conditions
• Personal care and hygiene requirements
• Therapy programmes

Safeguarding Information

• Records of meetings and professional involvement
• Social Services information
• Risk assessments
• Safeguarding concerns and disclosures

CCTV Footage

We operate CCTV systems across the school site to help maintain the safety, wellbeing, and security of learners, staff, visitors, andschool property.

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Collecting Information

Most of the information we collect is required by law or necessary for us to carry out our educational duties. In some instances,information is provided voluntarily.

Where information is collected on a voluntary basis, we will explain:

• Why we are collecting it.
• How it will be used.
• Whether you have a choice about providing it.

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Storing Learner Information

Ysgol Ty Coch stores learner, parent, and carer information securely through a combination of electronic systems and, where necessary,paper records.

Educational records are retained in line with Welsh Government guidance and local authority retention schedules. When a learner transfers to another school or setting, relevant records will be securely transferred to the new educational provider. Records are retained only for as long as necessary and are securely disposed of when no longer required.

We maintain strict controls over access to personal information and only authorised staff can access information required to carry out their roles.

We will not share personal information where there is no lawful basis to do so unless:

• We are legally required to share it.
• Sharing is necessary to safeguard a learner or another individual.
• It is needed to fulfil our statutory duties.

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Who Do We Share Learner Information With?

We may routinely share learner information with:

• Schools, colleges, and educational providers attended after leaving Ysgol Ty Coch.
• Rhondda Cynon Taf County Borough Council.
• The Welsh Government.
• The Department for Education and Skills (Wales).
• Health professionals and NHS services.
• Social Services.
• Assessment and examination bodies.
• Qualifications Wales and awarding organisations.
• External agencies providing support services for learners.
• Estyn and other organisations with statutory inspection responsibilities.

Information is only shared where there is a lawful basis to do so and in accordance with data protection legislation.

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CCTV

Ysgol Ty Coch uses CCTV across the school site for the purpose of maintaining a safe and secure environment.

CCTV footage may be used to:

• Monitor the security of buildings and grounds.
• Protect learners, staff, and visitors.
• Assist in preventing and investigating crime or anti-social behaviour.
• Support disciplinary investigations where appropriate.
• Investigate incidents involving learners, staff, or visitors.
• Assist emergency services where required.

Footage is stored securely and may only be accessed by authorised personnel. CCTV recordings are normally retained for a limited period before being securely deleted unless they are required as part of an ongoing investigation or legal process.

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The School Census (PLASC)

The Pupil Level Annual School Census (PLASC) is completed each year by schools across Wales.

Schools are legally required to provide information about learners to the Welsh Government through PLASC. This information helps the Welsh Government and local authorities:

• Plan and fund educational services.
• Monitor educational outcomes.
• Develop educational policies.
• Produce national statistics.

Information collected through PLASC may be anonymised and used for statistical and research purposes.

Further information can be found at:

• https://www.gov.wales/data-collection-and-information-management-for-schools
• https://statswales.gov.wales

The Welsh Government may also share information with approved organisations that promote the education, health, and wellbeing of children and young people in Wales through research, analysis, statistical reporting, and service planning.

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Your Rights

Under data protection legislation, parents/carers and, where appropriate, learners have rights regarding personal information held by the school.

These include the right to:

• Request access to personal information.
• Request access to a learner's educational record.
• Request correction of inaccurate information.
• Request deletion of information where appropriate.
• Restrict or object to certain types of processing.
• Object to direct marketing.
• Challenge automated decision-making where applicable.
• Seek compensation where a breach of data protection legislation has caused damage.

To make a request regarding personal information held by Ysgol Ty Coch, please contact the school office in the first instance.

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Concerns or Complaints

If you have any concerns about how Ysgol Ty Coch collects, stores, or uses personal information, we encourage you to contact us sothat we can address the matter promptly and sensitively.

You also have the right to raise concerns with the Information Commissioner's Office (ICO):

https://ico.org.uk/make-a-complaint/

The school is committed to ensuring that all personal information is handled lawfully, fairly, transparently, and securely in accordance with data protection legislation.

 

Form Submissions

We may collect information about your approximate location when you submit a form on our website.

This may include:

• Your IP address
• Geographic location (such as city or region), inferred from your IP address or device data

We collect this information to:

• Identify and prevent fraudulent or malicious activity
• Diagnose technical issues

We process this data under our legitimate interests in operating and improving our website and ensuring its security.

We do not use this information to identify your precise location, and we do not share it with third parties for marketing purposes.

https://www.rctcbc.gov.uk/EN/Council/DataProtectionandFreedomofInformation/DataProtection/Howweuseyourpersonalinformationforschools/HowweuseyourpersonalinformationinRCTSchools.aspx

Form Submissions

We may collect information about your approximate location when you submit a form on our website.

This may include:

• Your IP address
• Geographic location (such as city or region), inferred from your IP address or device data

We collect this information to:

• Identify and prevent fraudulent or malicious activity
• Diagnose technical issues

We process this data under our legitimate interests in operating and improving our website and ensuring its security.

We do not use this information to identify your precise location, and we do not share it with third parties for marketing purposes.

Form Submissions

We may collect information about your approximate location when you submit a form on our website.

This may include:

• Your IP address
• Geographic location (such as city or region), inferred from your IP address or device data

We collect this information to:

• Identify and prevent fraudulent or malicious activity
• Diagnose technical issues

We process this data under our legitimate interests in operating and improving our website and ensuring its security.

We do not use this information to identify your precise location, and we do not share it with third parties for marketing purposes.

Form Submissions

We may collect information about your approximate location when you submit a form on our website.

This may include:

• Your IP address
• Geographic location (such as city or region), inferred from your IP address or device data

We collect this information to:

• Identify and prevent fraudulent or malicious activity
• Diagnose technical issues

We process this data under our legitimate interests in operating and improving our website and ensuring its security.

We do not use this information to identify your precise location, and we do not share it with third parties for marketing purposes.

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