Data processing and retention information Pupil data Data collected Reason for collection Processing Retention period Storage/Disposal Notes Full names To ascertain who Entered onto Admissions and Stored on secure SIMS, requires teaching admission and attendance records CPOMS & Registers have a To complete attendance registers. kept for 7 years. on a password statutory retention admissions register To liaise with schools protected document period of 7 years. To complete regarding work to be Monitoring records on a central server. attendance register provided for pupils kept for 7 years Any paper monitoring Monitoring is for educated in hospital records kept in secure safeguarding and settings. file in filing cabinet. reporting of pupil Shared with Secure disposal via numbers. attendance officer for shredding at the end of monitoring and the period of retention tracking pupils back to school for safeguarding purposes. Used to enter pupils for external examinations Date of birth Required for None after entering 7 years Annually, registers Statutory requirement completion of onto register transferred to safe attendance and store. admission registers. Secure disposal via Required for external shredding at the end of exam entries the period of retention.
Data processing and retention information Pupil data Data collected Reason for collection Processing Retention period Storage/Disposal Notes Full names To ascertain who requires teaching To complete admissions register To complete attendance register Entered onto admission and attendance registers. To liaise with schools regarding work to be provided for pupils educated in hospital settings. Shared with attendance officer for monitoring and tracking pupils back to school for safeguarding purposes. Used to enter pupils for external examinations Admissions and attendance records kept for 7 years. Monitoring records kept for 7 years Stored on secure SIMS, CPOMS & on a password protected document on a central server. Any paper monitoring records kept in secure file in filing cabinet. Secure disposal via shredding at the end of the period of retention Registers have a statutory retention period of 7 years. Monitoring is for safeguarding and reporting of pupil numbers. Date of birth Required for completion of attendance and admission registers. Required for external exam entries None after entering onto register 7 years Annually, registers transferred to safe store. Secure disposal via shredding at the end of the period of retention. Statutory requirement