GDPR Data processing modelAdministrative, accounting and pedagogical management of public and private educational establishments
Purposes (5)
A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable
Data categories (4)
Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)
Financial situation
Data details
Definition
(internal, external, half-board),
Data conservation rules
Active base:
Information on pupils' schooling (class, group, options) and on the family's financial situation (fees, bursaries) is kept only for the current school year and the following year, unless a longer period is required by law (e.g. accounting records: Companies Act 2006, s.388). Identity data of pupils and parents or carers are kept while the pupil attends the school; the pupil's educational record is then transferred to the next school (Education (Pupil Information) (England) Regulations 2005, reg. 9). Admission and attendance register entries: 6 years from the date of the entry (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7). No statutory period applies to the other data; the controller should set it based on the purpose.
Companies Act 2006, s.388; Education (Pupil Information) (England) Regulations 2005, reg. 9; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7
Destruction
Student identification
Data details
Data conservation rules
Active base:
Data are kept in the active database while the pupil is on the school roll or, for a local authority, while the child is of compulsory school age and the authority is responsible for identifying the child, arranging admission or enforcing attendance.
Limitation Act 1980, ss.2, 5 and 28; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7; Local Government Act 1972, s.224
Intermediate archiving:
At the end of the active period, only data strictly needed for the following purposes may be kept in intermediate storage, with access restricted to authorised staff on a case-by-case basis: - evidence in the event of claims, until the relevant limitation periods have expired (generally 6 years, Limitation Act 1980, ss.2 and 5; for claims by a former pupil, time does not start to run until the age of 18, s.28); - evidence in the event of inspection or audit by competent authorities; - reopening of a pupil's file, for no more than 12 months. Admission and attendance register entries must be preserved for 6 years from the date of the entry (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7). No statutory period applies to the rest of the pupil file held by the last school attended; the controller should set it based on the likely need to answer claims or requests from former pupils.
Destruction
Identification of legal guardians
Data details
Data conservation rules
Active base:
Information on pupils' schooling (class, group, options) and on the family's financial situation (fees, bursaries) is kept only for the current school year and the following year, unless a longer period is required by law (e.g. accounting records: Companies Act 2006, s.388). Identity data of pupils and parents or carers are kept while the pupil attends the school; the pupil's educational record is then transferred to the next school (Education (Pupil Information) (England) Regulations 2005, reg. 9). Admission and attendance register entries: 6 years from the date of the entry (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7). No statutory period applies to the other data; the controller should set it based on the purpose.
Companies Act 2006, s.388; Education (Pupil Information) (England) Regulations 2005, reg. 9; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7
Destruction
Information about the student's schooling
Data details
Data conservation rules
Active base:
Information on pupils' schooling (class, group, options) and on the family's financial situation (fees, bursaries) is kept only for the current school year and the following year, unless a longer period is required by law (e.g. accounting records: Companies Act 2006, s.388). Identity data of pupils and parents or carers are kept while the pupil attends the school; the pupil's educational record is then transferred to the next school (Education (Pupil Information) (England) Regulations 2005, reg. 9). Admission and attendance register entries: 6 years from the date of the entry (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7). No statutory period applies to the other data; the controller should set it based on the purpose.
Companies Act 2006, s.388; Education (Pupil Information) (England) Regulations 2005, reg. 9; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7
Destruction
Data subject (2)
A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process
- Students / pupils
- other
Attribution / Pas d'utilisation commerciale
CC-BY-NC
