Each year, your child’s school will send home a copy of the personal data we hold as part of our annual update process. If at any other time you would like to review information held as part of your child’s educational record, you can do so as part of the Access to Educational Record legislation. In the first instance you should contact the Head teacher at your school to make this request. An ‘educational record’ means any record of information (excluding a Record of Needs) which relates to the school education of the pupil in question and which originated from a teacher, any other employee of the authority, the pupil or their parent. It will, in most instances, be the information held in the pupils’ personal file (PPR) and in their electronic SEEMiS record.

Schools Privacy Notice

Please visit the following link for information on our schools privacy notice.

What personal information do we collect from you and why do we need it?

Data about children and young people includes, name, date of birth, gender, and address, racial or ethnic origin, religion. It will also include information about any additional support needs and any relevant medical conditions.

Data about the pupils’ family will include, names, addresses, email, phone number, emergency contact details and family situation.

Data held will also include pupil progress, assessments and exam results. It will also include records of attendance, absence and any exclusions.

We will hold data about when and where the pupil goes after they leave Early Learning and Childcare (ELC) and school.

This includes information about their next setting, career paths or intended destinations.

If your child is accessing school transport and school meals, data will be shared with School Mainstream Transport Team (including contractors) and Enterprising DG.

When we record and use personal data, we will only collect and use what we need. We will keep it securely, and it will only be accessed by those that have legitimate reason to. We will not keep personal data for longer than is necessary and will follow the Council’s Record Retention Schedule and archival procedures.

Sharing pupil data

If a child moves Early Learning and Childcare Centre (ELCC) or school, we have a legal obligation to pass on information to their new ELCC/ School or education authority. Sometimes we also receive information about a child from other organisations, such as; NHS, Police Scotland, Social Work, Additional Support Services and sometimes other organisations or groups connected to the pupil’s education.

We also need to share pupil information with other organisations. Law requires us to pass certain information about our pupils to the Scottish Government and to other services within the Council. This data is for statistical purposes.

We share your data with third parties who process it on our behalf, including the operator of our Education Management Information System, our schools’ intranet GLOW, and our text messaging provider Groupcall. For more details about this processing please contact miss@dumgal.gov.uk.

Dumfries and Galloway Council need to ensure you and your child’s personal data remains accurate, to assist with this, please ensure you keep your nursery and school up to date with any changes. For example, if you do not inform the school that you have moved to a new house, this may result in your personal data being sent to an incorrect address.

If you would like to access any information we hold, then you can do so under the Pupils’ Educational Records (Scotland) Regulations 2003, by making a request to your child’s school in the first instance.

More Information or Concerns

For more information on how Dumfries and Galloway Council uses personal data, and to know more about your information rights including who to contact if you have a concern please visit Data, privacy and information requests – Dumfries and Galloway Council.  

If you have any concerns about data sharing you can discuss this with the school office, or data protection officer at the Council: dataprotection@dumgal. gov.uk

Under the data protection law, you have the right to access and receive a copy your and/or your child’s personal data and other supplementary information. This is commonly referred to as a subject access request or ‘SAR’.

The authority is required to make the SAR available within one calendar month. If you wish to submit a SAR, please visit Data protection and subject access requests – Dumfries and Galloway Council.