Privacy Notice

Name

Information shared

Reason

Access Reading Tests

(Hodder Education)

Name, gender, DOB, English class, UPN

Students in Years 7, 8 and 9 have their details uploaded to the ART database in order to access Reading Tests, which help us to put specialist literacy and English support in place where necessary.

Active Learn

Name, Languages class, school email, DOB

Username and Password created for each student

Students in Years 10 and 11 who study French or Spanish have access to online GCSE resources to complement their languages lessons.

Admissions+ (Applicaa)

Data shared by school for new admissions  and year 9’s – name, gender, dob, parent contact

Data shared by school for year 11’s – name, gender, dob, ethnicity, exam results, guardians/contact data, medical surgery, Arbor ID

Further data added by parents &, in year 11, students, for moving across to Arbor

Admissions+ is the software we use to collect student data for all new admissions, alongside being the platform we use to host the sixth form application/admission process and the KS4 options process.

Parents (for new admissions) and students (for sixth form applications) are provided with a login which they can use to add and update to their personal information &/or application as appropriate

AFCB

Name, gender, DOB, SEN status, medical information, attendance, GCSE Results, KS5 disadvantaged status

AFC Bournemouth Community Sports Trust deliver some of our extra-curricular activities for which limited data will be shared with the club provider.

Our Football Education Programme at The Grange School is delivered in partnership with AFCB, and for students enrolled on this course the full suite of information listed would be shared.

ALPS

(Twynham Sixth form only)

Name, Gender, ID Number, DOB, Ethnicity, Classes, Exam Results, GCSE APS, assessment data, KS5 disadvantaged data

We upload Year 12 and 13 students’ data in order to assess how they are performing against national benchmarks.

Arbor

All information we hold about our students is uploaded to &/or recorded on Arbor.

This includes information we hold on guardians and other contacts

Staff have permissions-controlled access to this.

Arbor is our Management Information System and houses all the information categories detailed above.

Staff need access to this in order to perform the basic duties of their role (e.g. to inform teaching and learning, to be able to contact parents).

It is also used for communication and payment functions, and parents can view limited student data via the Arbor Parent Portal.

Brilliant Club

Name, Ethnicity, UPN, DOB, Gender, Postcode, PP Status, KS2 Assessment Scores. For Sixth Form students, their GCSE results and total points score.

Parental permission for us to share this data is sought by The Brilliant Club themselves. Separate permission is sought by them to obtain students' ethnicity. This data allows The Scholars Programme to track the progress of those in the Brilliant Club. Students benefit from PhD-standard tuition and mentoring.

Civica Cashless Catering

Name, Surname, FSM Status, Photograph, Allergies, algorithm of fingerprint (with parental permission granted via Admissions+ or Arbor). 

Civica are the company that provide us with the facilities to offer cashless catering.

We share with them the names, FSM status, photograph and allergies that we have on record for our students using a link to Arbor. The photograph is necessary as a double check that students cannot access each others' catering accounts. The allergy information ensures that students are not sold something that they could potentially suffer an allergic reaction from.

The algorithm of the fingerprint is taken only where parental permission has been established for the student via our various parental portals. If we have been unable to establish consent, or consent has not been granted, we will issue the student with a key fob instead. All algorithms are secured on our biometric server on site and are not accessible to staff or students.

Classoos

Name, school email address and year group and teaching classes

We use Classoos to provide students with access to online textbooks for various subjects.

Collins Adapt

Name, school email address and year group/class name

Online science resources which aid in extending and consolidating student learning.

Compass+

Name, surname, student identifier, attendance record, class information

Students enter additional information by way of questionnaire responses

Used by careers department to evaluate careers activity against the eight benchmarks of best practice (Gatsby Benchmarks).

Dr Frost

Name, Surname, school email address and Maths group.

All students in Years 9-11 are uploaded to this software, which helps them to access their GCSE Mathematics curriculum. Each student is issued with an account via email and can set their own unique, secure password.

Duke of Edinburgh Award Scheme

Name, surname, DOB and email address, ethnicity

The Duke of Edinburgh's Award Scheme is offered to students and overseen by designated members of staff.

Consent is obtained from parents for students to take part in the Award. In order to obtain the Award, there is a need for the organisation to receive the appropriate data from us.

Everlearner

Name, student email

Online learning platform used by the PE department to consolidate and assess learning, in Year 10 and above. Students have accounts to access this.

EVOLVE

(eduFocus)

Name, surname, UPN, admissions number, tutor group, class information, gender and medical and contact data

This software is supplied by Dorset County Council in order that we can efficiently organise and run school trips. Pupil data is uploaded so that we can organise who is going on which trip.

Any supplementary medical information and consent is confirmed and/or supplied by the parents themselves at the point of signing the student up for the trip in question.

Evouchers

(Part of the Wonde group)

Name, surname, parental details including email address and phone number, year group, tutor group and FSM information.

This piece of software allows us to fulfil our obligations to free school meals students. It uses the free school meal flag and parental data to allow us to issue vouchers to these families.

Exam Boards (including, but not limited to, AQA, Pearson, OCR)

Legal Forename and Surname, Middle names, gender, DOB, Candidate Number, ULN, UCI, year group, qualifications being entered for and relevant unit codes and tier of entry, coursework marks or grades.

For students needing special consideration, we would also submit brief details of the situation / medical condition leading to disadvantage during exams or coursework. This would include names of figures of authority, such as the student's Hospital Consultant.

The exam boards require us to provide this information in order for the exams to be successfully administered. Please note that Legal Forename and Surname are the details that appear on the birth certificate. Exam Boards require information for all students sitting public examinations; this normally involves students in Year 10 upwards. 

Exams Assist

Name, DOB, UPN, ULN, gender, school email address,, year group, demographics (PP/FSM status, EAL status), attendance, medical, SEN needs, access arrangements

Exams Assist is a platform our exams team use to facilitate the smooth running of both internal and formal exams. Data is added to the system to allow for organisational arrangements to be made.

EzyScience

Student names, email addresses and Science class are used to provide accounts for students to login and access the materials.

Student Science assessment data is analysed anonymously.

EzyScience is an online platform featuring revision videos and assessments. This is used with our Year 10 and Year 11 students within the Science department.

FFT Aspire

Name, DOB, UPN, Gender, SEN status, pupil premium status, teaching groups

FFT Aspire are able to calculate using the students’ KS2 scores where the student should be at various points in their education. We use this information to assess ourselves.

Since Autumn 2022 FFT take detailed pupil demographic data (like ethnicity) and teaching class data, directly via a link from our MIS, Arbor. They use a students UPN to match this with data in the DfE’s National Pupil Database.

Harrisons Catering

Name, surname, tutor group, FSM data 

Harrisons are our appointed school meals service. In order to provide this service, Harrisons need to be provided with relevant personal data. In the case of FSM students, Harrisons need to be able to identify these students in order that they can access their entitlement.

Isaac Physics

Name, school email, teaching group

Year 10, 11, 12 and 13 students have access to online GCSE and A-Level resources to extend and consolidate their learning.

Jamf Schools

Name, surname, email address, IP address, year group, class information

Jamf (formerly Zuludesk) is our iPad management software. It allows us to deploy apps to iPads and monitor the safety of the students while the iPads are in use.

JCQ

Student exam details, plus details of any disabilities / learning needs / medical conditions relevant to Access Arrangements for public examinations.

Students requiring Access Arrangements during the exam period, such as word processing or extra time, have their details shared with JCQ in order for this to be approved. Students will be asked to sign a data protection notice before the application is made.

Jon Egging Trust deliver the Blue Skies Programme to selected students; sharing data of students on the programme helps facilitate the programme delivery.

Kerboodle

Name, UPN, student email address, teaching group information

A username and password is given to each student.

Year 10, 11, 12 and 13 students have access to online GCSE and A-Level resources to extend and consolidate their learning.

Librarian+

Name, Gender, Year, Tutor group, ID number and SEN flag. The SEN does not contain details of the need itself.

This is the software used by our librarian to register which books have been borrowed by which students.

Looked After Call

Name, UPN, Attendance – the information will only be sent if it matches BPC’s records.

This software facilitates the process of sending BCP Council the daily attendance of children under their care, directly from Arbor.

Microsoft – including Office 365

Name, year group, tutor group, membership of class groups and email address

Provides students with access to the suite of Microsoft Office 365 software (Word, Excel, OneNote, Teams etc.)

The Music in Secondary Schools Trust

Name, School year, DOB, gender, student attainment information

The Music in Secondary Schools Trust deliver the Andrew Lloyd Webber programme at TGS. The data we share is essential for the running of the programme, and evaluation of its success.

Music First

Name, Surname and Music group.

This applies to all students in Years 7 and 8, then all students in Years 9-13 who have chosen to study Music. This piece of software allows us to provide online Music resources to enhance remote teaching & learning.

MyConcern

Name, Surname, DOB, gender, ethnicity, religion, first language, photo, year group, tutor group, whether the pupil record is active, contacts, sibling information, disability flag, medical flag, FSM, SEN, in care flag, attendance, PP flag.

Information on safeguarding incidents will be recorded by staff on the platform.

This is safeguarding software which is used across Twynham Learning. It allows staff to quickly and securely raise concerns about students’ wellbeing which are then forwarded to the appropriate designated staff. Much of the information is drawn from Arbor to be used as an identifier, to aid in understanding the issues that the child may have, and to facilitate contact between home and school.

Data is stored securely and access to the data is permissions based.

MyConcern is also used to send relevant safeguarding information on to relevant authorities, like new schools, as part of our legal obligation.

NHS professionals including School Nurse and therapists

The NHS draws information initially from the School Census (a statutory return to the DfE) and then double checks this against information provided by the school. This could include name, surname, gender, DOB, address, year group and tutor group.

They may also request information on a case-by-case student on individuals they are working with, with parental knowledge.

The NHS provide vaccinations to our students in different year groups in liaison with our medical team. Information is provided to parents in advance of such events.

Sometimes therapists working with individual students (i.e. speech & language therapists, physiotherapists) may request additional information about how a students is progressing, and to facilitate further support.

Onshape

Student name, email address, and year of course completion

Cloud based 3D CAD modelling software, used by the technology department to support and consolidate student learning. Students create accounts for this when prompted.

Parents Evening System

(School Cloud – part of the TES family)

(Twynham School and Sixth Form only)

This links directly to Arbor and collects name, surname, DOB, year group, tutor group, and class details.

Parental contact information is also accessed in order to provide parents a log in to the system.

This service allows parents to book their Parents Evening appointments online and allows teachers and admin staff to manage bookings. Video appointments are also hosted online.

Perspective Lite

Student name, dob, home contact details, future destinations date, exam results and key demographic data (EAL, PP, SEN)

Perspective Lite is a secure file sharing site, used by BCP Council, which allows us to send and receive data, both statutory and non-statutory, required to work on analysis and data collection and return projects. It allows the secure sharing of information without the risks that come with email transfer.

Plickers

Name, surname and maths group

Online maths questions which aid in extending and consolidating student learning.

Police/Child Services

Relevant data about children, determined on a case by case basis, who are exposed to suspected or actual domestic abuse, alongside other critical safeguarding issues.

In cases of suspected/actual domestic abuse, we receive alerts from the Police, via Children’s Services and we share any data with them as necessary, to protect children.

Presence Management

Student name, ID number, tutor group

This is the software used to facilitate sign in and out at all Twynham Learning sites. Twynham Sixth Form students use their ID badge to sign out of site in the afternoon.

Provision Map

Student name, student identification numbers, DOB, demographics (PP & FSM status, EAL info, ethnicity), full SEN profile including SEN notes, attendance, attainment information including assessment results

Provision Map is software our SEN team use to support students with Special Educational Needs. It allows staff to record information about students, and allows class teachers to see how they can best support students in the classroom.

Students use Quizizz to help support the delivery of the Computer Science curriculum and test knowledge recall. Students are provided with personal accounts via MS Teams integration.

Reading Plus

Name, DOB, student number, tutor group, English class, EAL status

Students are given a username and password to access the site.

This is online software which assesses students reading ability and comprehension skills. It then provides appropriate activities to improve skills.

Salamander

Name, student ID, year group

Salamander is the software used to create account and generate logins to the school’s computer systems.

SB Careers

Read only access to student records on Arbor, which includes name, DOB, student demographics (PP/FSM status, EAL status), SEN status, contact details, classes, attainment and assessment data.

SB Careers is the trading name for our independent career’s advisor. Having read-only access to student records allows them to provide the best support to our students during careers interviews, coordination of work experience placements and other related conversations.

Secure Testing for Schools

(GL Assessment)

Name, surname, UPN, DOB, gender, EAL status and classing information

A secure access code is given to each student for each test.

All Year 7 students are CATs tested and screened for Dyslexia on entrance to the school.

Students joining in other year groups do the dyslexia screener.

This guides the allocation of teaching groupings and informs teaching staff as to the students' underlying abilities, and helps students receive the necessary support.

Seneca

Name, email address, year group, teaching group data

Students are given a username and password to access the site.

Seneca is used by multiple departments to provide subject relevant resources.

Students are provided with a username and password to access the site.

SIMS.net (Capita)

Legacy software

All information we held on students who were on roll on or before February 2022 is held on our legacy SIMS database. It is no longer updated or accessible to most staff.

SIMS is our former Management Information System, which was replaced by Arbor in February 2022. Whilst it is no longer updated, we retain a backup of this data until all students for whom data was recorded there have left the school.

A limited number of senior administrative staff and IT staff have access to this.

SISRA Analytics

Name, gender, SEN, ethnicity, FSM, PP, LAC, EAL, tutor group, classes, assessment data (including historic data like KS2 results) & exam results.

We use SISRA to track students’ assessment data through the school. This is analysed and pupils needing academic or pastoral support are identified. 

Southern Universities Network (SUN)

Name, DOB, gender, address, year group, FSM/LAC status

SUN are the primary administrators of the UniConnect programme which the careers department use to provide opportunities and support for students in years 9-13 to experience Higher Education possibilities.

Sparx Maths

Name, DOB, Gender, UPN, student email address

Students are given personal accounts to this website, which supports them as they move through the Mathematics curriculum. Teachers are able to track achievement and identify areas of strength and weakness, encouraging response teaching and a more personalised experience.

Springpod

Student name, age, DOB, education information/work experience provided by student, ethnicity, gender.

Online platform providing virtual work experience and placement opportunities, used by our careers department.

Students are given individual accounts to access the site

Stevensons

Name, surname, parental details including email address and phone number, year group, tutor group and Pupil Premium information.

We share limited data with school uniform suppliers to allow us provide support for students who are entitled to additional financial support with school supplies.

Tassomai

Student name, student email address, UPN/Arbor ID, FSM/PP status, science class.

Tassomai is an online learning platform used by science teachers to provide access to additional learning resources and homework.

Times Table Rockstars

Name, Year, Gender, Maths class.

Students in Years 7, 8 and 9 have their details uploaded to access resources related to recall of Times Tables.

Wonde

Wonde can access all student data held in Arbor and acts as an intermediary. Each piece of software is given the minimal access to student/parent/staff data that it needs to function correctly, as per this document.

An exporter called WONDE sits between Arbor and much of the software/online platforms listed here, alongside some statutory DfE services, to facilitate automatic uploads and refreshes of data. This eliminates the potential for human error and means that data is removed from this software as soon as the student has been marked as left in Arbor.

Word Shark

Name, year group, school ID &/or email address

This is a spelling programme used by the literacy department to consolidate learning.

Yellow Photography

Name, ID Number, year group and tutor group.

Parent email*

To enable the student to be photographed for school records and for parents to purchase.

These photos are stored on Arbor to help staff in identifying students

*From 2024, where consent is granted, parent email addresses will be shared with Yellow to allow photo proofs to be emailed directly to the parent

Zero Gravity

(Twynham Sixth Form only)

Name, DOB, school email address, contact information, attainment data.

Further information may be input by the student

Mentoring platform used by the Sixth Form team, which students would have details and for, and an account for, if using the service.