Information we may collect

In addition to the information set out in the Isle of Man Privacy Notice for each institution, the Department may also collect the following information about you or your child(ren) under the Registration of Pupils Regulations 2016:

Services / forms	Types of data
Admission register (Registration of Pupils Regulations 2016)	(a)    an index in alphabetical order of all the pupils at the school; and (b)    the following particulars in respect of every such pupil: (i)     full legal name and where known, any former name or names; (ii)    gender (iii)    date of birth (iv)   unique pupil number (v)    ethnic group and by whom that information was provided (vi)   first language (vii)   date of admission to the school (viii)  year group (ix)    the address and postcode of the pupil’s usual residence and any other properties at which the pupil is also known to reside on occasion (x)    the name and address of every person known to the school to be a parent of the pupil and at least one emergency contact telephone number (xi)    the name and address of any other schools the pupil is known to have attended, if any, and in the case of guest registration, any other schools at which the pupil is registered (xii)   full-time or part-time (xiii)  day pupil or boarder(xiv)  date of leaving the school (xv)   usual mode of transport to and from school (xvi)  for any pupil who is known to the head teacher to be or to have been looked after by an appropriate organisation, the name of that organisation (xvii) (where applicable) that the pupil has been found eligible for free school meals
Attendance register (Registration of Pupils Regulations 2016)	The particulars of attendance must be recorded each morning and afternoon session and must include: (a)    in the case of every pupil recorded in and not deleted from the register, whether the pupil is present, absent or attending an approved educational activity (b)    in the case of a pupil of compulsory school age who is absent, whether or not that absence is authorised (c)    in the case of a pupil of compulsory school age who is attending an approved educational activity, the nature of that activity
Educational record (Registration of Pupils Regulations 2016)	The particulars of educational record in respect of every pupil registered at the school may include: (a)    any information which is processed by or on behalf of a head teacher of or a teacher at the school, other than information which is processed by a teacher solely for the teacher’s own use as part of their personal register of pupils they teach (b)    any personal education plan (c)    any educational psychologist’s reports and accompanying documentation.
Curricular record  (Registration of Pupils Regulations 2016)	The particulars of curricular record may include details of the pupil’s: (a)    academic achievements (b)    skills and abilities (c)    educational progress
Special educational needs and special needs provision (Registration of Pupils Regulations 2016)	Particulars of special educational needs and special needs provision may contain: (a)    the type of special needs the pupil has (b)    the primary and secondary ranking of the special needs, where there is more than one (c)    what special educational needs provision type is being made for the pupil: (d)    whether the pupil is taught wholly or partly — (i)     in a special educational needs unit in a school which is not a special school: (ii)    at a place reserved in a school which is not a special school where that school receives additional funding from the Department in order to cater for the pupil’s special educational needs
Exclusions / suspensions (Registration of Pupils Regulations 2016)	The particulars of exclusion (whether permanent or not) and may contain: (a)    the reason for the exclusion (b)    the start date of every period of exclusion (c)    the end date of every period of exclusion (d)    (where applicable) the reasons of the governing body of the school for the reinstatement of the pupil (e)    (where applicable) details of an appeal panel’s direction that (i)     the pupil is to be reinstated (ii)    for exceptional circumstances it is not practical to give a direction that the pupil is to be reinstated, but that save for those circumstances such a direction for reinstatement would have been given
Learning levels (Registration of Pupils Regulations 2016)	The particulars of learning levels may contain: (a)    the date on which the pupil started a learning aim: (b)    the date by which the school and the pupil plan or planned that the pupil will complete or was to have completed a learning aim (c)    the date on which the pupil completed a learning aim (d)    information as to the pupil’s progress or status in respect of every learning aim (e)    information identifying the syllabus, the subject and the awarding body for the qualification

Information may also be requested in response to the following, which are not covered by the Registration of Pupils Regulations 2016. The legal basis for these may include consent, contract, legal obligation, to protect the vital interests of the data subject or of another natural person or performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller:

Service / forms	Types of data
Out of catchment requests	Name, contact details, pupil name, personal details relating to application
Free school meal requests	Name, contact details, basic benefit details, NI number, pupil name, school and DOB.
Transport support requests	Name, contact details, medical and / or special needs information, reasons why support is needed
Student award applications	Name, contact details, examination results, course details, contributor details including financial information. Medical details may be required for Disabled Student Allowance.
Education otherwise	Names of parents / guardians and young persons, contact details, education provision
Attendance information from schools (when less than 80% attendance)	Names of young persons and parents / guardians, attendance information.
Ella Oleson Scholarship applications	Name, contact details, biography
Microgaming bursary scheme	Name, contact details, financial information relating to maintenance award from student awards, biographical information supplied by applicants.
Subject access requests	The Department co-ordinates these with schools and undertakes redaction where required to support schools
Work Experience	Young people sign up on the Employed.im website putting in their contact details.  There is an agreement between the Department and PDMS for the delivery of Work Experience to pupils in each of the Secondary Schools.
Employee information (generally undertaken by the Office of Human Resources on behalf of the Department)	Names, contact information, recruitment records notes, appraisal / Personal Development Review documentation, employee records, grievances, termination of employment, staff health and safety,
Training services	Names, contact information, information necessary to support an application for training or an apprenticeship.  Financial details of employers.
Office 365	First Name Last Name Display Name Login Name (which includes their cohort [year of entry into school in numerical form for example: 07joeblogs
CCTV	Images of visitors to sites, pupils and school staff
Pre-School Credit Application Form	Name of parent/guardian, DOB, NI number, contact details, residency commencement date if applicable, telephone number, email address, name of child / children and DOBs
Destination data	% of young people going to different destinations, such as employment, UCM, University – statistical information only is shared.

Freedom of Information

Service / forms	Types of data
Requests for Information, submitted in accordance with Freedom of Information Act 2015.	The following information is collected for the purpose of meeting a request you have made for information. Title First name Surname Address Email address Phone number Mobile number

The Data Protection Officer for the Department of Education, Sport and Culture is:

DPO-DESC
Department of Education, Sport and Culture
Thie Slieau Whallian
Foxdale Road
St John's
Isle of Man
IM4 3AS

Telephone: +44 1624 698386
Email: DPO-DESC@gov.im