Data Shared: Pupil record
Sharing Basis: Public interest + official authority of the DC
Arbor uses bank-grade, end-to-end, 256bit SSL encryption to ensure only the authorised user can see school data. Student data is NEVER shared with third parties without a schools’ consent. Each user is issued with a unique and secure password, with permission-based access ensuring that they can only view the data relevant to them. No data is stored on any device, and Arbor automatically logs out after a period of inactivity. Arbor is a Data Processor and abides by all of the terms of the Data Protection Act 1998. Arbor are also registered with the UK Government on the G-Cloud VII framework, a Government framework which audits the security of cloud-based providers to ensure they meet government standards. Arbor products have also been approved by the Department for Education list for cloud suppliers.
Server/Data Location: EEA
Retention Period: DOB + 25 years
Language link / Speech
Data Shared: Name, DOB. email & telephone number of school
Security Protocols: Encryption, access restriction and physical security
Teacher Access: Yes
Server/Data Location: EEA
Retention Period: 3 years
ParentPay obtain (either from the Customer and/or from you directly) and process the following information:
Data Subject (Who) Data Category (What) Description
Pupil Student Forename This is the forename of the pupil.
Pupil Student Surname This is the surname of the pupil.
Pupil Student Known as This is the name that the pupil is known as.
Pupil Student DOB This is the date of birth of the pupil.
Pupil Student Gender This is the pupil’s gender
Pupil Student Groups Registration group (if any), year, other groups
Pupil Student Salutation This is the pupil’s salutation.
Pupil Student Dietary Requirements This is the pupils special dietary requirements
Pupil Student Postal Address The student’s postal address
Pupil Student Identifiers Roll/Admission number, UPN, management system identifier
Pupil Student Meal Selections and spend history This is a history of a pupil’s meal selections and spends for school meals or non-meal-related items, including free school meals
Pupil Student Trip information Trip details collected from parents, e.g. emergency contacts, medical details, dietary requirements, doctor’s contact, EHIC and Passport
Parents Contacts Title This is the contact’s title (Mr, Mrs, Ms, etc).
Parents Contacts Forename This is the contact’s forename.
Parents Contacts Surname This is the contact’s surname.
Parents Contacts Authentication data Username and password, single-sign-or multi-factor-authentication tokens
Parents Contacts Gender The contact’s gender (Salutation)
Parents Contacts House Name The text entered as the contact’s house name.
Parents Contacts Street The text entered as the contact’s street.
Parents Contacts Locality The text entered as the contact’s locality.
Parents Contacts Town The text entered as the contact’s town.
Parents Contacts Postcode The text entered as the contact’s post code.
Parents Contacts Day Telephone The contact’s daytime telephone number.
Parents Contacts Home Telephone The contact’s home telephone number.
Parents Contacts Mobile Telephone This is the contact’s mobile telephone number used to receive alerts from Parentpay and for school communications
Parents Contacts Email This is the contact’s E-mail address used to receive communications from Parentpay and for school communications.
Parents Contacts Payment History and balances This is the contact’s history of payment transactions, including reversals, refunds and withdrawals of funds.
Parents Contacts Payment card details Payment card details are captured and passed to a 3rd party for authorisation.
Parents Contacts Other This is the contact’s alternative communication method.
Parents Contacts In-app messages Messages sent from parents to school within the ParentPay application
Parents Contacts Trouble ticket data When users submit trouble ticket information, this gets stored.
Parents Contacts Shop information ParentPay can be used as a payment page from externally or internally hosted shop systems. This the information captured as part of that (“shopping basket”).
Parents Contacts Browser Details IP address, cookies, browser information
Parents Contacts Scottish UPRN For users in Scotland who sign up via MyGovScot
School Staff Title This is the staff member’s title (Mr, Mrs, Ms, etc.).
School Staff Forename This is the staff member’s forename.
School Staff Surname This is the staff member’s surname.
School Staff Gender The staff member’s gender
Website Access IP Address The network address of your device or internet connection
Website Access Browser Type and Version The type of Web Browser your device is using
Website Access Cookies Special records in your browser to help the website operate
Website Access Web Analytics Generalised information about browsing behaviour and page statistics
Sharing Basis: Schools have signed up for the service and their legal basis is: 'processing is necessary for the performance of a task carried out in the public interest'
ParentPay use your personal information, and some of their employees have access to such information, only to the extent required to carry out the services for you and on behalf of the Customer.
ParentPay have introduced appropriate technical and organisational measures to protect the confidentiality, integrity and availability of your personal information during storage, processing and transit.
ParentPay are a Level 1 PCI-DSS certified organisation and are subject to regular and comprehensive security audits. They operate an ISO27001 compliant security programme to help protect your data at all times.
The PPL Products and Services only processes your personal information in the UK.
Some of ParentPay's supporting services (for example ZenDesk), might use cloud platforms that operate from Third Countries outside of the EEA. Where this is the case, they ensure that adequate safeguards are established to protect your data.
Server/Data Location: UK
ParentPay will only retain information for as long as is necessary to deliver the service safely and securely. They may need to retain some records to maintain compliance with other applicable legislation – for example finance, taxation, fraud and money laundering law requires certain records to be retained for an extended duration, in some cases for up to seven years.
Pupil data will typically be removed or anonymised when the following rules are met:
The pupil has been archived by the School.
The pupil does not have any meal consumption or attendance data within the last 13 months.
The pupil has not received a payment for any payment item within the last 13 months.
The pupil balance is zero.
Payer (Parent) data will usually be removed or anonymised when the following rules are met:
They have not logged in for 13 months.
They have not topped up or spent within the last 13 months.
Parent balance is 0 (zero), and all pupil balances are 0 (zero).
There are no active pupils associated with the account
Manager Accounts that have been disabled and have not logged in for 13 months, will be removed or anonymised. Other school staff accounts are subject to the same rules as pupils (above)
Message attachments will be removed after 24 months.
File area uploads will be purged after 24 months.
Personal information in trip records will be removed 1 month after trip completion
It should be noted that Schools will still retain a complete finance audit trail for their statutory requirements. In unusual cases where specific personal information needs to be retained, then this can be facilitated upon request.
Data Shared: Website activity, website form submissions and user content.
Sharing Basis: To provide public website services for our school
Sites are served over HTTPS using TLS to provide both secure server–server and server–client communication. Accounts are protected from brute force attacks with rate limiting and automated account locking. Passwords are one-way encrypted using bcrypt before being stored and are required to satisfy strong password rules to ensure high-entropy.
Access Conditions: None
Teacher Access: Limited to data provided within the CMS
Server/Data Location: United Kingdom (EEA)
Retention Period: Please view the more information link for data retention policies.
Transition between primary and secondary school
Data Shared: Transition activities / work done in transition lessons / pupil record
Sharing Basis: In the public interest and official authority of the data controller.
Security Protocols: Emails on secure servers; for ‘online.sch.im’ a google service self regulatory frameworks, including the EU-US Privacy Shield arrangement.
Access Conditions: Supervised and unsupervised
Teacher Access: Yes
Server/Data Location: United Kingdom (EEA)
Retention Period: DOB + 21 years or 3 years since the last log on