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Privacy Notice (How we use pupil information)


The categories of pupil information that we collect, hold and share include:


  • Personal information (such as name, unique pupil number and address; parental information; emergency contact information)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Medical information (such as name of GP, relevant medical conditions)
  • Attendance information (such as sessions attended, number of absence, absence reasons)
  • Behavioural information (such as behaviour incidents, exclusions)
  • Assessment information (such as national curriculum assessments)
  • Special educational needs information
  • Safeguarding information
  • School history (such as where pupils go when they leave us)
  • Photographs
  • Data about use of the school’s IT systems


Why we collect and use this information


We use the pupil information:

  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to protect pupil welfare
  • to assess the quality of our services
  • to comply with the law regarding data sharing


The lawful basis on which we use this information


We only collect and use pupil information when the law allows it. Most commonly, we process it where:

  • We need to comply with a legal obligation;
  • We need to perform an official task in the public interest.

Less commonly, we may also process pupil information in situations where:

  • We need obtained consent to use it in a certain way;
  • We need to protect the individual’s vital interests (or someone else’s interests).

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Where we have obtained consent to use pupil information, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and how consent can be withdrawn.


Collecting pupil information


Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.


Storing pupil information


We hold pupil information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary to comply with our legal obligations.


Who we share pupil information with


We routinely share pupil information with:

  • our local authority
  • the Department for Education (DfE)
  • awarding bodies
  • schools that the pupils attend after leaving us
  • Ofsted


We also provide pupil level personal data to third party organisations which supply services to us for which the provision of the data is essential for the service to be provided. Decisions on whether to release this data are subject to a robust approval process, including the arrangements in place to store and handle the data.




As part of our school activities, we may take photographs and record images of individuals within our school. Where we don’t need parental consent, we will clearly explain to the pupil how the photograph and/or video will be used.

We will obtain written consent from parents/carers for photographs and videos to be taken of pupils for communication, marketing and promotional materials.

Where we need parental consent, we will clearly explain how the photograph and/or video will be used to both the parent/carer and pupil. Consent can be refused or withdrawn at any time. If consent is needed and is withdrawn, we will delete the photograph or video and not distribute it further.

When using photographs and videos in this way we will not accompany them with any other personal information about the child, to ensure they cannot be identified.


Why we share pupil information


We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.


We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.


Data collection requirements


To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to


The National Pupil Database (NPD)


The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.


To find out more about the NPD, go to

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance


The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.


For more information about the department’s data sharing process, please visit:


For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:


To contact DfE:


Requesting access to your personal data


Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Tracey Keetch, Office Manager, on (01235) 531316 or

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at



If you would like to discuss anything in this privacy notice, please contact:

  • Mrs Tracey Keetch, Office Manager on (01235) 531316.