Privacy Notice

Why do we collect, share and hold pupil information?

Why do we collect and use pupil information?  We collect and use pupil information under the Education Act 1996.  The EU General Data Protection Regulation 2016/679 (GDPR) takes effect from May 2018.

In particular Article 6 and 9 of the GDPR:

Article 6 GDPR: Processing is necessary for compliance with a legal duty to which the controller is subjected
Article 9 GDPR: for substantial public interest on a legal basis

We use the pupil data:

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

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

  • personal information (such as name and address)
  • any relevant medical information
  • special educational needs
  • exclusions and behavioural information
  • assessment information
  • characteristics (such as ethnicity, language, nationality, country of birth)
  • attendance information (such as sessions attended, number of absences and absence reasons)

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 Data
We hold pupil data until the individual reaches 25 years of age.

Who do we share pupil information with?
We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us
  • our local authority
  • the Department for Education (DfE)

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 are required to share safeguarding information with the LA and a school the child moves on to.

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

The school must also comply with an additional condition where it processes special categories of personal information.  These special categories are as follows: personal information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information, health information, and information about sex life or orientation.

Substantial Public Interest
The processing is necessary for reasons of substantial public interest.

Vital Interests
To protect the vital interests of any person where that person cannot give consent, for example, if they are seriously hurt and are unconscious.

Legal Claims
The processing is necessary for the establishment, exercise or defence of legal claims.  This allows us to share information with our legal advisors and insurers.

Medical Purposes
This includes medical treatment and the management of healthcare services.  We may ask for your consent to use your information in certain ways.  If we ask for your consent to use your personal information you can take back this consent at any time.  Any use of your information before you withdraw your consent remains valid.

Requesting Access to your Personal Data
Under data protection legislation, parents 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 the School Business Manager.

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 the School Business Manager in the first instance or directly to the Information Commissioner’s Office at

Our Legal Grounds for using your Information
This section contains information about the legal basis that we are relying on when handling your information.

Legitimate Interests
This means that the processing is necessary for legitimate interests except where the processing is unfair to you.  The school relies on legitimate interests for most of the ways in which it uses your information.

Specifically, the school has a legitimate interest in:

  • Providing educational services to your child;
  • Safeguarding and promoting the welfare of your child (and other children);
  • Promoting the objects and interests of the school.  This includes fundraising.  It also includes making sure that we are able to enforce our rights against you, for example, so that we can contact you if unpaid school fees are due;
  • Facilitating the efficient operation of the school; and
  • Ensuring that all relevant legal obligations of the school are complied with.

In addition your personal information may be processed for the legitimate interests of others.  For example another school will have a legitimate interest in knowing if you have not paid school fees that are due to us.

If you object to us using your information where we are relying on our legitimate interests as explained above please speak to the School Business Manager.

Necessary for a Contract
We will need to use your information in order to perform our obligations under our contract with you.  For example, we need your name and contact details so that we can update you on your child’s progress and so that we can contact you if there is a concern.

Legal Obligation
Where the school needs to use your information in order to comply with a legal obligation, for example, to report a concern to Children’s Services.  We may also have to disclose your information to third parties such as the courts, the local authority or the police where legally obliged to do so.

Vital Interests
For example, to prevent someone from being seriously harmed or killed.

Public Interest
The school considers that it is acting in the public interest when providing education.