Privacy Notice (How we use pupil information – Primary)
The categories of pupil information that we process include:
• personal identifiers and contacts (such as name, unique pupil number, contact details and address)
• characteristics (such as ethnicity, language, and free school meal eligibility)
• safeguarding information (such as court orders and professional involvement)
• special educational needs (including the needs and ranking)
• medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
• attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
• assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
• behavioural information (such as exclusions and any relevant alternative provision put in place)
• catering and free school meal management (such as allergies, meal choices)
Why we collect and use pupil information
We collect and use pupil information, for the following purposes:
a) to support pupil learning
b) to maintain a waiting list
c) to monitor and report on pupil attainment progress
d) to provide appropriate pastoral care
e) to provide services, e.g. school meals, online payments, communication systems
f) to assess the quality of our services
g) to keep children safe (food allergies, or emergency contact details)
h) to meet the statutory duties placed upon us for DfE data collections
The lawful basis on which we use this information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
• we need to comply with a legal obligation, e.g. DfE data returns
• we need to meet our public task of keeping pupils safe
Less commonly, we may also process pupils’ personal data in situations where:
• we have obtained consent to use it in a certain way
• we need to protect pupils’ vital interests (or someone else’s interests)
Some pupil information requires extra protection as it is considered more sensitive. This includes race, ethnicity, religious beliefs, medical conditions, genetic information and biometric data
If we are processing special category data, our lawful bases will also include one of the following:
• we have explicit consent
• to meet our obligations as a controller or those of data subjects
• to meet our public interest task of keeping pupils safe.
How we collect pupil information
We collect pupil information via registration forms, Common Transfer File (CTF) or secure file transfer from previous school.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.
How we store pupil data
We hold pupil data securely for varying lengths of time depending on what the information is.
Who we share pupil information with
We routinely share pupil information with:
• schools that the pupils attend after leaving us
• our local authority
• the Department for Education (DfE)
• agencies we commission to deliver services on our behalf (eg. music teachers, communications systems, school meal provider)
• the School Nursing Team / the NHS
Why we regularly 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 pupil’s 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 https://www.gov.uk/education/data-collection-and-censuses-for-schools
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 https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
To contact DfE: https://www.gov.uk/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 the school office.
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
• a right to seek redress, either through the ICO, or through the courts
If you have a concern or complaint 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 https://ico.org.uk/concerns/
If you would like to discuss anything in this privacy notice, please contact the school office.