General Data Protection Regulation – May 2018 – Privacy Notice – Version 1
Privacy Notice (How we use pupil information)


The purpose is providing you with this Privacy Notice is a requirement for compliance with the General Data Protection Regulation (GDPR), effective from 25th May 2018.

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

  • personal information (such as name, unique pupil number and address)
  • characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • attendance information (such as sessions attended, number of absences and absence reasons)
  • assessment information ( such as KS1 & 2 data, GL Assessments)
  • relevant medical information (such as doctors information, child health, allergies, medication and dietary requirements)
  • special educational needs information (including needs and ranking)
  • exclusions / behavioural information
Why we collect and use this information

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 lawful basis on which we use this information

We collect and use pupil information for general purposes and under the following lawful basis for processing data:

  • Legitimate Interests
  • Consent
  • Vital Interests
  • Public task

Collecting pupil information

We collect pupil information via CTF (Common Transfer File) from their previous school and registration forms when your child joins us. We may also use information that you share with us when a pupil signs up to a school trip or activity.

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 for a minimum of 6 years after the pupil has left the school, unless there are special education needs and disability requirements where the pupil data is held for 25 years after the pupil has left the school.

Who we regularly share pupil data with

  • Other schools
  • Local Authority
  • DASP Ltd
  • Dfe (Department for Education)

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 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.

DASP Ltd occasionally we may need to share contact details with DASP music if they haven’t been updated with DASP directly.
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
Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers

A parent or guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 16.
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, pupils have the same rights as adults 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
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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at


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

Mrs Saira Sawtell or Mrs Rebecca Golledge.