Privacy Notice (How we use pupil information)
Why do we collect and use pupil information?
Section 537A of the Education Act 1996 requires schools to collect and provide any such individual pupil information as may be prescribed. This includes sharing a set of named pupil records through the submission of termly school census returns to the Local Authority and DfE.
Putting the school census on a statutory basis:
We also collect and share individual pupil information with the Local Authority - including attendance and exclusions data, each week. This is supported under The Education (Pupil Registration) England Regulations 2006 Regulation 12; Children's Act 2004 Section 10: co-operation to improve well being; Children's Act 2004 Section 11: arrangement to safeguard and promote welfare; Education and Inspections Act 2006 Section 38 and Working Together to Safeguard Children March 2013 Guidance.
This information is used by the Local Authority to fulfil a number of statutory duties:
to ensure there are sufficient school places in the area
promote high education standards
ensure fair access to educational opportunity and promote the fulfilment of every child's educational potential
the need to meet the Local Authority's safeguarding requirements
to facilitate the ability of partner organisations to support the learning and welfare of children and young people through the exchange of data and the use of information not otherwise available to either organisation.
For more information on how the Local Authority uses information we share with them go to
We also use pupil data to:
The categories of pupil information that we collect, hold and share include:
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 for periods of time as outlined in our School Records Management Policy held in the school office.
Who do we share pupil information with?
We routinely share pupil information with:
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 our Local Authority and the Department for Education under Section 3 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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
To find out more about 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:
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:
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: 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 Mrs S. Hamilton, our Deputy Headteacher and Data Protection Officer.
You also have the right to:
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with Mrs Hartley, our Headteacher 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:
Mrs E. Hartley, Headteacher or Mrs S. Hamilton, Deputy Headteacher (Data Protection Officer)
0151 546 3868 email@example.com
Click here for more information.