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Privacy Notice (How we use pupil information)


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 and any relevant results)
  •  behavioural information (such as exclusions and any relevant alternative provision put in place)

Why we collect and use pupil information


We collect and use pupil information, for the following purposes:

a) to support pupil learning

b) to monitor and report on pupil attainment progress

c) to provide appropriate pastoral care

d) to assess the quality of our services

e) to keep children safe (food allergies, or emergency contact details)

f) to meet the statutory duties placed upon us for DfE data collections


Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

  •  Article 6 and Article 9 of General Data Protection Regulation
  •  Data Collection Census purposes - Education Act 1996. This information can be found in the census guide documents on the following website

How we collect pupil information

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 consent is needed. Where consent is required, the school will provide you with specific and

explicit information with regards to the reasons the data is being collected and how the data is being used.


How we store pupil data

We hold pupil data securely for the set amount of time shown in our data policy. We retain and dispose of records in accordance with the terms stated within the policy.


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)

 The National Pupil Database (NPD)


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’ dta 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 (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.


Data collection requirements:

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under:

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

To find out more about the NPD, go to


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 Christine Wright Headteacher. The data protection officer is Jane Corrin and can be contacted via the school office on 0151 632 4153.


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



If you would like to discuss anything in this privacy notice, please contact: Mrs Christine Wright Headteacher or Jane Corrin Data protection officer on 0151 632 4153.


How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:

 underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.

 informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).

 supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)


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)

Much of the data about pupils in England goes on to be held in 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.

To find out more about the NPD, go to


Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

  •  schools
  •  local authorities
  •  researchers
  •  organisations connected with promoting the education or wellbeing of children in England
  •  other government departments and agencies
  •  organisations fighting or identifying crime

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


Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.


For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website:


To contact DfE: