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Data Protection (GDPR)

Privacy Notice (How we use pupil information)


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

  • Personal information and contacts (such as name, date of birth, unique pupil number, contact details and address)

  • Characteristics (such as language, nationality, country of birth and free school meal eligibility)

  • Attendance information (such as sessions attended, number of absences, absence reasons and any previous schools attended)

  • Assessment and attainment information (such as key stage 1 and phonics results)

  • Destination information (such as another school)

  • Behavioural information (such as exclusions and any relevant alternative provision put in place) (where this applies)

We will also collect, hold, share and otherwise use some pupil information which is ‘special category personal data’, including:

  • Special Educational Needs information (including the needs and ranking) (where this applies)

  • Relevant medical information (such as doctors’ information, child health, dental health, allergies, medication and dietary requirements)

  • Safeguarding information (such as court orders and professional involvement)

  • Racial or ethnic origin

  • Religious beliefs


Why we collect and use pupil information

We collect and use pupil information for the following purposes:

  • to support pupil learning

  • to monitor and report on pupil attainment progress

  • to provide appropriate pastoral care

  • to assess the quality of our services

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

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

  • to ensure pupil health and safety

  • to deal with emergencies involving pupils

  • to provide reports and information to parents/carers


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

GDPR Article 6

1 (a) where consent has been given for one or more specific purposes

1 (c) where it is necessary for the school to comply with legal obligations

1 (e) data which is necessary to enable the school to be a provider of education

GDPR Article 9

2 (a) where explicit consent has been given to the processing of personal data

Education legislation (such as the Education act 1996) Information can be found on the following website:


Collecting pupil information

We get this information from the parents/guardians/carers, teachers and other staff, people from other organisations like doctors or the Local Authority, via registration forms or transfer of information from previous schools.

Pupil data is essential for the school’s operational use.  Whilst the majority of pupil information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with data protection regulation, 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.


Storing pupil data

We hold pupil data for the set amount of time in line with our data retention guidelines. Pupil records are transferred to the relevant middle school when they leave.


Who we share pupil information with

We routinely share pupil information with:

  • schools that the pupils attend after leaving us

  • our local authority (Dorset)

  • the Department for Education (DfE)

  • the school nurse and the National Health Service

  • organisations such as ‘Coolmilk’


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.

The DfE collects personal data from educational settings and local authroities via various statutory data collections.  We are required to share information about our pupils with the DfE either directly or via our local authority for the purpose of those data collections under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

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.


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 Mr Tim Williams (Headteacher). 

You also have the right to:

  • ask us for access to information about you that we hold

  • have your personal data rectified, if it is inaccurate or incomplete

  • request the deletion or removal of personal data where there is no compelling reason for its continued processing

  • restrict our processing of your personal data (ie permitting its storage but no further processing)

  • object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics

  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you


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


For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government Uses Your Data’ section of this notice.



If you would like to discuss anything in this privacy notice, please contact Ms Deborah Trickett, Clerk to the Governors and Data Protection Officer at

How the 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 of Education

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

  • schools and 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.

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:


How to find out what personal information DfE hold about you

Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:

  • if they are processing your personal data

  • for a description of the data they hold about you

  • the reasons they’re holding it and any recipient it may be disclosed to

  • for a copy of your personal data and any details of its source

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’.  Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:

To contact DfE:

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