Data Protection (GDPR)
Privacy Notice (How we use pupil information)
We, Hampreston CE (VA) First School, are a data controller for the purposes of the General Data Protection Regulation. We collect and hold personal information from you about your child and may receive information about your child from their previous school or college, the Local Authority, the Department of Education (DfE) and the Learning Records Service.
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
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
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
Article 6.1.e states that the use of personal data is justified if ‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’. In this instance, the requirement for the school to deliver education under the Education Act (1996) requires us to collect information to deliver this service.
Article 9 covers the use of sensitive personal information (this includes health and social care information). This is justified either by article 9.2.a (consent from the data subject) or article 9.2.e (processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services).
How we collect pupil information
We obtain pupil information via registration forms at the start of each academic year. In addition, when a child joins us from another school we are sent a secure file containing relevant information.
The school uses CCTV cameras around its site for security purposes and to protect the pupils and staff. CCTV footage may be referred to during disciplinary procedures or to investigate other issues, but we will ensure that we have a lawful basis for doing so. Please see our CCTV policy for more details.
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 the set amount of time shown in our data retention schedule which is linked to IRMS Information Management Toolkit for Schools. For more information on our data retention schedule and how we keep your data safe, please ask in the school office.
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)
other parties where there is a legal basis for doing so
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.
Department for Education
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:
Examples for school census:
section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Examples for Assessment and Reporting Arrangements:
EYFSP - Section 40(2)(a) of the Childcare Act 2006 (Learning and Development Requirements) Order 2007 (S.I. 2007/1772)
KS1 (including phonics) - section 87 of the Education Act 2002. Article 9 of The Education (National Curriculum) (Key Stage 1 Assessment Arrangements) (England) Order 20042
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.
Requestion access to you 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, please contact in writing, the Head Teacher: Mr T Williams, outlining your request.
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 Head Teacher, Mr T Williams via the school office.
How the government used 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 https://www.gov.uk/education/data-collection-and-censuses-for-schools
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 https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information
Sharing by the Department
The law allows the Department to share pupils’ personal data with certain third parties, including:
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: https://www.gov.uk/government/publications/dfe-external-data-shares
To contact DfE: https://www.gov.uk/contact-dfe