Privacy Notice How we use pupil information
The categories of pupil information that we process includes:
· 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)
Why we collect and use pupil information
The personal data collected is essential, in order for the school to fulfil their official functions and meet legal requirements.
We collect and use pupil information, for the following purposes:
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
537A of the Education Act 1996
Education Act 1996 s29(3)
The Education (School Performance Information)(England) Regulations 2007
Regulations 5 and 8 School Information (England) Regulations 2008
The Education (Pupil Registration) (England) Amendment) Regulations 2013
In addition, concerning any special category data
Collecting pupil information
We obtain pupil information via registration forms when they start school and data collection forms / App requests are sent out at the start of every academic year. In addition, when a child joins us from another school we are sent a secure file containing relevant 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 is provided to us on a voluntary basis. In order to comply with GDPR we will inform you at the point of collection,
Storing pupil data
We hold pupil data securely for the set amount of time shown in the current Information and Records Management Society ‘Toolkit for Schools’ as amended by Cumbria County Council requirements.
Who we share pupil information with
We routinely share pupil information with:
Limited pupil information is shared with:
How Government uses your data
The pupil data that we lawfully share with the DfE through data collections:
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:
The law allows the Department to share pupils' personal data with certain third parties, including:
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: https://www.gov.uk/contact-dfe
Privacy notice for parents and carers at
All Saints’ CE Primary School
How we use your personal data
Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about you.
We, All Saints’ CE Primary school, are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Gareth White (see ‘Contact us’ below).
The personal data we hold
Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
We may also hold data about you that we have received from other organisations, including other schools and social services.
Why we use this data
We use this data to:
Our legal basis for using this data
We only collect and use your personal data when the law allows us to. Most commonly, we process it where:
Less commonly, we may also process your personal data in situations where:
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you would go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using your personal data overlap, and there may be several grounds which justify our use of your data.
Collecting this information
While the majority of information we collect about you is mandatory, there is some information that can be provided voluntarily.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data
We keep personal information about you while your child is attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations.
We do not share information about you with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you with:
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
How to access personal information that we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
If you make a subject access request, and if we do hold information about you, we will:
You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact our data protection officer.
Your other rights regarding your data
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
To exercise any of these rights, please contact our data protection officer.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our data protection officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: Gareth White
This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and carers and to reflect the way we use data in this school.