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All Saints' CE Primary School's Privacy Notice



Privacy Notice How we use pupil information


The categories of pupil information that we process includes:


  • personal identifiers, contacts and characteristics (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 SATs and phonics results)
  • behavioural information (such as exclusions and any relevant alternative provision put in place)


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:

  • 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

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


  • for the purposes of (a), (b), (c) & (d) in accordance with the legal basis of Public task: collecting the data is necessary to perform tasks that schools are required to perform as part of their statutory function
  • for the purposes of (e) in accordance with the legal basis of Vital interests: to keep children safe (food allergies, or medical conditions)
  • for the purposes of (f) in accordance with the legal basis of Legal obligation: data collected for DfE census information

           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

  • conditions a, b, c and d of GDPR - Article 9


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:

  • school that the pupil attends after leaving us
  • our local authority
  • the Department for Education (DfE)
  • NHS


Limited pupil information is shared with:


  • assessment bodies
  • external providers eg online curriculum, school meals
  • providers of educational visits


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 (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:




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:

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:           

  • Contact details and contact preferences
  • Bank details
  • Photographs
  • CCTV images captured in school

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):

  • Characteristics, such as ethnicity, languages spoken and eligibility for certain benefits
  • Family circumstances
  • Physical and mental health, including medical conditions
  • Support received, including care packages, plans and support providers

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:

  • Report to you on your child’s attainment and progress
  • Keep you informed about the running of the school (such as emergency closures) and events
  • Process payments for school services and clubs
  • Provide appropriate pastoral care
  • Protect pupil welfare
  • Administer admissions waiting lists
  • Assess the quality of our services
  • Carry out research
  • Comply with our legal and statutory obligations



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:

  • We need to comply with a legal obligation
  • We need to perform an official task in the public interest
  • We need to fulfil a contract we have entered into with you


Less commonly, we may also process your personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect an individual’s vital interests (protect their life)


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.


Data sharing

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:

  • Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about exclusions
  • Government departments or agencies
  • Ofsted
  • Suppliers and service providers – to enable them to provide the service we have contracted them for
  • Financial organisations
  • Our auditors
  • Survey and research organisations
  • Health authorities
  • Health and social welfare organisations
  • Professional advisers and consultants
  • Charities and voluntary organisations
  • Police forces, courts, tribunals


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.


Your rights

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:

  • Give you a description of it
  • Tell you why we are holding and processing it, and how long we will keep it for
  • Explain where we got it from, if not from you
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this
  • Give you a copy of the information in an intelligible form

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:

  • Object to the use of your personal data if it would cause, or is causing, damage or distress
  • Prevent your data being used to send direct marketing
  • Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
  • Claim compensation for damages caused by a breach of the data protection regulations

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:

  • Report a concern online at
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF


Contact us

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.