How we use pupil information
Why do we collect and use pupil information? We collect and use pupil information under the Education Act 1996. The EU general data protection regulation 2016/679 (GDPR) will take effect in May 25 2018 including Article 6 ‘lawfulness of processing’ and Article 9 ‘Processing of special categories of personal data’
We use the pupil data:
- to support pupil learning
- to monitor and report on pupil progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
The categories of pupil information that we collect, hold and share include:
- Personal information (such as name, unique pupil number and address)
- Any relevant medical information
- Special educational needs
- Exclusions and behavioural information
- Assessment information
- Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
Collecting pupil information
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 the General Data Protection Regulation, we will inform you 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 6 years following a student’s last entry.
Who do we share pupil information with?
We routinely share pupil information with:
- Schools that the pupil’s attend after leaving us
- Our local authority
- The Department for Education (DfE)
- School nurse
Why we 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’ data 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 the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
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.
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
- who is requesting the data
- the purpose for which it is required
- the level and sensitivity of data requested: and
- the arrangements in place to store and handle the data
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit:
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
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
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
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern 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 us.
We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.
We collect certain information or data about you when you use our website.
- questions, queries or feedback you leave, including your IP address and browser version if you send a message via a form on our website
- your IP address from which you access our website, and details of which version of web browser and operating system you used
- the date and time of your visit
- Google Analytics data, which is information on how you use our website, using cookies and page tagging techniques to help us improve our website
- the website address of the website from which you accessed our website
- The approximate location from which you viewed our website
This helps us to:
- improve our website by monitoring how you use it
- respond to any feedback you send us, if you’ve asked us to
- Unless you voluntarily submit personal information to us (for example, by sending us an e-mail or completing the contact form), we can’t personally identify you using your data.
Where your data is stored
- We store your data on secure servers in the UK.
- Your data can only be viewed by our staff or our suppliers, Schools-Online.
- By submitting your personal data, you agree to this.
Keeping your data secure and disclosing your information
- Transmitting information over the Internet is generally not completely secure, and we can’t guarantee the security of your data.
- Any data you transmit to us is at your own risk.
- We have procedures and security features in place to try and keep your data secure once we receive it.
How we may use the information we collect
We use the information in the following ways:
Information you supply to us. We will use this information:
- to provide you with information and/or services that you request from us;
Information we automatically collect about you. We will use this information:
- to administer our site including troubleshooting and statistical purposes;
- to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
- security and debugging as part of our efforts to keep our site safe and secure.
This information is collected anonymously and is not linked to information that identifies you as an individual.
Disclosure of your information
Any information you provide to us will either be emailed directly to us or may be stored on a secure server located in Canada. We use a trusted third-party website and hosting provider HostPapa to facilitate the running and management of this website. HostPapa meets high data protection and security standards and is bound by contract to keep any information they process on our behalf confidential. Any data that may be collected through this website that HostPapa process, is kept secure and only processed in the manner we instruct them to.
We do not rent, sell or share personal information about you with other people or non-affiliated companies
We will use all reasonable efforts to ensure that your personal data is not disclosed to regional/national institutions and authorities, unless required by law or other regulations.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Links to other websites
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