Privacy Notice
How we use pupil information
The categories of pupil information that we collect, hold and share include:
Personal information (such as name, unique pupil number and address)
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)
Assessment information
Medical information
Special educational Needs Information
Behavioural information including any exclusions.
Why we collect and use this information
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 lawful basis on which we use this information
We collect and use pupil information under the Education Act 1996 – this information can be found in the
censuses-for-schools
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 different lengths of time according to the category of data. General data such as
name, date of birth is held for four years from the date of transfer to a new school. Specific data about a
child’s additional needs will be held in school until after the child’s 25 th birthday. A full list of data retention
arrangements is available from the school office on request.
Who 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 Nursing Service
NHS services such as Occupational Therapy or Speech and Language Therapy
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.
Data collection requirements:
To find out more about the data collection requirements placed on us by the Department for Education (for
schools .
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.
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.
protection-how-we-collect-and-share-research-data
For information about which organisations the department has provided pupil information, (and for which
database-requests-received
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 the head teacher or the School Administrator who acts as the schools Data
Protection Officer.
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, we request that you
raise your concern with us in the first instance. Alternatively, you can contact the Information
Contact
If you would like to discuss anything in this privacy notice, please contact:
Head Teacher:
Miss Catherine Jollands
Nettleham Infant School
enquiries@nettlehaminfant.co.uk
Data Protection Officer:
Clare Simmons
Reepham C of E Primary