The Management Team will monitor the application of this policy and take appropriate steps to ensure that it is operating effectively.
The policy will be reviewed annually to ensure its effective application.

Why We Collect and Use Pupil Information

We collect and use pupil information under:
• The Education Act 1996
• The Data Protection Act 1998

We use pupil data to:
• Support learning.
• Monitor and report on pupil progress.
• Provide appropriate pastoral care.
• Protect pupil welfare
• Assess the quality of our services.
• Comply with the law regarding data sharing.

Personal data that we collect, use and share (when appropriate) about pupils includes, but it not restricted not:
• Contact details, contact preferences, date of birth, identification documents
• Results of internal tracking
• Pupil reports and curricular records
• Characteristics, such as ethnic background or special educational needs
• Exclusion information
• Details of any medical conditions, including physical and mental health
• Attendance information
• Safeguarding information
• Details of any support received, including care packages, plans and support providers
• Photographs
• CCTV images captured in school (to be introduced in 2019)

Our Legal Basis for Using this Data
We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:
• We need to comply with a legal obligation
• We need it to perform an official task in the public interest

Less commonly, we may also process pupils’ personal data in situations where:
• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make

this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting Pupil Information
Whilst the majority of pupil information that parents provide to us is mandatory, some it is it provided on a voluntary basis.
In order to comply with the General Data Protection Regulation, we inform parents/carers whether they are
required to provide certain pupil information to us or if they have a choice in this.

Storing Pupil Data
We hold pupil data for the period of time that the child is on our school roll, and until they reach the age of 25 years old, if considered appropriate (such as when there have been safeguarding allegations). This is in-line with the Local Authority’s Data Retention Timescales.

Who We Share Pupil Information With
We do not share information about pupils 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 pupils with:
• Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
• The Department for Education
• The pupil’s family and representatives
• Educators
• Our regulator e.g. Ofsted
• Suppliers and service providers – to enable them to provide the service we have contracted them for
• Central and local government
• Our auditors – this is minimal
• Health authorities
• Health and social welfare organisations
• Professional advisers and consultants
• Police forces, courts, tribunals
• Professional bodies

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 pupil information with the 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 our LA and the DfE under section 3 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 DfE (for example, for the school census) go to


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