Information About Pupils In Schools
Why do we collect and use pupil information?
Stadhampton Primary School collects and uses pupil information under the Data Protection Act 1998 and the Education Act 1996 which are a lawful basis for collecting and using pupil information for general purposes (and from Article 6 and Article 9 where data processed is special category data from the General Data Protection Regulation from 25 May 2018).
Information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools ]
We use the pupil data:
The categories of pupil information that we collect, hold and share include:
Legal basis for 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 such as photograph permission. This consent, eg permission to use a photograph, can be withdrawn at any time. 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 in line with the Information Records Management Society http://irms.org.uk and comply with regulations which detail what the data retention periods are for different documents, so that we do not keep data for any longer than is necessary.
Who do we share pupil information with?
We routinely share pupil information with:
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 our local authority (LA) and the Department for Education (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 Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-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 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:
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:
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, retention periods 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:
To contact DfE: https://www.gov.uk/contact-dfe
Our Local Authority at https://www2.oxfordshire.gov.uk/cms/public-site/access-data-and-information
Requesting access to your personal data
Under data protection legislation, parents and pupils have the right to make a subject access request to gain access to information that the school holds about them. Parents can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12). To make a request for your personal information, or be given access to your child’s educational record, contact the Headteacher, Mrs Kathryn Turner in the first instance by e-mailing firstname.lastname@example.org
If you make a subject access request, and if we do hold information about you or your child, 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 or your child
· 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 also have the right to:
We take any complaints about our collection and use of personal information very seriously. 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. If we are unable to deal with your concern you are also able to make direct contact with the Information Commissioner’s Office at https://ico.org.uk/concerns/
If you would like to discuss anything mentioned in this privacy notice, please contact the Headteacher, Kathryn Turner in the first instance.