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Privacy Policy

Why do we collect and use pupil information?

Any personal data that we process about our pupils and parents is done so in accordance with Article 6 and Article 9 of GDPR.

Our legal basis for processing your personal data, in line with Article 6(1)(c) (legal obligation) includes (but not necessarily limited to):

  • Education Act 1944,1996, 2002, 2011
  • Education and Adoption Act 2016
  • Education (Information About Individual Pupils)(England) Regulations 2013
  • Education (Pupil Information) (England) Regulations 2005
  • Education and Skills Act 2008
  • Children Act 1989, 2004
  • Children and Families Act 2014
  • Equality Act 2010
  • Education (Special Educational Needs) Regulations 2001

We also process information in accordance with Article 6(e) (public task), Article 6(a) (consent), Article 9 (2)(a) (explicit consent where applicable) and Article 9(2)(g) (reasons of substantial public interest).


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

We may also receive information from their previous school or college, local authority, the Department for Education (DfE) and the Learning Records Service (LRS).

Note: Schools and local authorities have a (legal) duty under the DPA and the GDPR to ensure that any personal data they process is handled and stored securely.


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)

For details of what we collect, hold and share, please visit the Information Commissioner’s Office (ICO) Data Protection Register on and enter Z5067849 .


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 no longer than is necessary.  Full details of data retention lists can be found in the Records Management Society’s (RMS) Retention Guidelines for Schools (which can be found

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)
  • NHS (for inoculations, etc)

In order for our school systems to operate we do share and store pupil information/data with our trusted third parties;

  • Renaissance Learning, Inc (Accelerated Reader / AR) – We use Accelerated Reader to monitor our students’ progress in reading – Privacy Policy
  • SIMs (ESS) – We use Sims to store pupil data in which to track performance in detail for reporting and inspections. Sims also provides schools with the framework to safeguard pupils and provide evidence of doing so – Privacy Notice | Education Software Solutions
  • Microsoft (Office 365) – We use Office 365 for our school email communication. All emails that are send with confidential / sensitive information we use Egress to encrypt the emails – Privacy Policy and  Privacy Policy
  • Schoolcomms – We use Schoolcomms to communicate with parents via text and email. Schoolcomms are also are data handler for school money, visit and clubs permissions. We share student and staff data with Schoolcomms via secure link direct from SIMS (Capita SIMS) – Privacy Policy
  • CPOMS (Service Point) – We use CPOMS to monitor child protection, safeguarding and pastoral/welfare issues which work alongside our existing safeguarding processes – Privacy Policy