Privacy Statement

Privacy Notice (How we use Pupil Information)

The categories of pupil information that we collect, process, hold and share include:

  • Personal information (such as name, unique pupil number,contact details and address);
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility);
  • Safeguarding information (such as court orders and professional involvement;
  • Special Education Needs (including the needs and ranking, Education and Health Care Plans (EHCPs) and notes from review meetings and professional assessments);
  • Medical and Administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements;
  • Attendance information (such as sessions attended, number of absences, absence reasons and any previous schools attended);
  • Assessment and attainment information (such as key stage 1 and phonics results);
  • Behavioural information (which may include exclusions and any behavioural patterns)

Why we collect and use this information

We collect and use the pupil information, for the following purposes :

  • to support pupil learning;
  • to monitor and report on pupil attainment progress;
  • to provide appropriate pastoral care;
  • to assess the quality of our services;
  • to keep children safe (food allergies or emergency contact details)
  • to meet the statutory duties placed upon us for DfE data collections

The lawful basis on which we use this information

We collect and use pupil information for general purposes under paragraphs 9.1c and 9.2g  of the General Data Protection Regulations policy (GDPR), which complies with Articles 6 and Article 9 of the GDPR.

Collecting pupil information

We collect pupil information e.g. via registration forms at the start of the school year or Common Transfer Files (CTF’s). Pupil data is essential for the schools’ operational use. 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, if the data requested is not mandatory, we will inform you that providing this information is optional. We may also receive information about pupils from other organisations such as their previous school, local authority and/or Department for Education (DfE).

Storing pupil data

We hold pupil data securely for 6 months after they leave the school. However some circumstances may require us to hold information such as medical incidents or safeguarding concerns for longer. Details are available in our General Data Protection Policy (GDPR) which is available to view in the school.

Who we share pupil information with

We routinely share pupil information with:

  • schools that the pupil attends after leaving us;
  • our local authority; – Cumbria County Council
  • the Department for Education (DfE).
  • School Nurse
  • other public services that have a lawful right to collect pupil informations
  • third parties as listed in Appendix 6 of the GDPR policy


Why we regularly 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.


Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

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 to be given access to your child’s educational record, contact either the Headteacher or the Data Protection Officer.

The Headteacher:

Or the data protection officer:

You also have the right to :

  • to ask us for access to information about you that we hold
  • to have your personal data recified if it is inadequate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing

If you have a concern or complaint 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

How Government uses your data

The pupil data that we lawfully share with the DfE through data collections :

  • underpins school funding which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention.
  • supports ‘longer term’ research and monitoring of educational policy

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

The National Pupil Database (NPD)

Much of the data about pupils in England goes to be held in 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.

It is held in electronic format for statistical purposes. The 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 NPD, go to

Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties including :

  • schools and local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other Government departments and agencies
  • organisations fighting or identifying crime

For more information about the Department’s NPD data sharing process, please visit :

Organisations fighting or identifying crime may use their legal powers to contact Dfe to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

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 information about which organisations the department has provided pupil information, (and for which project), or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website:

To contact DfE:


If you would like to discuss anything in this privacy notice, please contact:

The Headteacher:

Or the data protection officer: