Privacy Notice (How we use pupil information)
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 (such as achievement grades, progress measures and test scores)
Special Education Needs information (such as target plans, records of working with other agencies, Education and Health Care Plans)
Behaviour and Achievements information
Photos, images and video of children and/or their work/learning
Safeguarding information (information that children share or are noted by staff)
Payment information (such as school dinners, trips, residentials and after-school clubs)
Library lending information (such as which books have been borrowed and when they have been returned)
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
to enable additional support for children and families when required
to showcase learning beyond the classroom
to help manage the school budget
We collect and use pupil information under Article 6 of the General Data Protection Regulation, specifically;
Consent: you have signed consent for us to process data for a specific purpose
b. Legal obligation: the processing necessary for us to comply with law
d. Vital interests: the processing may be necessary to protect someone’s life
e. Public Task: the processing is necessary for our function of a school (the vast majority of the data we process)
We also process special category data as set out in Article 9 of the General Data Protection Regulation, specifically;
Processing is necessary to protect the vital interests of the data subject where they are legally incapable of giving consent
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.
We hold pupil data for a set amount of time depending on the nature of the information;
Short term need (no longer than is required)
Medium term need (up to a year after child has left)
Long term need (up to 5 years after child has left)
Very long term need (until pupil is 25 years or older)
Data retention examples
1. Short term
Trip consents, CCTV, notes
2. Medium term
Admissions information, attendance data, behaviour records, exclusions, school meal payments, pupil medical information, trip payments
3. Long term
Admission appeals, attainment data, free school meal eligibility, contact information, photos/video/images/samples of learning
4. Very long term
Medical incidents, safeguarding information (although records are passed up to receiving secondary schools)
We routinely share pupil information with:
schools that the pupil’s attend after leaving us
our local authority
the Department for Education (DfE)
NHS and school nurse service
Birmingham Children’s Trust (where required)
Educational software providers (such as Abacus, ActiveLearn, Education City, who use the data to create pupil user accounts)
Trusted partners working directly with the school (e.g. Kingsbury School Sports Partnership)
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.
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 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.
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:
conducting research or analysis
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.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
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.
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 Commissioner’s Office at https://ico.org.uk/concerns/
For further details please see our Data Protection Policy and Information Security Policy which can be found on our website: http://www.christkng.bham.sch.uk/
If you would like to discuss anything in this privacy notice, please contact:
Mrs Breslin (Head Teacher)