Updated January 2023
Under UK data protection law, individuals have a right to be informed about how our school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about pupils at our school.
This privacy notice applies while we believe your child is not capable of understanding and exercising their own data protection rights.
We, St Johns CE Primary School, are the ‘data controller’ for the purposes of UK data protection law.
Our data protection officer is the SPS Data Protection Officer who can be contacted at the following address:
SPS DPO Services
Correspondence address – SPS SPO Services, iSystems Integration, Devonshire House, 29-31 Elmfield Road, Bromley, Kent BR1 1LT
Personal data that we may collect, use, store and share (when appropriate) about your child includes, but is not restricted to:
We may also collect, use, store and share (when appropriate) information about your child that falls into "special categories" of more sensitive personal data. This includes, but is not restricted to, information about:
We may also hold data about your child that we have received from other organisations, including, for example, other schools and social services.
We use the data listed above to:
In order to meet statutory requirements around appropriate education provision and to fulfil safeguarding requirements, we share information about school history and the latest known pupil and parent address and contact details in the event of a Child Missing Education, or becoming Electively Home Educated. This information also supports the in-year admissions process
3.1 Use of your child’s personal data for marketing purposes
Where you have given us consent to do so, we may send your child marketing information by email or text promoting school events, campaigns, charitable causes or services that may be of interest to them.
You can withdraw consent or ‘opt out’ of receiving these emails and/or texts at any time by contacting us (see ‘Contact us’ below).
3.2 Use of your child’s personal data in automated decision making and profiling
We do not currently process any personal data through automated decision making or profiling. If this changes in the future, we will amend any relevant privacy notices in order to explain the processing to you, including your right to object to it.
Our lawful bases for processing your child’s personal data for the purposes listed in section 3 above are as follows:
Where you have provided us with consent to use your child’s data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you would go about withdrawing consent if you wish to do so.
4.1 Our basis for using special category data
For ‘special category’ data, we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in UK data protection law:
For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in UK data protection law. Conditions include:
While the majority of information we collect about your child is mandatory, there is some information that can be provided voluntarily.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
Most of the data we hold about your child will come from you, but we may also hold data about your child from:
We keep personal information about your child while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary. Our record retention schedule sets out how long we keep information about pupils. This is available on request from the school office:
We have put in place appropriate security measures to prevent your child’s personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We will dispose of your child’s personal data securely when we no longer need it.
We do not share information about your child 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 UK data protection law), we may share personal information about your child with:
National Pupil Database
We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census.
Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department for Education and provides evidence on school performance to inform research.
The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.
The Department for Education may share information from the NPD with third parties, such as other organisations which promote children’s education or wellbeing in England. These third parties must agree to strict terms and conditions about how they will use the data.
For more information, see the Department for Education’s webpage on how it collects and shares research data.
You can also contact the Department for Education with any further questions about the NPD.
7.1 Transferring data internationally
We may share personal information about your child with following examples of international third parties, where different data protection legislation applies:
Where we transfer your child’s personal data to a third-party country or territory, we will do so in accordance with UK data protection law.
In cases where we have to set up safeguarding arrangements to complete this transfer, you can get a copy of these arrangements by contacting us.
8.1 How to access personal information that we hold about your child
You have a right to make a ‘subject access request’ to gain access to personal information that we hold about your child.
If you make a subject access request, and if we do hold information about your child, we will (subject to any exemptions that apply):
You may also have the right for your child’s personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact us (see ‘Contact us’ below).
8.2 Your right to access your child’s educational record
As a parent of a pupil attending an academy there is no automatic parental right of access to educational records in our setting. However, we would consider any parental request for such access and decide whether it is appropriate to grant the request on a case by case basis.
8.3 Your other rights regarding your child’s data
Under UK data protection law, you have certain rights regarding how your child’s personal data is used and kept safe. For example, you have the right to:
To exercise any of these rights, please contact our Headteacher, Mr D Smith, (see ‘Contact us’ below).
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer.
Our data protection officer is:
However, our Headteacher Mr D Smith has day-to-day responsibility for data protection issues in our school.
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact them: