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

Personal information (such as names, unique pupil numbers and addresses)
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
Relevant medical information
Special needs information
Information relevant to children’s behaviour

Why we collect and use this information

We use the pupil data:
To support our pupil’s learning
To monitor and report on our pupil’s progress
To provide appropriate pastoral care for your children
To assess the quality of our services
To comply with the law regarding data sharing

The lawful basis on which we use this information

The General Data Protection Regulation (GDPR).  The condition for processing under the GDPR will be:

Article 6
1) Processing shall be lawful only if and to the extent that at least one of the following applies:
2c) Processing is necessary for compliance with a legal obligation to which the controller is subject;

Article 9
1. Processing of personal data revealing racial or ethnic origin, political opinions, religious or political beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.
2. Paragraph 1 shall not apply if one of the following applies:

(j) Processing is necessary for achieving purposes in the public interest, scientific or historical research purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

The education (Information about Individual Pupils) (England) Regulations 2013 –

Regulation 5 ‘Provision of information by non-maintained special schools and Academies to the Secretary of State’ states ‘Within fourteen days of receiving a request from the Secretary of State, the proprietor of a non-maintained special school or an Academy (shall provide to the Secretary of State such of the information referred to in Schedule 1 and (where the request stipulates) in respect of such categories of pupils, or former pupils, as is so requested.’

The Education Act 1996 – Section 537A – states that we provide individual pupil information as the relevant body such as the Department of Education.
Children’s Act 1989 – Section 83 – places a duty on the Secretary of State or others to conduct research.

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 the length of time that they are with the school. Data stored within the school management system will be archived.

Who we share pupil information with

Schools that the pupils attend after leaving us
Our local authority
The Department for Education (DfE)
The school nursing team or NHS
External agencies supporting children with SEN
Digital providers (detailed below)

We share pupil information with the following services in order to deliver a high-quality curriculum:
SIMS (names, address, parent emails, phone numbers, unique pupil numbers, ethnicity, nationality, country of birth and free school meal eligibility). The below systems automatically link with SIMS to sync particular data:
CPOMS (All SIMS data imported + behaviour and safeguarding information)Groupcall Messenger (child names, class, parent email and phone number imported from SIMS)
Sign In App (names, address, parent emails, phone numbers, unique pupil numbers).
Insight Tracking (All SIMS data imported, assessment scores)
No More Marking Comparative Judgements (names, free school meal eligibility, gender, assessment scores)
Wonde (3rd party application that transfers and syncs to and from SIMS. Linked appliations are named here. In addition, the Department for Education data is also linked to Wonde).

Google Drive & Classroom (names, images and videos, login emails and passwords, assessment data)
Class Dojo (names, images and videos, login usernames and passwords)
Hodder Education (names, assessment scores. In addition, Assembly 3rd part application transfers and syncs to Hodder)
Language Angels (names, assessment scores)
IDL Dyslexia package (names, assessment scores, login usernames and passwords)
TT Rockstars & Numbots (names, assessment scores, login usernames and passwords)
Tutor (names, assessment scores, login usernames and passwords)
Youtube (videos of pupils *a separate consent form is in place for videos that are shared outside our school*)
Brainscape (names, login emails and passwords)
Wordwall (names, login usernames, assessment scores)
Scratch (names, login usernames and passwords)
Sora (names, login usernames and passwords)
Read Theory (names, login usernames and passwords, assessment scores)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

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.

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

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
- Producing statistics
- 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:

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:

To contact DfE:

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 be given access to your child’s educational record, contact the School’s Business Manager or Data Protection Officer. You also have the right to:

- Object to the 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 meansIn 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


If you would like to discuss anything in this privacy notice, please contact the school office.