We have appointed a dedicated Data Protection Officer for our school.
The School’s Data Protection Officer is Mrs April Kilpatrick – you can contact her via email or the school phone number on Mondays and Tuesdays of each school week.
On this page you can download our privacy notice.
If you have any concerns or complaints about how we handle data in school then please contact Mrs Kilpatrick who will also be able to provide any information requested.
More detailed information can be accessed via the Information Commissioners Office:
Privacy Notice (How we use pupil information)
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
Attendance information (such as sessions attended, number of absences and absence reasons)
Special Educational Needs and Disability
Behaviour and exclusions
Why we collect and use this information
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 safeguard pupils
The lawful basis on which we use this information
On the 25th May 2018 the Data Protection Act 1998 will be replaced by the General Data Protection
Regulation (GDPR). The condition for processing under the GDPR will be:
1. Processing shall be lawful only if and to the extent that at least one of the following applies:
(c) Processing is necessary for compliance with a legal obligation to which the controller is subject;
1. Processing of personal data revealing racial or ethnic origin, political opinions, religious or
philosophical 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 archiving purposes in the public interest, scientific or historical research
purposes or statistical 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 and
provide for suitable and specific measures to safeguard the fundamental rights and the interests of the
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
The Education Act 1996 – Section 537A – states that we provide individual pupil information as the relevant
body such as the Department for 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 period of time they are on roll at our school.
Who 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)
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
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 https://www.gov.uk/education/data-collection-and-censuses-forschools.
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 https://www.gov.uk/government/publications/national-pupil-databaseuser-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/dataprotection-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-pupildatabase-requests-received
To contact DfE: https://www.gov.uk/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 Mrs April Kilpatrick, Data Protection Officer
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
If you would like to discuss anything in this privacy notice, please contact:
Mrs April Kilpatrick
Data Protection Officer
Poulton le Fylde the Breck Primary School
Poulton le Fylde
Download now» Privacy Notice
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