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Privacy Policy (GDPR)

Data That We Hold
Personal data that we hold

Personal data that we may collect, use, store and share (when appropriate) about pupils
includes, but is not restricted to:

  • Contact details, contact preferences, date of birth, identification documents

  • Results of internal assessments and externally set tests

  • Pupil and curricular records

  • Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs

  • Exclusion information

  • Details of any medical conditions, including physical and mental health

  • Attendance information

  • Safeguarding information

  • Details of any support received, including care packages, plans and support providers

  • Photographs

  • CCTV images captured in school

We may also hold data about pupils that we have received from other organisations, including
other schools, local authorities and the Department for Education.

Why We Hold Data
Why we use this data

We use this data to:


  • Support pupil learning

  • Monitor and report on pupil progress

  • Provide appropriate pastoral care

  • Protect pupil welfare

  • Assess the quality of our services

  • Administer admissions waiting lists

  • Carry out research

  • Comply with the law regarding data sharing

legal basis
Our legal basis for using this data

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we
process it where:


  • We need to comply with a legal obligation

  • We need it to perform an official task in the public interest

  • Less commonly, we may also process pupils’ personal data in situations where:

  • We have obtained consent to use it in a certain way

  • We need to protect the individual’s vital interests (or someone else’s interests)


Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at

any time. We will make this clear when we ask for consent, and explain how consent can be


Some of the reasons listed above for collecting and using pupils’ personal data overlap, and
there may be several grounds which justify our use of this data.

Collcting data
Collecting this data

While the majority of information we collect about pupils is mandatory, there is some
information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether
providing it is mandatory or optional. If it is mandatory, we will explain the possible
consequences of not complying.

How we store this data

We keep personal information about pupils while they are attending the Academy. We may also
keep it beyond their attendance at our school if this is necessary in order to comply with our
legal obligations. The Information and Records Management Society’s toolkit for schools sets
out how long we intend to keep information about pupils.

how we store data
Data sharing

We do not share information about pupils 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 data protection law) we may
share personal information about pupils with:


  • Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions

  • The Department for Education

  • The pupil’s family and representatives

  • Educators and examining bodies

  • Our regulator, Ofsted,

  • Suppliers and service providers – to enable them to provide the service we have

  • contracted them for

  • Financial organisations

  • Central and local government

  • Our auditors

  • Survey and research organisations

  • Health authorities

  • Security organisations

  • Health and social welfare organisations

  • Professional advisers and consultants

  • Charities and voluntary organisations

  • Police forces, courts, tribunals

  • Professional bodies

data sharing
national pupil database
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 and provides evidence on school performance to inform

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 other organisations which promote children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data.

For more information, see the Department’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.

youth support servics
Youth Support Services

Once our pupils reach the age of 13, we are legally required to pass on certain information about them to Hampshire LA, as it has legal responsibilities regarding the education or training of 13-19 year-olds.

This information enables it to provide youth support services, post-16 education and training services, and careers advisers.

Parents/carers, or pupils once aged 16 or over, can contact our data protection officer to request that we only pass the individual’s name, address and date of birth Hampshire LA.

transferring data internationally
Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

pupil and parent rights
Parents and pupils’ rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

If you make a subject access request, and if we do hold information about you or your child, we will:


  • Give you a description of it

  • Tell you why we are holding and processing it, and how long we will keep it for

  • Explain where we got it from, if not from you or your child

  • Tell you who it has been, or will be, shared with

  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this

  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances. If you would like to make a request please contact our data protection officer.

Parents, or those with parental responsibility, may request access to their child’s educational record (which includes most information about a pupil). This will be provided in most cases but will be provided at the discretion of the DPO.

Other rights
Other rights

Under data protection law, individuals have certain rights regarding how their personal data is
used and kept safe, including the right to:


  • Object to the use of personal data if it would cause, or is causing, damage or distress

  • Prevent it being used to send direct marketing

  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)

  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

  • Claim compensation for damages caused by a breach of the data protection regulations


To exercise any of these rights, please contact our data protection officer.



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.

To make a complaint, please contact our data protection officer;

Alternatively, you can make a complaint to the Information Commissioner’s Office:

  • Report a concern online at

  • Call 0303 123 1113

  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

contact us
Contact Us


If you have any questions, concerns or would like more information about anything mentioned above, please contact our data protection officer:


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