This page details how we collect, store and use information given to the school, including how we ensure it remains confidential, under the General Data Protection Regulation (GDPR) guidelines.
What pupil information we collect
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 eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Assessment information (including national curriculum assessment results)
- Relevant medical information
- Special educational needs and disability information
- Exclusions / behavioural information (such as number of fixed term exclusions)
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.
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.
How we use the information collected
The lawful basis on which we use this information
Mulgrave Primary School holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, LA and/or the DfE. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the following:
- Article 6 and Article 9 of the GDPR
- Education Act 1996
- Regulation 5 of The Education Regulations 2013 (Information About Individual Pupils, England)
In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:
- To support pupil learning
- To monitor and report on pupil progress
- To provide appropriate pastoral care
- To assess the quality of our service
- To comply with the law regarding data sharing
- To safeguard pupils
Storing pupil data
Pupil information remains private and confidential, and is only shared on a 'need to know' basis. Please refer to the Data Retention Policy for more information on how long the school retains pupil data.
Sharing pupil data
We do not share information about our pupils with anyone without consent, unless the law and our policies allow us to do so.
We routinely share pupil information with:
- schools that the pupils attend after leaving us
- our local authority
- the Department for Education (DfE)
- school nurse
- Legal Officials
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.
National Pupil Database
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-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
- 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
- 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 https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact the DfE visit https://www.gov.uk/contact-dfe
What are your rights?
Parents and pupils have the following rights in relation to the processing of their personal data. You have the right to:
- Be informed about how Mulgrave Primary School uses your personal data
- Request access to the personal data that Mulgrave Primary School holds
- Request that your personal data is amended if it is inaccurate or incomplete
- Request that your personal data is erased where there is no compelling reason for its continued processing
- Request that the processing of your data is restricted
- Object to your personal data being processed
- Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.
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
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way Mulgrave Primary School is 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 (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm or https://ico.org.uk/concerns/
If you have any concerns about the way the DfE are collecting or using your personal data, you will need to contact the ICO.
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. However, some types of personal data are exempt from the right of subject access and so cannot be obtained by making a subject access request. For more information, please see exemptions.
To make a request for your personal information, or be given access to your child’s educational record, please contact:
Mr R Benjamin
Data Protection Officer
Mulgrave Primary School
Tel: 020 8317 9211
If you would like to discuss anything in this privacy notice, please contact:
Mr R Benjamin
Data Protection Officer
Mulgrave Primary School
Tel: 020 8317 9211