Kingsbridge Community Primary School
Our Privacy Notice: Pupil Information
This privacy notice tells you what to expect when we collect personal information about our pupils.
The information we collect about our pupils include:
We need to collect this information so we can:
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.
We have a record retention schedule which sets out how long we keep pupil information for:
Type of information
Parent correspondence and financial details
Six years after pupil has left school
Parent correspondence details
Five years after completion of paperwork
Pupil acceptance details
Six years after pupil has left the School
Transferred securely to the next School/any records can be retained for six years after pupil has left the School
To request a printed copy please email us firstname.lastname@example.org.
Our legal basis for processing personal information
We will only process your information where we have a lawful reason to do so. In most cases, this will be where it is necessary for us to perform a task in the public interest or exercise our official duties. There may be other times when we need to collect, share or use ‘special’ data (eg health or photographs) about you, in which case we may do so where we are performing our official duties and:
Who we share personal information with
We do not share our pupil information with anyone unless we have consent or the law or our policies allow us to do so. We regularly share our information with the following, so we can carry out our official duties as a school:
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.
To find out more about the data collection and sharing requirements placed on us by the DfE (eg in relation to the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
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:
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:
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/guidance/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 the following website: https://www.gov.uk/government/publications/dfe-external-data-shares
To contact DfE visit: https://www.gov.uk/contact-dfe
Privacy Notice – Additional information for children in need and looked-after children
In addition to the details set out in this privacy notice, this section explains how we use information relating to children in need and looked-after children.
The categories of children in need and looked-after children information that we collect, hold and share include:
Why we collect and use this information
The lawful basis on which we use this information
We will process this information where one or more of the following applies:
Collecting this information
Storing this information
Who we share this information with
Why we share this information
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, please write to us at admin@Kingsbridge-pri.devon.sch.uk. Please note, keeping your information secure is our top priority, therefore you may be asked to provide identification of yourself before we can release any records to you.
You also have the right to:
If you would like to exercise any of these rights, please write to us at admin@Kingsbridge-pri.devon.sch.uk.
If you would like to discuss anything in this privacy notice, or if you have concerns about the way we are collecting or using your personal data please contact our Data Protection Officer, Amber Badley at admin@Kingsbridge-pri.devon.sch.uk.
Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns
Our Data Protection Officer is an external consultant from Firebird Data Protection Consultancy Limited (Firebird), who performs this role under a service contract through Babcock Learning Development Partnership (Babcock LDP).
For information about how Firebird handles personal information, please visit their website at www.firebirdltd.co.uk For information about how Babcock LDP handles personal information, please visit their website at www.babcock-education.com