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Privacy Notice

Kingsway Community Primary School



Privacy Notice (GDPR) 2018

Parents and Pupils – How we use your information



Under General Data Protection Regulations (GDPR) we are obliged to inform you of the information we hold on you and your child/children, what we use it for, who we share it with, and for how long we keep it. This privacy notice aims to provide you with this information. If any information is unclear, please contact the school office or the school’s Data Protection Officers.


Kingsway Community Primary School is the ‘data controller’. This means that we are responsible for how your personal information is processed and for what purposes.


The Data Controller (the School) can be contacted in writing to:


Categories of pupil and parent information that we collect, hold and share include:


  • Personal information (such as name, unique pupil number and contact details)
  • Contact information and preference (of parents, carers and other relatives, including telephone numbers, home addresses and e-mail 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 (such as data scores, tracking and internal and external testing)
  • Relevant medical information (such as NHS information, health checks, physical and mental health care and allergies)
  • Special Educational Needs information ( such as EHCP’s, applications for support, care or support plans)
  • Safeguarding information
  • Exclusion information
  • Behavioural information
  • Photographs (for internal safeguarding & security purpose, school displays & newsletters)


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


We use 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
  • to inform you about events and other things happening in the school
  • to allow you to make school related payments


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 information

Kingsway Community Primary School keep information about you on computer systems and also sometimes on paper.


We hold your education records securely until you or your child/children change school. Your records will then be transferred to your or your child’s/children’s new school, where they will be retained until you or your child/children reach the age of 25, after which they are safety destroyed.


In retaining personal information, the school complies with the Retention Schedules provided by the Information Record Management Society. The schedules set out the Statutory Provisions under which the school are required to retain the information.


A copy of those schedules can be located using the following link:


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 the data protection law.


Who we share your information with

We routinely share pupil information with:


  • schools that the pupils attend after leaving us
  • our local authority (Warwickshire County Council) and their commissioned providers of local authority services
  • the Department for Education (DfE)
  • Ofsted
  • Educators, other teaching professionals and other examining bodies
  • Professional advisors and consultants
  • Professional bodies
  • Health authorities
  • Suppliers and service providers – to enable them to provide the service we have contracted them for
  • Police forces, courts, tribunals


Why we share pupil information

We do not share information about our pupils or parents 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.


To find out more about the data collection requirements places on us by the DfE (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 DfE 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:



Requesting access to your personal data


Under the Data Protection Law, 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 to have access to your child/children’s educational record, contact the School Data Protection Officer at Warwickshire Legal Services via email at or alternatively;


School Data Protection Officer

Warwickshire Legal Services

Warwickshire County Council

Shire Hall

Market Square


CV34 4RL


**Please ensure you specify which school your request relates to.


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, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officers at:



The content of this Privacy Notice will be reviewed on 25th May 2019.






What are the legal reasons for us to process your personal information?


We are required to process personal information in accordance with data protection legislation and only do so when the law allows us to.


1) To comply with the law

We collect and use general purpose pupil information in order to meet certain legal requirements and legal obligations placed upon the school by law. We therefore are required to this process personal information for such purposes even if you have not consented to us doing so.

Details of the type of processing that we must undertake, the personal data that is processed, the legislation which requires us to do so and who we may share this information with can be requested from the school office.

If you would like a copy of or further information regarding the statutory authorities that underpin our legal obligations, you should contact the school in writing.

2) To protect someone’s vital interests

We are able to process personal information when there is an emergency and/or where a person’s life is in danger.

3) With the consent of the individual to whom that information ‘belongs’

Whilst much of the personal information processed is in accordance with a legal requirement, there is some personal information that we can only process when we have your consent to do so. In these circumstances, we will provide you with specific and explicit information regarding the reasons the data is being collected and how the data will be used.

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make it clear when we ask for consent and explain how consent can be withdrawn.

4) To perform a public task

It is a day-to-day function of the school to ensure that children receive the education and support they require. Much of this work is not set out directly in any legislation but it is deemed to be necessary in order to ensure that pupils are properly educated and supported

Special category personal information


In order to process ‘special category’ data, we must be able to demonstrate how the law allows us to do so. In additional to the lawful reasons above, we must also be satisfied that ONE of the following additional lawful reasons applies:


  1. Explicit consent of the data subject
  2. Processing relates to personal data which is manifestly made public by the data subject
  3. Necessary for establishing, exercising or defending legal claims
  4. Necessary for reasons of substantial public interest
  5. Necessary for preventive or occupational medicine, or for reasons of public interest in the area of public health
  6. Necessary for archiving, historical research or statistical purposes in the public interest