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1. Privacy notice for parents/carers

We must make sure that information we collect and use about pupils is in line with the GDPR and Data Protection Act. This means that we must have a lawful reason to collect the data, and that if we share that with another organization or individual we must have a legal basis to do so.  Under data protection law, individuals have a right to be informed about how the school uses any
personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal

This privacy notice explains how we collect, store and use personal data about pupils and their parents/carers.

We, Our Lady of Walsingham Catholic Multi Academy Trust are the ‘data controller’ for the purposes of data protection law and this Privacy Notice covers all schools which are part of our Trust.
Our data protection officer is Mrs Sue Shackell (see ‘Contact us’ below).

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:
• Personal information e.g. names, addresses, contact numbers, details of emergency contacts, date of birth, identification documents
• Characteristics, such as ethnic background, language, nationality, country of birth, eligibility for free school meals
• Behavioural information including exclusion information
• Information relating to SEND and health needs
• Attendance information e.g. number of absences and absence reasons
• Safeguarding information
• Details of any support received, including care packages, plans and support providers
• Photographs and CCTV images captured in school
• Results of internal assessments and externally set tests
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 use this data

We use this data to:

• Support pupil learning and enable them to fulfil their potential
• Monitor and report on pupil progress
• Fulfil our statutory obligations to safeguard and protect children and vulnerable people
• Manage behaviour and effective discipline
• Administer admissions waiting lists
• Keep pupils, parents and carers informed about school events and school news
• Comply with the law regarding data sharing

How we use the data

In school we also use various third-party tools to make sure that pupils’ best interests are advanced.  We also record details about progress, attainment and pupil development to support future planning and learning.

We use software to tract progress and attainment.

We use data to manage and monitor pastoral needs and attendance/absences so that suitable strategies can be planned if required.

We use systems to take electronic payments for school meals, trips, music lessons, uniform purchase etc. This includes financial software to manage schools budgets, which may include some pupil data.

Data can be used to monitor school effectiveness, the impact of intervention and learning styles across groups of pupils as well as individual children

We may use consultants, experts and other advisors to assist the school in fulfilling its obligations and to help run the School properly. We might need to share pupil information with them if this is relevant to their work.

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 t 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 withdrawn.
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.

Collecting this information

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

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.

How we store this data

We keep personal information about pupils while they are attending our school. We also keep it beyond their attendance at our school. Details of how long we keep the information about pupils are shown in our records management policy (see our website for further information).

Data sharing

We do not share information about pupils with any third party without consent unless the law and/or our policies allow us to do so.
We may share personal information about pupils with:
• Our local authority
• The Department for Education to meet our legal obligations
• 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
• The Catholic Education Service

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 research.

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.

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.

Parents also have the right to make a subject access request with respect to any personal data the school holds about them.

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.

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 https://ico.org.uk/concerns/
• Call 0303 123 1113
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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 officer:

• Mrs. Sue Shackell – sue.shackell@st-felixrc.suffolk.sch.uk

This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data in this school.