September 2016

PRIVACY NOTICE
for
Information about pupils in schools, alternative provision,
pupil referral units and children in early years settings

Privacy Notice - Data Protection Act 1998 How we use pupil information

We (Name of school / academy / provider ) are a data controller for the purposes of the Data Protection Act. We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to: 

•	support our pupils’ learning
•	monitor and report on their progress
•	provide appropriate pastoral care; and
•	assess the quality of our services

This information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information. For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications.

We will not give information about you to anyone without your consent unless the law and our policies allow us to.
 
(For Schools and Early Years providers except Academies / Free Schools) We are required, by law, to pass certain information about our pupils to our local authority (LA) and the Department for Education (DfE). 

(For Academies and Free Schools only) We are required, by law, to pass some information about our pupils to the Department for Education (DfE). This information will, in turn, then be made available for use by the LA.

We may share anonymous information from time to time with the Government for research purposes only.   You will not be able to be identified from this anonymous data; it simply helps us improve our targeted services for children and families. The anonymised data is handled securely.

DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998. 

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are 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 level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract
 
For information on which third party organisations (and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you want to receive a copy of the information about your child that we hold or share, please contact (Insert name of School / Provider Administrator). 

If you need more information about how our local authority and/or DfE collect and use your information, please visit:

https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

If you cannot access these websites, please contact the LA or DfE as follows:

•	Kirklees Council, Information Access Team
Email: 		data.protection@kirklees.gov.uk
Telephone: 	01484 221000

•	Ministerial and Public Communications Division
Department for Education      Telephone:	0370 000 2288
Piccadilly Gate
Manchester
M1 2WD
	Website:	https://www.gov.uk/government/organisations/department-for-education
	Email:	http://www.education.gov.uk/help/contactus