Data Protection Act 2018

How we use pupil information

Changes to Data Protection Legislation

New data protection legislation came into force on 25 May 2018 and replaced the UK Data Protection Act. The new General Data Protection Regulation (GDPR) provides a modernised, accountability-based compliance framework for data protection in Europe. It is intended to strengthen privacy rights in relation to personal information. The new accountability principle in Article 5(2) of the GDPR requires data controllers to demonstrate that they comply with the good practice principles set out in the Regulation, and states explicitly that this is their responsibility. The school is the data controller of the personal information you provide to us. This Notice sets out most of your rights under the new laws. 

For further information about GDPR, please click here to visit the ICO website 

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
• Relevant medical information
• Special Educational Needs information
• Exclusions / behavioural information

Why we collect and use this information

We use the 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 assist with our administration and communication systems – for example, text messaging in school.

The lawful basis on which we use this information

We collect and use pupil information in accordance with the lawful basis for collecting and using pupil information specified in the GDPR (Articles 6 and 8).

• Processing is necessary for compliance with a legal obligation – an example is Education Act 1996 census – this information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools
• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
• Explicit consent of the data subject

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.

Who we share pupil information with

We routinely share pupil information with:

• Schools that pupils attend after leaving us
• The Local Authority
• The Department for Education (DfE)
• NHS
• Educational support system providers such as CPOMs

Why we share pupil information

We do not share information about our pupils with anyone without consent 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. 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.

Data collection requirements:

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.

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, contact the Head Teacher or Data Protection Officer.  

Should you have any queries regarding the Data Protection Act and how it could impact your child then please direct them towards the office email: admin@st-thomasmore.gloucs.sch.uk