Hollingworth Primary School | Data Protection
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Hollingworth Primary School  


General Data Protection Regulations

Privacy Notice – Parent / Carers



We need to hold personal information about your child on our computers, systems and in paper records to help us with their educational needs.


Your Headteacher is responsible for their accuracy and safe-keeping.  Please help to keep your child’s records up to date by informing us of any change of circumstances.


School staff have access to your child’s records to enable them to do their jobs.  From time to time information may be shared with others involved in your child’s care, if it is necessary.  Anyone with access to your child’s record is properly trained in confidentiality issues and is governed by a legal duty to keep their details secure, accurate and up to date.  All information about your child is held securely and appropriate safeguards are in place to prevent loss.


In some circumstances we may be required by law to release your child’s details to statutory or other official bodies, for example if a court order is present, or in the case of public educational matters.  In other circumstances you may be required to give written consent before information is released.


To ensure your child’s privacy, we will not disclose information over the telephone, fax or email unless we are sure that we are talking to you – the parent / carer.  Information will not be disclosed to family and friends unless we have prior consent and we do not leave messages with others.


Why do we collect and use pupil information?


We collect and use pupil information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989.  We also comply with Article 6(1)(c) and Article 9(2)(b) of the General Data Protection Regulation (GDPR).


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 support you to decide what to do after you leave school


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


  • personal information (such as name, unique pupil number and contact details)
  • 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)
  • national curriculum assessment results
  • special educational needs information
  • relevant medical information


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


The school stores information on several computer and paper-based systems and have set periods for each system for the information to be retained.  Should you require further information about which systems, please contact our Data Protection Officer.  The longest period that we can hold your child’s information is until the child reaches the age of 25, at which point all data will be removed from our systems.


Sharing information


There are strict controls on who can see your information.  We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure you stay safe and healthy or we are legally required to do so.  We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.


We routinely share pupil information with:


  • schools or colleges that the pupils attend after leaving us
  • our local authority and their commissioned providers of local authority services
  • the Department for Education (DfE)
  • Our information is held on a number of systems that have third party access. We have checked with each supplier to ensure they are compliant with General Data Protection Regulations, and that they will not access or use any child data without prior and specific permission from you.


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 placed on us by the DfE (for example, via the school census) go to https://gov.uk/education/data-collection-andcensuses-for-schools


We are required to share information about our pupils with the DfE under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.




Requesting access to your personal data


Under General Data Protection Regulations, 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 contact our Data Protection Officer directly, who will arrange for this to happen within the required time.


You also have the right to:


  • object to processing 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 General Data Protection Regulations


Parent / Carer information


The school will also store basic information such as name, relationship and contact details for all parents / carers on our system so that we can contact you, and to help maintain the safety of our children.  We will retain this information for the period that your child is at the school.  This data will also be subject to the conditions as outlined in this notice.


Data Protection Officer


The school has an independent Data Protection Officer.  If you have any questions or comments, or wish to make any requests under the Regulations, you should contact him through the school:


Email:                                           DPO@hollingworthprimary.co.uk

Telephone:                                01457 761588


If you have a concern about the way we are collecting or using personal data, we ask that you raise your concern with us in the first instance.  Alternatively, you can contact your Information Commissioner’s Office at https://ico.org.uk/concerns







General Data Protection Regulations        

Signed Permission – Parent/Carers



You must read the information supplied above and return this signed document to the school.





I am the parent / carer of                                                                                                              Class



(If you have more than one child in school, please complete one sheet per child)


Specific Additions:





I give permission to the school to use / take photographs / films of my child, and for these to

be displayed in the school / curriculum purposes with the first name of the child.





I give permission to the school to use / take photographs / films of my child, and for these to

be displayed outside of the school, for example newspapers / on the school website.





I give permission to the school to use / take photographs / films of my child, and for these to

be displayed on the school FaceBook / Twitter account.





I give permission for my child’s medical information, including allergies to be displayed within

the school, which may include the child’s name and picture to ensure that all staff are aware of

any specific medical needs.











Signed                                                                                                                                                   Date  




                            I understand that as the parent / carer, I give the school permission to hold and use

information about me and the children named above.



I also have been made aware of my rights within the General Data Protection Regulations and

How I can contact the Data Protection Officer.




Please note that this form will be stored either electronically or a paper copy will be saved and retained until your child leaves the school.

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