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Privacy Notice

General Data Protection Regulation 2018:


How we use pupil information

We process personal information relating to our pupils and may receive information about them from their previous setting, Local Authority, the Department for Education (DfE) and other professional agencies.


 We hold this personal data to:

  • provide an education, support our pupils’ learning and monitor and report on their progress;
  • ensure the safeguarding of pupils and provide appropriate pastoral care;
  • ensure the medical health, health and safety and wellbeing of our pupils;
  • provide for any special educational needs for our pupils;


This information will include:

Pupil and next of kin contact details, gender, date of birth, national curriculum assessment results, attendance information, any exclusion/behavioural/pastoral information, Free School Meals and Pupil Premium eligibility, any accident or incident information, information from previous school or pre-school setting, pupil’s secondary school after they leave us and personal characteristics such as their ethnicity, religion and language, any special educational needs they may have as well as relevant medical information.


Our lawful basis for processing information is:

  • Legal obligation-processing is necessary to comply with the following laws:

(The Education act 1996)

(The Education (information about individual pupils) (England) Regulations 2013)

  • Public task-processing is necessary to perform a task in the public interest
  • Vital Interests-processing is necessary to protect someone’s life.


Sharing personal data

Organisations that we are most likely to share personal data with are:

  • The 318 education Trust
  • Local Authority (Admissions, Exclusions, Attendance, Special Educational Needs, Free School Meals)
  • The Department for Education (DfE) (This statutory data sharing underpins school funding and educational attainment policy and monitoring)
  • ICT service providers
  • Ofsted
  • The Standards and Testing Agency (STA)
  • The National Pupil Database (managed by the DfE). https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.)
  • The NHS
  • Other health professionals/Public Services/ external safeguarding agencies
  • Providers of services within or behalf of the school (e.g. Catering Provider, Club providers, school photographer)
  • Next school or educational setting
  • Health & Safety Executive (HSE)
  • Trip/Residential Venues


If you need more information about how Shropshire Council or DfE collect and use your information, please visit:


Shropshire Council LA Website: https://www.shropshire.gov.uk/access-to-information/

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



Protecting your personal data

To ensure your child’s information is kept safe we have the following controls in place:

  • the information will not be used for any purpose other than those stated in this notice
  • the information will be held within secure systems/locations, with appropriate levels of security, that comply with relevant data protection legislation
  • the information will only be shared for lawful purposes and with an appropriate level of security that complies with relevant data protection legislation
  • the information will not be hold for longer than is necessary, after which it will be securely destroyed, in line with our School Retention Schedule.
  • the information will be processed in accordance with the Data Protection Act 2018 legislation and the UK-GDPR General Data Protection Regulation.

We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so.

Your rights regarding pupil data

Individuals have the right to request access to information about them.  This is called a Subject Access Request.  Please forward any request to the school admin or Business Manager email address.  Alternatively, see a template form available on our website.

Please contact School reception if you wish to:

  • amend any records we hold about you or your child
  • access any records we hold about you or your child
  • have any information we hold about you or your child corrected
  • have any information we hold about you or your child where there is no compelling reason for its continued processing.
  • restrict how information we hold about you or your child can be used or shared
  • object to information about you or your child being held
  • have any information we hold about you or your child transferred to a third party


Concerns regarding school processing of data

If you have a concern about the way the school are processing your data or your child’s personal data, please raise this with the school in the first instance by contacting.

  • Miss T Othen (School Business Manager and Data Protection Manager)

Email: businessmanager@colehamprimary.co.uk


  • Mr Tim Goodman (Data Protection Officer for The 318 Education Trust)

Email: tim.goodman@318education.co.uk


If however you are dissatisfied with our response to your concerns you can of course contact the:

Information Commissioners Office
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Fax: 01625 524 510

Website: https://ico.org.uk/

* The Information Commissioners Office deals with concerns and complaints relating to data protection and freedom of information legislation.