Privacy notice and data protection
Privacy Notice – How we use pupil and family information
The categories of 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)
- Details of any disciplinary issues, sanctions or exclusions
- Educational progress and attainment including test and exam performance
- Contact information and family details (such as email address or telephone numbers)
- Health information (such as details of any allergies or disabilities)
- Details of additional personal and academic support required by pupils including Special Educational Needs
Why we collect and use this information
We use the pupil and family data:
- to support pupil learning
- to monitor and report on pupil progress
- to provide appropriate pastoral care
- to safeguard pupil health and wellbeing
- to assess the quality of our services
- to comply with the law regarding data sharing
- to investigate complaints and concerns
- to defend legal claims
- to work with local agencies to address anti-social behaviour and public safety concerns
- to keep you informed via the text messaging service
The lawful basis on which we use this information
We process this personal information under the following GDPR Article 6(1) Conditions-
- c) processing is necessary for compliance with legal obligations to which the controller is subject;
- d) processing is necessary in order to protect the vital interests of the data subject or of another natural person;
- e) 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;
We process special category personal information under the following GDPR Article 9(2) Conditions –
- b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
- f) processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity
- g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
- h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional
Collecting pupil and family information
Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis.
In order to comply with data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.
Storing pupil and family data
We hold school workforce data in accordance with the schools document retention policy which is available from the School Business Manager.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupil’s attend after leaving us
- our local authority
- the Department for Education (DfE)
- other members of the multi academy trust
Why we share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allows or requires 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 the (DfE) under regulation 5 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:
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England.
It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the NPD, go to:
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data.
Decisions on whether DfE releases data to third parties are subject to a strict approval process and 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 information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit:
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:
To contact DfE:
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 Teresa Knight, Data Protection Officer, Horizon Academy Trust – firstname.lastname@example.org
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at ico.org.uk/concerns
If you would like to discuss anything in this privacy notice, please contact:
Data Protection Officer, Horizon Academy Trust
Tel: 01482 825279