This notice explains how Edward Richardson Primary School collects, uses, stores and shares personal data about pupils. The school is the ‘data controller’ under data protection law.

 

What personal data we collect

We may collect, use and share (where appropriate) information such as:

• Contact details and preferences

• Date of birth and identification documents

• Assessment results and pupil records

• Characteristics (eg: ethnic background, eligibility for free school meals, SEN status)

• Attendance, behaviour and exclusion data

• Medical and safeguarding information

• Details of any support provided (eg: EHCPs, care plans)

• Photographs and CCTV images

We may also receive data from other schools, local authorities or the Department for Education.

 

Why we use this data

We use pupil data to:

• Support learning and pastoral care

• Monitor progress and report to parents

• Provide appropriate support and welfare

• Manage school operations (eg: admissions, safeguarding, catering)

• Meet legal duties (eg: census returns, assessment data)

• Assess and improve our provision

 

Our legal basis for using this data

We only use personal data when the law allows us to. This includes:

• Fulfilling legal obligations

• Carrying out tasks in the public interest (eg: educating children)

• Less commonly, with consent or to protect vital interests

If we ask for consent, this can be withdrawn at any time.

 

How we collect and store data

Most pupil information is mandatory, but some is optional. We make this clear when collecting it.

We keep personal data while your child attends our school, and longer where required by law. Our data retention schedule is based on DfE guidance: https://www.gov.uk/guidance/data-protection-in-schools/record-keeping-and-management 

 

Sharing personal data

We do not share pupil data with others unless the law allows us to do so. When needed, and where it complies with data protection law, we may share data with:

• Our local authority and Department for Education

• The pupil’s family and authorised representatives

• Other schools or education providers

• Exam boards, Ofsted and professional advisers

• School service providers (eg: JB Sports, The Farm Kitchen, Parent Mail)

• Health and welfare services

• Police, courts and other legal bodies

Some of this data is collected by the DfE for the National Pupil Database (NPD), which is used to support research and policy. To learn more or raise a concern, visit:

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

 

International data transfers

If we ever need to transfer data outside the UK or European Economic Area, we will ensure it is done legally and securely.

 

Your rights

You and your child (where appropriate) have the right to:

• Request access to your personal data (a ‘subject access request’)

• Request corrections, deletions or restrictions on use

• Object to how we use your data in some circumstances

• Lodge a complaint with the school or the Information Commissioner’s Office (ICO)

Parents can usually request access to their child’s data up to age 12. After that, pupils may be expected to manage their own data rights unless they are unable to.

To make a request or raise a concern, contact the school’s Data Protection Officer (DPO) – details below.

 

Complaints

We take data protection seriously. If you have concerns about how we collect or use personal data, please contact us first (details below).

You can also complain to the ICO:

• Online: https://ico.org.uk/concerns

• Call: 0303 123 1113

• Write: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

Contact us

If you have questions or would like to exercise your rights, please contact our Data Protection Officer:

Judy Carter at enquiries@edward-richardson.lincs.sch.uk

(We are part of a local school cluster with a shared DPO arrangement.)