Privacy Notice

    Arnside National School

Privacy Notice

(How we use Pupil Information)

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

  • Personal information (such as name, unique pupil number, contact details and address)
  • Characteristics (such as ethnicity, language, and free school meal eligibility)
  • Safeguarding information (such as court orders and professional involvement)
  • Special educational needs (including the needs and ranking)
  • Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements as well as any incidents or accidents, which have taken place in school)
  • Attendance (such as sessions attended, number of absences, lates and absence reasons and any previous schools attended)
  • Assessment and attainment (such as key stage 1 & 2 SATs results and phonics results, tracking data for progress)
  • Behavioural information (such as major incidents, exclusions and any relevant alternative provision put in place)
  • Trips and Activities (such as medical, contact details and consent forms)
  • Catering (such as KS1 lunch choices, Cool-milk data and any food intolerances)
  • Extra-Curricular information (such as Breakfast Club, After School Club, school based after-school activities)

This list is not exhaustive, to access the current list of categories of information we process please see data asset register for further details.

Why we collect and use this information

We collect and use the pupil information, for the following purposes:

  • to support pupil learning
  • to monitor and report on pupil attainment progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to keep children safe (food allergies, or emergency contact details)
  • to meet statutory duties placed upon us for DfE data collections
  • to comply with the law

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are in accordance with Article 6 & 9 of GDPR. We collect and use pupil information, including special categories of personal data, under GDPR Article 6:b – “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”  As a school, much of the data we collect is done under Article 6:e “the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.”

How we collect pupil information

We collect pupil information via registration forms at the start of the school year, Common Transfer File (CTF) , specific consent forms for activities and trips, photographic consent forms, catering forms and requests for wrap-around care.

Pupil data is essential for the schools’ operational use.  Whilst the majority of pupil information you provide to us is mandatory, some of it is requested on a voluntary basis.  In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.

How we store pupil data

We hold pupil data securely for the set amount of time shown in our data retention schedule.  For more information on our data retention schedule and how we keep your data safe, please visit our website

Who we share pupil information with

We routinely share pupil information with:

  • schools that the pupils attend after leaving us
  • our local authority
  • the Department for Education (DfE).
  • Other public services that have a lawful right to collect pupil information
  • Third parties with whom we regularly share pupil information – NHS, Scholarpack, STA, ESFA

Why we regularly 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 the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections.  We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under:

For more information, please see ‘How Government uses your data’ section.

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 Data Protection Officer or headteacher.

You also have the right to:

  • object to processing of personal 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
  • a right to seek redress, either through the ICO, or through the courts

If you have a concern or complaint about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer

tel: (01524)761159