PRIVACY NOTICE (HOW WE USE PUPIL INFORMATION)
We are Hamstead Primary School, Hamstead Road, Great Barr, Birmingham B43 5BE. We are a Local Authority maintained
School, for children aged 3 to 11. This privacy notice explains how we collect, store and use personal data about our pupils. We,
Hamstead Primary School, are the ‘data controller’ for the purposes of the General Data Protection Regulation (GDPR).
To ensure our continued compliance with the GDPR, we may update this Privacy Notice from time to time.
THE CATEGORIES OF PUPIL INFORMATION THAT WE COLLECT, HOLD AND SHARE INCLUDE:
• Personal information (such as name, date of birth, unique pupil number and address)
• Safeguarding information
• Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility and special
educational needs
• Details of any medical conditions
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Pupil and curricular records, including results if internal assessments and externally set tests
• Details of any support received, including care packages, plans and support
• Contact details, contact preferences, date of birth, identification documents
WHY WE COLLECT AND USE THIS INFORMATION
We use the pupil data:
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care, and to protect pupil welfare
to assess the quality of our services (including monitoring staff performance)
to comply with the law regarding data sharing
to provide support for pupils with special learning needs or disabilities
to comply with all statutory data returns to the DfE and their partner organisations
to qualify the child is eligible of funding and to calculate funding
to provide data to the local authority as required statute or by current contracts, service level agreements or data
sharing agreements with the local authority
to inform next educational providers of relevant pupil performance and contextual information
THE LAWFUL BASIS ON WHICH WE USE THIS INFORMATION
We use information about children to enable us to carry out specific functions for which we are responsible.
Public task: the processing is necessary for us to perform a task in the public interest or for our official functions
Vital interests: the processing is necessary to protect someone’s life.
Legal obligation: the processing is necessary for us to comply with the law
On some occasions, we process personal information on the basis of consent – for example, when we wish to take and use pupil
images. In such instances, we will ask for consent when the use of personal data is optional. We will make this clear when we ask
for consent, and explain how consent can be withdrawn in the future.
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.
We collect and obtain information from pupils, parents, carers, teachers and other professionals where relevant (e.g. social
workers etc).
STORING PUPIL DATA
We hold personal data about our pupils while they are attending our school. We may also need to keep it beyond their
attendance at the school if this is necessary in order to comply with our legal obligations.
We will only retain the data we collect for as long as is necessary. This will be to satisfy the purpose for which it has been
collected in accordance with our data retention schedule, and as identified in our data audit. Please contact us if you would like
further clarification on our retention timescales.
WHO WE SHARE PUPIL INFORMATION WITH
We share pupil information with external agencies where the law requires us to do so, or where we have sought your
permission. The agencies who we routinely share pupil information with include:
• schools that the pupil’s attend after leaving us
• our local authority
• the Department for Education (DfE)
• Providers of alternative educational provision
• NHS and health services, including the school nurse
• local health trust and their commissioned health services
• School meal provider
• Nursery free milk scheme provider
• Residential Centre Educational trip
• Leisure centre providing swimming lessons
• Teachers2parents text service
• Class Dojo
• Sports provider in school
• Little Wandle Phonics
• Limited information will be shared with our 3rd party providers who support the school in the education and wider
services to our children, including music lesson providers, sports coaches, school meal providers etc. The level of
information shared will only be to the degree that is required for those 3rd parties to provide the service to the school,
e.g. information on pupils with food allergies is shared with our school meals providers.
Full details of who we share pupil information with is included in our data audit. If you have any questions on who we share the
information with, please contact our Data Protection Lead
WHY WE 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 Department for Education (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 https://www.gov.uk/education/data-collection-and-censuses-for-schools.
