This page details how we use your information in accordance with the General Data Protection Regulation (2018)

Why do we collect and use pupil information? We collect and use pupil information under the Education Act 1996. The EU general data protection regulation 2016/679 (GDPR) which took effect from May 25, 2018, including Article 6 ‘lawfulness of processing’ and Article 9 ‘Processing of special categories of personal data’
We use the pupil data: 
  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to comply with the law regarding data sharing 
The categories of pupil information that we collect, hold and share include:
Personal information (such as name, unique pupil number, and address)
  • Any relevant medical information
  • Special educational needs
  • Exclusions and behavioural information
  • Assessment information
  • Post 16 learning information
  • 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) 
Notes for Pupils
Your Personal Information
These are things like your name and address
Your Characteristics
This means information about you, like where you’re from, what language you speak and things like that.
Your Attendance Information
We will also record how many times you missed school and why you couldn’t come to school.
Your Assessment Information
We collect your test results when you sit a big test or exam.
Some of your Medical Information
We keep information about any times you’ve been ill and any special conditions you have that we need to know about to keep you safe.
Your Special Educational Needs
We collect information that helps us teach you better, such as any special educational needs you may have.
Behavioral Information
We record the number of times you’ve been excluded and why.
Using photographs of you counts as processing your personal data. Before we take or use any photographs we will ask you (if you’re old enough 13+) or a parent to give permission for us to take and use pictures of you. We might use your pictures on display boards or on the school’s website, for example.
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. 
Storing pupil data
We hold pupil data for 6 years following a student’s last entry which would be when they reach 25 years of age. 
Who we share pupil information with
Schools that the pupils attend after leaving us
our local authority (Sefton MBC)
Capita (SIMS Parent App)
Wonde (Hegarty Maths)
ESFA (Education Skills Funding Agency)
Sisra Analytics
the Department for Education (DfE)
School Health Services
Educational Tools (PIXL, SISRA, Dynamic Learning, Symphony Maths, Ren Learning)
Cunninghams (Cashless Catering) (Fingerprint consent is required)
Capita Reading Cloud (Library Systems)
Google Gmail, Classroom
Contact Group
Duke of Edinburgh Award Scheme (Participants Only)
Egress secure data transfer
CAMHS (Child and Adolescent Mental Health)
MASH (Multi-Agency Safeguarding Hub)
EVOLVE (Educational Visit Approval System)
Pinefields (Complimentary Education)
Sometimes (Autism Initiatives/OSSME)
Targeted Youth and Addiction
GL Assessments for Marking
Excursion Companies
Parenting 2000
Transport Operators (Bus Passes issued via the Local Authority)
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 (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013. 
What is different about pupils aged 13+?
Once our pupils reach the age of 13, we also pass pupil information to our local authority and/or provider of youth support services as they have responsibilities in relation to the education or training of 13-19-year-olds under section 507B of the Education Act 1996.
This enables them to provide services as follows: 
  • youth support services
  • careers advisers 
A parent/guardian can request that only their child’s name, address, and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child/pupil once he/she reaches the age 16.
Our pupils aged 16+
We will also share certain information about pupils aged 16+ with our local authority and/or provider of youth support services as they have responsibilities in relation to the education or training of 13-19-year-olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
  • post-16 education and training providers
  • youth support services
  • careers advisers 
For more information about services for young people, please visit our local authority website. 
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 pupil information we share with the department, for the purpose of data collections, go to
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 the school holds. To make a request for your personal information, or be given access to your child’s educational record, contact Nick Holden @ (01704 565121)
You also have the right to:
  • object to the 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
  • claim compensation for damages caused by a breach of the Data Protection regulations 

If you have a concern about the way we are collecting or using your personal data, you should 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: Nick Holden on

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