Privacy Notice for Parents/Carers – why and how we use personal information

Why do we collect and use personal information?
We collect and use personal information:

  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services and how well our school is doing for statistical forecasting and planning
  • to comply with the law regarding data sharing

The categories of personal 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 meals eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons) and exclusions
  • Assessment information
  • Relevant medical, special educational needs and behavioural information

The General Data Protection Regulation allows us to collect and use pupil information with consent of the data subject where we are complying with a legal requirement, where processing is necessary to protect the vital interests of a data subject and where 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. Where the personal information is a Special Category Information we may rely on processing being in the substantial public interest in addition to the consent of the data subject and the vital interests of the data subject or another.

Our requirement for this data and the legal basis for processing this data includes the Education Act 1996, 2002 and 2011, The Children’s Act 1989 and 2004, Education and Skills Act 2008, Schools Standards and Framework Act 1998 and the Equalities Act 2010.

Collecting personal information
Whilst the majority of personal information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with GDPR, we will make it clear whether you are required to provide certain personal information to us, or whether it is optional.

How we store this data
We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance if this is necessary to comply with our legal obligations. Our retention of records is currently two years after leaving the school.

Who do we share pupil information with?
We routinely share pupil information with:
  • schools that pupils attend after leaving Orchard Primary School our local authority (LA)
  • the Department for Education (DfE)
  • NHS and health authorities,
  • Health and social welfare organisations (e.g. CAMHS) Children’s Services. Police forces, courts and tribunals Pupil’s family and representative
  • Examining bodies
  • Ofsted
  • Our school’s Attendance Officer
  • Professional bodies, advisors and consultants
  • Service organisations (e.g. ParentPay)
  • Charities and voluntary organisations who work with our pupils

Why we share pupil information
We do not share personal information with anyone without consent unless the law and our policies allow us to do so.

We share pupils’ data with the 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 our LA and the DfE under Section 3 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 DfE (eg. via the School Census, which is completed each term) go to

The National Pupil Database (NPD)
The NPD is owned and managed by the DfE and contains information about pupils in schools in England. It provides invaluable evidence on education 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 DfE for the purpose of data collections, go to

To find out more about the NPD, go to

The DfE may share information from the NPD with other organisations which promote children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data. For more information, please see the DfE’s webpage protection-how-we-collect-and-share-research-data

To contact the DfE: https://www/

Requesting access to your personal data
Under data protection law, parents and pupils have the right to request access to information that we hold about them. To make a request for your personal information, or be given access to your child’s personal information, please contact the school via the email address below or by telephone on 0208 300 4878.

You also have the right, subject to some limitations, to:
  • object to processing of personal data that is likely to cause, or is causing , damage or distress
  • to 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
  • claim compensation for damages cause by a breach of the Data Protection regulations.

Contact us:
If you have any questions or would like more information about anything contained in this privacy notice, please contact the school office on 0208 300 4878, or via the email below.

If you have a concern about how we are collecting or using your personal data, please contact our Data Protection Officer, Mrs Jackie Meers, c/o Orchard Primary School.

Alternatively, you can make a complaint to the Information Commissioner’s Office, either on line at, by calling 0303 123 1113 or writing to
Information Commissioner’s Office Wycliffe House
Water Lane
Cheshire SK9 5AF

Orchard Primary School, Oxford Road, Sidcup, Kent, DA14 6LW
Tel: 0208 300 4878         E-mail:
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