Privacy Notice - Data Protection Act 1998


We, Thistly Meadow Primary School, are a data controller for the purposes of the Data Protection Act 1988. We collect information from you and may receive information about you from your previous school and the Virtual School. We hold this personal data and use it to:

 - 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)

 - characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)

 - special educational needs and disabilities, medical conditions

 - exclusions

 - attainment (statutory tests and teacher assessments)

 - attendance information (such as sessions attended, number of absences and absence reasons)*

 - behavioural and safeguarding information**

 (*Attendance information is not collected as part of the Censuses for the Department for Education for the following pupils aged under 4 years)

(**Not routinely shared)

Why do we collect and use pupil information?

We collect and use pupil information in accordance with the Data Protection Act 1988 and under The Education Act 1996.  We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

If you require more information about how the Local Authority (LA) store and use your information, then please go to

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 Data Protection Act 1988, 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 until the pupil moves to secondary school at the end of year 6, when the data is transferred to the receiving school by secure electronic CTF file.

Who do 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)

Why we share pupil information

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 do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.

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 the 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 we hold. To make a request for your personal information, or be given access to your child’s educational record, please contact the Business Manager.

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

 - 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


We process personal data relating to those we employ to work at, or otherwise engage to work at, our school. This is for employment purposes to assist in the running of the school and to enable individuals to be paid. The collection of this information will benefit both national and local users by:

 - improving the management of workforce data across the sector

 - enabling development of a comprehensive picture of the workforce and how it is deployed

 - informing the development of recruitment and retention policies

 - allowing better financial modelling and planning

 - enabling ethnicity and disability monitoring; and

 - supporting the work of the School Teachers’ Review Body

This personal data includes identifiers such as names and National Insurance numbers and characteristics such as ethnic group, employment contracts and remuneration details, qualifications and absence information.

We will not share information about you with third parties without your consent unless the law allows us to. We are required, by law, to pass on some of this personal data to:

 - our local authority

 - the Department for Education (DfE)

If you require more information about how the Local Authority (LA) store and the DfE store and use your personal data, please visit:



If you want to see a copy of information about you that we hold, please contact the Business Manager.


If you would like to discuss anything in this privacy notice, please contact:

 Mrs A Gordon, Business Manager