Privacy Notice for Parents and Carers


Who processes your information? 

Old Palace Primary School is the data controller of the personal information you provide to us. This means the school will determine the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed. 

There may be times when it is necessary to share your personal data with a third party, this will only done with your explicit consent, unless there is a legal requirement for the school to share your personal data.

Why do we collect and use your information? 

Old Palace Primary School has the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, your LA (Local Authority) or the DfE (Department for Education). 

We collect and use personal data in order to meet our legal requirements and legitimate interests as set out in the GDPR (General Data Protection Regulations) and UK law, including the following:

  • Article 6 and Article 9 of the GDPR.
  • Education Act 1996.
  • Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013. 


In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons: 

  • To support pupil learning.
  • To monitor and report on pupil progress.
  • To provide appropriate pastoral care.
  • To assess the quality of our service.
  • To comply with the law regarding data sharing.
  • To safeguard pupils.

Which data is collected? 

The categories of pupil information that the school collects, holds and shares include the following:

  • Personal information – e.g. names, pupil numbers and addresses.
  • Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility.
  • Attendance information – e.g. number of absences and absence reasons.
  • Assessment information – e.g. national curriculum assessment results.
  • Relevant medical information.
  • Information relating to SEND.
  • Behavioural information – e.g. number of temporary exclusions.

Whilst the majority of the personal data you provide to the school is mandatory, there may be some data that is provided on a voluntary basis. When we collect data from you we will inform you whether there is a mandatory requirement for you to provide this or whether your consent is required. When consent is required, the school will provide you detailed information with regards to the reasons the data is being collected and how the data will be used. 

Keeping the school informed?

Please remember that it is your responsibility as a parent/guardian to keep the school informed regarding changes to your contact details, collection details or any other information school holds on you or your child.

Changes to home address, legal name or contact telephone number, emergency contact or collection details must be done in writing. You will be asked to provide relevant documentation for changes made to your home address or legal name. For example, a copy of the tenancy agreement, or Council Tax will be required for changes to home address. A copy of a deed poll will be required for changes to forenames/surnames.

The school will not be held responsible for inaccurate contact details provided by you.

How long is your data stored for?

Personal data relating to pupils at Old Palace Primary School and their families is stored in line with the school’s GDPR Policy.

In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.

Will my information be shared?

The school is required to share pupils’ data with the DfE on a statutory basis.

The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. The school is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD. The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:

  • Conducting research or analysis.
  • Producing statistics.
  • Providing information, advice or guidance.

The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained.

Old Palace Primary School will not share your personal information with any third parties without your consent, unless the law allows us to do so. The school routinely shares pupils’ information with:

  • Pupils’ destinations upon leaving the school
  • Your LA
  • The NHS
  • The DfE

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data.

You have the right to:

  • Be informed about how the school uses your personal data.
  • Request access to the personal data that [School Name] holds.
  • Request that your personal data is amended if it is inaccurate or incomplete.
  • Request that your personal data is erased where there is no compelling reason for its continued processing.
  • Request that the processing of your data is restricted.
  • Object to your personal data being processed.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.

If you have a concern about the way Old Palace School is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.

Corona virus (track and trace)

Please refer to document linked HERE.

Where can you find out more information?

The School’s Data Protection Officer can be contacted on








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