Privacy Notice

Wensley Fold CE Primary Academy Privacy Notice – How we use pupil information.

Under data protection law (GDPR), individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about pupils.

We, Wensley Fold CE Primary Academy, are the ‘data controller’ for the purposes of data protection law.

Our data protection officers are:

Sue Blackwell –

Lee Gardiner –

The personal data we hold:

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:

  • Contact details, contact preferences, date of birth, identification documents
  • Results of internal assessments and externally set tests
  • Pupil and curricular records
  • Characteristics, such as ethnic background, nationality, language, county of birth, eligibility for free school meals, or special educational needs.
  • Exclusion information
  • Details of any medical conditions, including physical, mental health and special educational needs and disabilities.
  • Attendance information
  • Safeguarding information
  • Details of any support received, including care packages, plans and support providers
  • Photographs
  • CCTV images captured in school.

We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.

Why we use this data:

We use this data to:

  • Support pupil learning
  • Monitor and report on pupil progress
  • Provide appropriate pastoral care
  • Protect pupil welfare
  • Assess the quality of our services
  • Administer admissions waiting lists
  • Comply with the law regarding data sharing

Our legal basis for using this data:

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation
  • We need it to perform an official task in the public interest

Less commonly, we may also process pupil’s personal data in situations where:

  • We have obtained consent to use it in a certain way.
  • We need to protect the individual’ vital interest (or someone else’s interest)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information:

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.

In order to comply with the General Data Protection Regulation (GDPR), we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

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 at our school if this is necessary in order to comply with our legal obligations. Our Retention Schedule Policy sets out how long we keep information about pupils.

A copy of our retention schedule can be obtained on request.

Data Sharing:

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

Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about pupils with:

  • our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
  • The Department for Education – to meet our legal obligation as the data 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.
  • The pupil’s family and representatives
  • Educators and examining bodies – to meet our legal obligations
  • Ofsted – to meet our legal obligations
  • Central and local government
  • Survey and research organisations (with consent)
  • Health authorities (with consent)
  • Health and social welfare organisations (with consent)
  • Professional education advisers and consultants
  • Police forces, courts and tribunals
  • Professional bodies
  • Our lunch ordering system (with consent)
  • Our payment system (with consent)
  • Evolve – our trip planning software (with consent)
  • Cpoms – our safeguarding software
  • SIMS – to enable the school to record all pupil data and assessment data legally required for census
  • Educational Psychology Service (with consent)
  • MASH team (with consent)
  • Music services
  • Curriculum related applications (with consent) –, Timetable rockstars, Mathletics and Phonics Play
  • Social Media and our website (with consent only)
  • Marketing Literature (with consent only)