To meet the requirements of the Data Protection Act (DPA) 1998, schools and nurseries need to issue privacy notices to pupils and parents. The notice summarises the information held about pupils, the reasons for holding it and the third parties to whom it may be passed on to.
Privacy notice for all schools, early years settings, alternative provision and pupil referral units can be downloaded below, along with our privacy notice for children in need and looked after children:
Please note that these documents may be updated throughout the year. Schools and parents alike are responsible for checking for any changes.
How different organisations use information:
The local authority
The local authority uses information about children for whom it provides services, to enable it to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual children cannot be identified from them.
Primary Care and Health Trusts
Primary Care and Health Trusts use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the trusts to maintain details of pupils’ names for this purpose, for a period designated by the Department of Health following the weighing and measuring process. They may also provide individual schools and local authorities with aggregate information on pupils’ height and weight.
Youth Support Services
For pupils aged 13 years and over, the school is legally required to pass on certain information to the provider of Youth Support Services in their area (such as prospects). This is the local authority support service for young people aged 13 to 19 in England. The school must provide the name and address of the pupil and their parents and any further information relevant to the support services' role. In addition, the date of birth of the pupil is supplied.
Youth Support Services pass on some of the information they collect to the Department for Education (DfE) to enable them to assess the local authorities’ performance and determine the destinations of young people after they have left compulsory education. You can find more information about how the DfE store and use your information on GOV.uk.
Data may also be shared with post 16 providers to secure appropriate support on entry to post 16 provision.
Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) gets passed to the youth support services provider. This right transfers to the pupil on their 16th birthday. Pupils and/or parents will need to inform the school if this is what they wish.