Broadwas C of E Primary SchoolLiving Our Values Every Day

Privacy Notice

Privacy Notice for Parents and Pupils

How we use your information - 2022/23


Under data protection law, 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, parents and carers.


Broadwas C.E. (VA) Primary School is the ‘data controller’ for the purposes of data protection law. This means we are responsible for how your personal information is processed and for what purposes. 


Broadwas C.E. Primary School is registered as the Data Controller with the Information Commissioner’s Office (ICO); Registration Number: Z6709408


You can contact the school as the Data Controller in writing at:


Broadwas C.E. (VA) Primary School






What is a Privacy Notice? 

A Privacy Notice sets out to individuals how we use any personal information that we hold about them. We are required to publish this information by data protection legislation. This Privacy Notice explains how we process (collect, store, use and share) personal information about our pupils and parents. 


What is Personal Information?

Personal information relates to a living individual who can be identified from that information. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. 


What personal information do we process about pupils and parents?

The pupil information that we collect and hold includes:


  • Personal information including a pupil’s name, date of birth, unique pupil number and home address
  • Characteristics such as ethnicity, language, nationality, country of birth and free school meal eligibility
  • Attendance information such as sessions attended, number of absences and absence reasons.
  • Educational information including records of work, assessment results, details of pupils’ special educational needs, exclusions/behavioural information.
  • Contact information for parents, carers and other relatives, including telephone numbers, home addresses and e-mail addresses.
  • Information about a child’s home life, where required as part of necessary safeguarding and welfare processes.
  • Details of any allergies or medical conditions, including physical and mental health.
  • Details of any support received, including care packages, plans and support providers.
  • Photographs

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

The categories of parent/other family member’s information that we collect and hold:

  • Names, contact details (address, telephone number, email), gender, parental responsibility, contact preferences, place of work.

In some specific cases we may also hold:

  • Relationship to the child. 
  • Safeguarding information.


Why do we use personal information? 


We use pupil data:


  • to support pupil learning and attainment
  • 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
  • to safeguard pupils 
  • to protect pupil welfare
  • carry out research
  • to keep parents informed about the running of the school (eg emergency closures) and events 


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 General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this. 


Use of your child’s personal data in automated decision making and profiling

We do not currently process any personal data through automated decision making or profiling. If this changes in the future, we will amend any relevant privacy notices in order to explain the processing to you, including your right to object. 


What are the legal reasons for us to process your personal information? 


We are required to process personal information in accordance with data protection legislation and only do so when the law allows us to. The lawful reasons we have for processing personal information are as follows: 

1) To comply with the law

We collect and use general purpose pupil information in order to meet certain legal requirements and legal obligations placed upon the school by law.  We therefore are required to process the personal information for such purposes even if you have not consented to us doing so. 

If you would like a copy of or further information regarding the statutory authorities that underpin our legal obligations, details of the type of processing that we must undertake, the personal data that is processed, the legislation which requires us to do so and who we may share this information you should contact the school in writing. 

2) To protect someone’s vital interests 

We are able to process personal information when there is an emergency and/or where a person’s life is in danger. We may use such information to protect the vital interests of the particular person or someone else’s interests. 

3) With the consent of the individual to whom that information ‘belongs’ 

Whilst much of the personal information processed is in accordance with a legal requirement, there is some personal information that we can only process when we have your consent to do so. In these circumstances, we will provide you with specific and explicit information regarding the reasons the data is being collected and how the data will be used. 

4) To perform a public task

It is a day-to-day function of the school to ensure that children receive the education and support they require. Much of this work is not set out directly in any legislation but it is deemed to be necessary in order to ensure that pupils are properly educated and supported 

Special category personal information 


In order to process ‘special category’ data, we must be able to demonstrate how the law allows us to do so. In additional to the lawful reasons above, we must also be satisfied that ONE of the following additional lawful reasons applies:


  1. Explicit consent of the data subject
  2. Processing relates to personal data which is manifestly made public by the data subject
  3. Necessary for establishing, exercising or defending legal claims
  4. Necessary for reasons of substantial public interest
  5. Necessary for preventive or occupational medicine, or for reasons of public interest in the area of public health
  6. Necessary for archiving, historical research or statistical purposes in the public interest


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


Who might we share your information with? 

We routinely share relevant aspects of pupil information with:


  • Schools that the pupils attend after leaving us
  • Our local authority including SEN Services, children’s services etc.
  • The Department for Education (DfE) 
  • The School Health service
  • The school photographer
  • Educational applications such as ‘Dojo’  to support pupils’ education


We do not share information about our pupils or parents unless the law and our policies allow us to do so. 


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 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. To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to


The National Pupil Database (NPD):

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census. Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research. The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards. 

The Department for Education 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, see the Department’s webpage on how it collects and shares research data.

You can also contact the Department for Education with any further questions about the NPD. 


What do we do with your information? 

All personal information is held in a manner which is compliant with data protection legislation. Personal information is only processed for the purpose it was collected. The school monitors the personal information it processes and will only share personal information with a third party if it has a legal basis to do so (as set out previously). 


How long do we keep your information for? 

We keep personal information about pupils or parents/carers 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. 


In retaining personal information, the school complies with the Retention Schedules provided by the Information Record Management Society. The schedules set out the Statutory Provisions under which the school are required to retain the information. 


Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.


What are your rights with respect of your personal information? 

Parents, or those with parental responsibility, also have the right to access their child’s educational record (which includes most information about a pupil). This right applies as long as the pupil is aged under 18. 


There are certain circumstances in which the right can be denied, such as releasing the information might cause serious harm to physical or mental health of the pupil or another individual, or if it would mean releasing exam marks before the are officially announced. 


Under data protection law, 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 to have access to your child’s educational record, contact the School Data Protection Officer at Warwickshire Legal Services via email at or alternatively; 


School Data Protection Officer

Warwickshire Legal Services 

Warwickshire County Council 

Shire Hall

Market Square


CV34 4RL


**Please ensure you specify which school your request relates to. 


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

Call 0303 123 1113 

Write to: Information Commissioner’s Office, Wycliffe House, water Lane, Wilmslow, Cheshire, SK9 5AF


This notice was reviewed and approved by the Governing Body on 5th July 2021