Why do we collect and use pupil information?
Rudheath Senior Academy collects and processes pupil information as part of our public functions under both the Data
Protection Act 1998 and UK General Data Protection Regulation. An example of this is the school census return which is a
statutory requirement on schools under Section 537A of the Education Act 1996.
We use the pupil data:
- to support pupil learning
- to monitor and report on pupil progress
- to provide appropriate pastoral care
- to protect pupil welfare
- to assess the quality of our services
- to comply with the law regarding data sharing
- to carry out research
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)
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Assessment information
- Exclusions/behavioural information
- Relevant medical information
- Special educational needs information
Collecting pupil information
We collect and process pupil information as part of our public functions under both the Data Protection Act and Article 6, part (e) of the General Data Protection Regulation.
The legislation and guidance that allows us to do this in the UK includes, but is not limited to:
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.
Storing pupil data
We hold pupil data for 6 years following a student’s last entry which would be when they reach 25 years of age. Data is stored securely in electronic and hard copy form.
Who will information be shared with?
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:
- schools that the pupils attend after leaving us
- our local authority
- the Department for Education (DfE)
- examining bodies
- suppliers and service providers – to enable them to provide the service we have contracted them for
- school nurse
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 Department for Education’s website.
We are required by law, to provide information about our 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.
Visit the National Pupil Database (NPD) website for further information on the National Pupil Database.
The Department for Education may share information about our pupils from the National Pupil Database 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
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 in compliance with the UK General Data Protection Regulation.
For more information about the department’s data sharing process, please visit the Department of Education’s website.
What rights do I have when it comes to my data?
Under the Data Protection Act and UK General Data Protection Regulation you have the right to request access to the information that we hold about you.
To make a request for your personal information, or be given access to your child’s educational record, please email email@example.com or telephone 01606 42515. Further details about accessing personal information are outlined in the school’s policy on data protection.
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.
Who can I complain to if I am unhappy about how my data is used?
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.
For general questions or advice about the school’s data protection procedures or to alert us to any issues you may have in the way we may handle your or your child’s information please contact:
If you prefer, you may contact the School’s independent Data Protection Officer direct at:
Schools Data Protection Officer
Cheshire West and Chester Council,
4 Civic Way,
You also have the right to complain to the Information Commissioner’s Office using the following details: