At St Peter & St Paul Carbrooke Church of England Primary Academy & Nursery we take our data protection very seriously.

Please see below for our policies and further information about GDPR and how we are compliant.

GDPR Website and Newsletter statement

Data Retention Policy

Data Protection, Subject Access, Information Security and Freedom of Information Publication Scheme Policy and Procedure

Privacy notice for parents/carers

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’ to individuals where we are processing their personal data.


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


We, St Peter & St Paul Carbrooke Primary Academy & Nursery, are the ‘data controller’ for the purposes of data protection law.


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, eligibility for free school meals, or special educational needs
  • Exclusion information
  • Details of any medical conditions, including physical and mental health
  • 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.


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

  • Contact details and contact preferences
  • Family Links
  • Parental/Carer details
  • CCTV images captured in school



Why we use this data


We use this data to:


  • Contact Parents/Carers to support their child
  • 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
  • Carry out research
  • Comply with the law regarding data sharing


Our legal basis for using this data


We only collect and use pupils’ and parent/carer 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 pupils’ personal data in situations where:


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


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.


Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.


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. We aim to keep your data safe and secure and ensure that anyone we share your information with also meets our data security requirements. Our record retention schedule sets out how long we keep information about pupils.


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
  • Other local authorities – to share information if you move out of the area.
  • Our Academy Trust - annonymously for data returns
  • The Department for Education – for statutory data returns
  • The pupil’s family and representatives – in order to confirm attendance/registration at school and query or check the accuracy of data
  • Educators and examining bodies – to support pupil learning and assessment
  • Our regulator - Ofsted
  • Suppliers and service providers – to enable them to provide the service we have contracted them for
  • Survey and Research Organisations – Where they have a data sharing agreement with the school
  • Our auditors - to assist them discharging their legal duties
  • Health authorities - to assist them discharging their legal duties
  • Professional advisers and consultants – were they are supporting school improvement
  • Police forces, courts, tribunals – to assist them discharging their legal duties


National Pupil Database


We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census and early years information.


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.


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.


Parents and pupils’ rights regarding personal data


Parents/carers have a legal right to access their child’s ‘educational record’. Individuals also have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.


Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.


Parents also have the right to make a subject access request with respect to any personal data the school holds about them.


If you make a subject access request, and if we do hold information about you or your child, we will:


  • Give you a description of it
  • Tell you why we are holding and processing it, and how long we will keep it for
  • Explain where we got it from, if not from you or your child
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this
  • Give you a copy of the information in an intelligible form


Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like any information please ask a member of the office team, or email our Data Protection Officer at


Other rights


Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress
  • Prevent it being used to send direct marketing
  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
  • Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our Data Protection Officer.


Contact Us


If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please ask a member of our office team, or email our Data Protection Officer at




We take any complaints about our collection and use of personal information very seriously.


If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.


To make a complaint, please contact our Data Protection Officer.


Alternatively, you can make a complaint to the Information Commissioner’s Office:


  • Report a concern online at
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF


sitemap | cookie policy | privacy policy | accessibility statement