Privacy Policy

Why do we collect and use pupil information?

Any personal data that we process about our pupils and parents is done so in accordance with Article 6 and Article 9 of GDPR.

Our legal basis for processing your personal data, in line with Article 6(1)(c) (legal obligation) includes (but not necessarily limited to):

  • Education Act 1944,1996, 2002, 2011
  • Education and Adoption Act 2016
  • Education (Information About Individual Pupils)(England) Regulations 2013
  • Education (Pupil Information) (England) Regulations 2005
  • Education and Skills Act 2008
  • Children Act 1989, 2004
  • Children and Families Act 2014
  • Equality Act 2010
  • Education (Special Educational Needs) Regulations 2001

We also process information in accordance with Article 6(e) (public task), Article 6(a) (consent), Article 9 (2)(a) (explicit consent where applicable) and Article 9(2)(g) (reasons of substantial public interest).

We use the pupil data:

  • to support pupil learning
  • 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

We may also receive information from their previous school or college, local authority, the Department for Education (DfE) and the Learning Records Service (LRS).

Note: Schools and local authorities have a (legal) duty under the DPA and the GDPR to ensure that any personal data they process is handled and stored securely.

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)

For details of what we collect, hold and share, please visit the Information Commissioner’s Office (ICO) Data Protection Register on and enter Z6297871.

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.

Storing pupil data

We hold pupil data for no longer than is necessary.  Full details of data retention lists can be found in the Records Management Society’s (RMS) Retention Guidelines for Schools (which can be found

Who do we share pupil information with?

We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us
  • our local authority
  • the Department for Education (DfE)
  • NHS (for inoculations, etc)

In order for our school systems to operate we do share and store pupil information/data with our trusted third parties;

  • Educator – We use Educator to monitor our students’ progress – Privacy Policy
  • Renaissance Learning, Inc (Accelerated Reader / AR) – We use Accelerated Reader to monitor our students’ progress in reading – Privacy Policy
  • LexiaUK – Lexia delivers a highly personalised learning experience where exercises adapt automatically, according to individual need – Privacy Policy
  • Microsoft (Office 365) – We use Office 365 for our school email communication. All emails that are send with confidential / sensitive information we use Egress to encrypt the emails – Privacy Policy and  Privacy Policy
  • Schoolcomms – We use Schoolcomms to communicate with parents via text and email. Schoolcomms are also are data handler for school money, visit and clubs permissions. We share student and staff data with Schoolcomms via secure link direct from SIMS (Capita SIMS) – Privacy Policy
  • Reading Plus – We use Reading Plus for the assess the reading comprehension of our pupils and to provide personalised instructions to inspire them to become independant readers with a love of reading – Privacy Policy 
  • Reading Cloud (ESS) – We use the Reading cloud as a library management system – Privacy Policy
  • My Maths (Oxford University Press) –  We use My Maths to support the Maths curriculum taught in school and at home – Privacy Policy 
  • CPOMS (Service Point) – We use CPOMS to monitor child protection, safeguarding and pastoral/welfare issues which work alongside our existing safeguarding processes – Privacy Policy
  • Times Table Rockstars (Maths Circle) – We use Times Table Rockstars to assist pupils to learn their time tables in school and at home – Privacy Policy 
  • EVOLVE (EDU Focus) – We use EVOLVE to support the planning, approval and management of educational visits and other activities – Privacy Policy
  • Tiny Tracker – We use Tiny Tracker software as a learning journal that allows observers to share evidence with parents/carers so that they can see how their child is developing while in Early Years (nursery and reception classes) – Privacy Policy
  • Purple Mash – We use Purple Mash as part of our computing curriculum through the use of creative software tools for writing, drawing, coding, animating, blogging etc – Privacy Policy
  • SIMs (Capita) – We use Sims to store pupil data in which to track performance in detail for reporting and inspections. Sims also provides schools with the framework to safeguard pupils and provide evidence of doing so – Privacy Policy

Why we share pupil information

We do not share information about our pupils with anyone without consent 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.

Data collection requirements:

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)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the pupil information we share with the department, for the purpose of data collections, go to

To find out more about the NPD, go to

The department may share information about our pupils from the NPD 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

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data

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.

For more information about the department’s data sharing process, please visit:

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:

To contact DfE:

Requesting access to your personal data

Under data protection legislation, 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 be given access to your child’s educational record, contact Louise Briggs, School Business Manager on 0191 433 4021.

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


Data Protection Officer (for Schools)
Veritau Ltd
County Hall
Racecourse Lane
Northallerton, DL7 8AL.
Tel No:  01609 53 2526

Louise Briggs, School Business Manager
Dunston Hill Community Primary School
Market Lane
Gateshead, Tyne & Wear, NE11 9AH.
Tel No:   (0191) 433 4021