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Students Data Privacy Notice

How we use student information

We collect and hold personal information relating to our students and may also receive information about them from their previous school.

The Data Protection Officer is Mrs C Hausermann.

The categories of student information that the school collects, holds and shares include:

  • Personal identifiers and contacts (such as name, unique pupil number, contact details and address)
  • Characteristics (such as ethnicity, language, and free school meal eligibility)
  • Safeguarding information (such as court orders and professional involvement)
  • Special educational needs (including the needs and ranking)
  • Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
  • Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • Assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • Behavioural information (such as exclusions and any relevant alternative provision put in place)
  • Trips and activities (such as those students that visited a particular location)
  • Catering and free school meal management
  • Identity management and authentication (such as information on students given permission to leave the school site)
  • Post 16 information (such as destinations data, UCAS applications and grants)

The school also processes special categories of personal data that may include:

  • Physical or mental health needs
  • Racial or ethnic origin
  • Criminal convictions data
  • Civil and criminal proceedings, outcomes and sentences
  • Religious or other beliefs of a similar nature

Why we collect and use pupil information

The personal data collected is essential, for the school to fulfil their official functions and meet legal requirements.

We collect and use pupil information, for the following purposes:

  1. to support pupil learning
  2. to monitor and report on pupil attainment progress
  3. to provide appropriate pastoral care
  4. to assess the quality of our services
  5. to keep children safe (food allergies, or emergency contact details)
  6. to meet the statutory duties placed upon us by the Department for Education

The lawful basis on which this information is used

The school collects and uses student information under Article 6 and Article 9 of the UK General Data Protection Regulation (UK GDPR), this enables the school to process information such as assessments, special educational needs requests, Departmental Censuses under the Education Act 1996 and the Education Act 2005, examination results and other such data processes that relate educational data to the individual within the requirements for the school to provide education for the individual.

Collecting student information

Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.

Information may be collected in different ways but predominantly as set out below:

Common Transfer File

This is the main mechanism of transferring pupil data between schools and complies with the Department for Education's requirements.

Face to Face

If you attend the school or we visit you, we may collect your personal data.

Telephone calls

Recordings may be used as evidence of the call and for our staff training, monitoring for abusive and quality purposes.


If you email the school we may keep a record of your email address and the email as evidence of the contact.  We are unable to guarantee the security of any email initiated by you and we recommend that you keep the amount of confidential information you send to us via email to a minimum.


We have installed CCTV systems on school premises, for the purposes of public, student and staff safety, as well as, crime prevention and detection.  Signs are displayed notifying that CCTV is in operation.  The school will only disclose CCTV images to others who intend to use the images for the purposes stated above.  CCTV images will not be released to the media for entertainment purposes or placed on the Internet.  Images captured by CCTV will not be kept for longer than necessary.

Storing student data

We hold pupil data securely for the set amount of time shown in our data retention schedule [Available on request].

Some student data is annually archived as part of the extensive King's School history.

Sharing student information

We share student information with:

  • Schools and other educational environments that students attend after leaving the school

  • Lincolnshire Education Authority or the local authority in which the student resides

  • Department for Education (DfE)

  • School Nursing Team

  • Youth support services

  • Century - a computer based learning tool

  • Cloud Design Box - a computer based company who facilitate our SharePoint Site.

  • Burconix Ltd - a company who manage

  • National Health Service

  • Careers Advisory Service

  • Educational Welfare Officer

  • Educational Psychology Service

  • Special Educational Needs and Disability Specialist Services

  • Examination Boards

Why the school shares student information

The school does not share information about students with anyone without consent unless the law and school policies allow us to do so.

The school shares student data with the Department for Education (DfE) on a statutory basis.  This data sharing underpins school funding and educational attainment policy and monitoring.

The school is required to share information about students with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Data collection requirements

More information about the data collection requirements placed on us by the Department for Education (for example; via the school census) are available at

Youth support services

Students aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil once they reach the age 16.

Students aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • careers advisers

A student once they reach the age of 16 can object to only their name, address and date of birth is passed to their local authority or provider of youth support services by informing us.

For more information about services for young people, please visit our local authority website.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections.  We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under: regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Local Authorities

We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under

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, and ask for the Data Protection Officer and we will help you with your enquiry, where we can.

Depending on the lawful basis above, you may also have the right to:

  • to ask us for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

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

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting the school:


If you would like to discuss anything in this privacy notice, please contact: and you will be contacted by our Data Protection Officer.


How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

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)

Much of the data about pupils in England goes on to be held in 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.

To find out more about the NPD, go to

Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

  • schools and local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other government departments and agencies
  • organisations fighting or identifying crime

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

Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime.

For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website:

How to find out what personal information DfE hold about you

Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:

  • if they are processing your personal data
  • for a description of the data they hold about you
  • the reasons they’re holding it and any recipient it may be disclosed to
  • for a copy of your personal data and any details of its source

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’.  Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:

To contact DfE:


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