How We Use Your Information: Eardley Privacy Notice for Pupils



This notice is to help parents understand how and why Eardley collects your children’s personal information and what we do with that information. It also explains the decisions that you can make about your children’s information. We are giving you this notice because you are able to exercise your children’s data protection rights on their behalf. When your children are older (usually when they reach the age of 13) they will be considered mature enough to exercise their own data protection rights. If you have any questions about this notice please talk to the Headteacher.


What is “personal information”?

Personal information is information that the School holds about your children which identifies your children. This includes information such as their date of birth and address, as well as things like exam results, medical details and behaviour records. The School may also record your child’s religion or ethnic group. CCTV, photos and video recordings of your child are also personal information.


How and why does the School collect and use personal information?

We set out below examples of the different ways in which we use personal information and where this personal information comes from. Our primary reason for using your child’s information is to provide your child with an education. The admissions forms which you complete give us personal information about your child. We get information from your children, their teachers and other pupils. Your child’s old school also gives us information about your child if we need this to teach and care for them. Sometimes we also get information from your child’s doctor and other professionals where we need this to look after your child.


We collect this information to help the School run properly, safely and to let others know what we do here. Here are some examples:


  • We need to tell all appropriate members of staff if your child is allergic to something or might need extra help with some tasks.
  • We may need to share information about your child’s health and wellbeing with the School Nurse or counsellor.
  • We may use CCTV to make sure the school sites are safe. CCTV is not used in private areas such as changing rooms.
  • We may need to report some of your child’s information to the government. For example, we may need to tell the local authority that your child attends our school or let them know if we have any concerns about your child’s welfare.
  • We may need information about any court orders or criminal petitions which relate to your child. This is so that we can safeguard your child’s welfare and wellbeing and the other pupils at the school.
  • Depending on where your child will go when they leave us we may need to provide their information to other schools. For example, we may share information about your child’s results and provide references. We may need to pass on information, which they need to look after your child.
  • We may need to share information with the police or our legal advisers if something goes wrong or to help with an inquiry (e.g. if one of your child’s classmates is injured at school or if there is a burglary).
  • Occasionally we may use consultants, experts and other advisors to assist the school in fulfilling its obligations and to help run the School properly. We might need to share your child’s information with them if this is relevant to their work.
  • If your child have misbehaved in a serious way, and the police have become involved, we may need to use information about the action taken by the police.
  • We may share some information with our insurance company to make sure that we have the insurance cover that we need.
  • We may share your child’s academic and (where fair) their behaviour records with you or their education guardian so you can support their schooling.
  • We will only share your child’s information with other people and organisations when we have a good reason to do so. In exceptional circumstances, we may need to share it more widely than we would normally.
  • We will monitor your child’s use of email, the internet and mobile electronic devices e.g. iPads. This is to check that your children are not misbehaving when using this technology or putting themselves at risk of harm. If you would like more information about this you can read the acceptable use of IT and email policy or speak to your child’s class teacher.
  • We may use photographs or videos of your child for our websites and social media sites or prospectus to show prospective pupil what we do here and to advertise the school. We may continue to use these photographs and videos after your child has left the school.
  • Sometimes we use photographs and videos for teaching purposes, e.g. to record a drama lesson. If you have any concerns about us using photographs or videos of your child please speak to your child’s class teacher.
  • We publish our public exam results, sports fixtures and other news on the website and put articles and photographs in the local news to tell people about what we have been doing.
  • We also sometimes use contractors to handle personal information on our behalf of which the following is an are example: IT consultants who might access information about your child when checking  the security of our IT network; and we use third party “cloud computing” services to store some information rather than the information being stored on hard drives located on the school site].


If you have any concerns about the above, please speak to child’s class teacher.


Who do we share pupil information with?

We routinely share pupil information with:

  • The Department for Education: we share pupils’ data with the Department for Education on a statutory basis. This data sharing underpins school funding and the educational attainment policy and monitoring.
  • Our local authority. We are required to share information about our pupils with our local authority under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
  • We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
  • We are required to pass information about our pupils to the Department for Education (DfE) under regulation 4 of The Education (Information About Individual Pupils) (England) Regulations 2013.
  • Schools that the pupils attend after leaving us.

Download a copy here