Privacy Notice for pupils (also provided to parents and carers)
Although we have tried to make this Privacy Notice as straight forward as possible, some may find it
difficult to understand. Please contact the school Data Protection Administrator, details at the end of
this notice, for further help if needed.
This notice explains how we use information about you and what we do with it. We call this
information about you ‘personal data’ or personal information’.
Who we are
We are Hatton School & Special Needs Centre, have our principal site is at Roding Lane South,
Woodford Green, Essex, IG8 8EU.
Collecting and storing pupil information
We process personal data relating to pupils, parents, staff, Governors of our organisation.
We will not give information about our pupils to anyone without consent unless the law allows us to
Storing pupil data
We will only keep your information for as long as we need it or for as long as the law requires us to.
Most of the information we have about you will be in our pupil file. We usually keep these until your
25th birthday unless you move to a new school, in which case we send your file to your new school.
We have a policy which explains how long we keep information, it is called the Records Retention
Policy and if you would like to discuss this in greater detail please contact the school’s Data
Protection Administrator, details at the end of this form.
Any personal data that we are required to keep about pupils is securely stored, with limited access
for staff. It will not be accessed except in response to a query about our actions in the education of
a particular pupil. No decisions will be made about you based on this data and you will not suffer
any detriment or harm by having it stored in/on our secure systems.
We keep an overall summary of attainment and performance of pupils in our school, in order to
monitor trends in teaching and learning. This data is anonymised and does not allow us to identify
individual learners, once they have left our learning community.
We use the pupil data to:
- support pupils and teachers in learning
- monitor and report on progress
- provide appropriate care and security
- assess the quality of our services
- comply with the law around statutory data sharing
- promote the school (via newsletters and social media, with appropriate consent)
The categories of pupil information that we collect, hold and share
- Personal information (such as – name, address, age, unique pupil number and photographs)
- Special Category data (such as – ethnicity, nationality, country of birth, biometric and
- Attendance and assessment information (such as – sessions attended, number of absences
& absence reasons, national curriculum assessment results, special education need and any
The lawful basis on which we use this information
All data we process is in accordance with the rules as laid down in statute, including the General
Data Protection Regulations, the Education Act 1996, the Education and Skills Act 2008 and the
Apprenticeship, Skills, Children and Learning Act 2009 and Children Act 2014.
We use personal data about pupils and parents to ensure that we fulfil our legal obligation to offer
educational opportunities to our pupils, and are able to look after the needs and requirements of
everyone in our learning community. We use personal data about our staff to ensure that we can
support them in offering teaching and learning and in their personal development.
Where we rely on consent to process personal data about individuals in our school, we ensure that
we obtain that consent freely and in a positive manner. Anyone whose personal data is processed
on the basis of consent can withdraw that consent easily and quickly. See “Requesting access to
personal data & individual rights” listed later in this notice”.
Please note that the main reasons for our processing of personal information is due to
1. We need to, to comply with the law
2. We need to, to carry out a task in the public interest
3. We need to, protect someone’s interests
4. To communicate with you/parents/carers
A comprehensive list of data processing is kept in the school’s Record of Processing Activities.
Within this register we will record the lawful reason for each instance of personal data being
processing, along with special categories for sensitive information.
If you would like to discuss this in greater detail please contact the school’s Data Protection
Administrator, details at the end of this form.
Who will see your personal data
We will only share your information with people who have a legal or operational reason to see it.
For pupils, this could include anyone directly involved in planning, providing or supporting
educational opportunities. For parents, this could include anyone who needs to be involved in
conversations about your child’s progress at our school.
All staff personnel files are held securely by the HR department, and are only available to the HR
team and senior management.
Personal data about Governors is held by the Clerk to the Governors. It is only available to the
Clerk, and is kept in order to ensure that Hatton School complies with our legal obligations
It is necessary in some circumstances, sometimes by the law, that personal information is
processed, or used, by a third party to the school. These third parties are:
|Supplier Name||Personal or Personal Sensitive|
|RM (Integris MIS)||Personal Sensitive|
|Adept Education (lgfl)||Personal Sensitive|
|Department for Education||Personal Sensitive|
|Inventry (Sign in system)||Personal|
|Groupcall (Parent communication)||Personal|
Education Mutual (staff absence
|Orbis (Payroll)||Personal Sensitive|
|Team Prevent (Occ Health)||Personal Sensitive|
|Sleuth (Behaviour & Safeguarding)||Personal Sensitive|
|Earwig (Assessment)||Personal Sensitive|
|Solarwinds via Computer Talk||Personal Sensitive|
|Webanywhere (Website host)||Personal|
|Computer Talk (External IT support
|Havering Governor Services||Personal|
|NHS various departments including dental
and optical services
|London Borough of Redbridge||Personal Sensitive|
|EWASS (Educational Welfare Service)||Personal Sensitive|
|Schooll Money (Eduspot)||Personal|
Photographs and biometric data
Our school operates a policy relating to the use of photographs and a copy of this can be requested
via the school’s Data Protection Administrator, details at the end of this form.
Where cashless canteens are in place, biometric information is collected and used only with
consent. This is sought when a pupil joins the school but can be withdrawn at any point, for further
details please contact the school’s Data Protection Administrator, details at the end of this form.
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) please see the following web link: -
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education (DfE) 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 to pass information about our pupils to the DfE under Regulation 5 and Schedule 1
of The Education (Information About Individual Pupils) (England) Regulations 2013 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.
This information will, in turn, then be made available for use by the Local Authority who, under strict
information sharing protocols and policies, may also be required to share this information with other
public sector partners such as other Local Authorities or local Children Centre.
To find out more about the National Pupil Database please see the following web link: -
The DfE 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
The Department has robust processes in place to ensure the confidentiality of 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:
If you have questions, contact the DfE through their website: https://www.gov.uk/contact-dfe
As per The Education (Pupil Information) (England) Regulations 2005, we are required to pass pupil
information on to schools that the pupil goes on to attend after leaving us. We do this via the
Department for Education’s ‘School to School’ (S2S) secure data transfer website. This also acts as
a temporary information depositary where a pupil has left us and the destination is not known to us.
Information will only be passed to the NHS where we have a legal / statutory obligation to do so or
where it is fully anonymous and cannot identify individuals, to the extent of no longer being personal
data. Where the NHS otherwise require personal data for the provision of a service or research,
parental and / or pupil consent will always be sought on a case by case basis.
Our school uses Closed Circuit Television cameras for the purposes of monitoring our premises and
to support the security Strategy. There are visible signs showing that CCTV is in operation and
images from this system are securely stored where only a limited number of authorised persons
may have access to them. We may be required to disclose CCTV images to authorised third parties
such as the police to assist with crime prevention or at the behest of a court order.
Requesting access to personal data & individual rights
The General Data Protection Regulations and associated Data Protection Act 2018 allow parents
and pupils the right to access the information that we hold about them. Additionally, the Education
Act 1996 allows parent’s the right to access most of their child’s educational records. To make a
request for information; please use the contact details that can be found at the end of this notice.
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or
- 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
- 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, we request that
you raise your concern with us in the first instance.
If you would like to discuss anything in this privacy notice or make a request for information, please
Lynette Phillips, School Business Leader who acts as our Data Protection Administrator
Please note our Statutory Data Protection Officer details are below:
London Borough of Redbridge
Lynton House, 255-259 High Road, Ilford, IG1 1NY
Alternatively, should we not be able to provide a satisfactory answer to your request in the first
instance, you may wish to contact the Information Commissioner’s Office (ICO) directly using the
Information Commissioner’s Office
0303 123 1113