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Privacy Notice & GDPR


Killamarsh Junior School Privacy Notice


Information about pupils in schools


In reference to the Data Protection Act 1998 and General Data Protection Regulations 25th May 2018

(Further information can be found in our Data Protection Policy at the bottom of this page)


How we use pupil information


We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to:


  • support our pupils’ learning
  • monitor and report on their progress and attainment
  • to keep children safe 
  • provide appropriate pastoral care
  • ensure children attend school and families are supported with this
  • assess the quality of our services
  • to meet the statutory duties places upon us for DfE data collections (see below)
  • protect public monies against fraud


The categories of pupil information that we process 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), .
  • personal data of employees, parents or visitors to school may be shared with NHS / Public Health Angencies where relevant to COVID-19 pandemic
  • attendance: sessions attended, number of absences, absence reasons and any previous schools attended. (this is shared with Multi Agency Team so they can help us in reducing absence and offering support to families)
  • the school/setting that children attend after leaving our school
  • assessment and attainment (such as key stage 1,2 and phonics results and any relevant results)
  • behavioural information (such as exclusions and any relevant alternative provision put in place)
  • information regarding children's pastoral care and support for them and their families from other professional agencies (for example Multi Agency Team)


How we collect pupil information

We collect pupil information via 

  • Registration forms at the start of the school year or before admission,
  • Common Transfer File (CTF) or secure file transfer from previous school
  • Referrals from outside agencies such as Health, Social Care, Multi Agency Team or Safeguarding organisations (eg local authority Starting Point team)


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.


To ensure your son or daughter’s information is kept safe we have the following controls/limitations in place:


  1. The information will not be used for any purpose other than those stated in this notice
  2. The information will be held within secure systems/locations, with appropriate levels of security, that comply with relevant data protection legislation
  3. The information will only be shared for lawful purposes and with an appropriate level of security that complies with relevant data protection legislation
  4. The information will only be held for the periods agreed in our school’s Record Retention Policy and Schedule, after which it will be destroyed. Our school’s Record Retention and Schedule can be found at the bottom of this page. 
  5. The information will be held, used and shared in accordance with Data Protection Act 1998 legislation and the General Data Protection Regulation (GDPR) which comes into force on 25 May 2018.
  6. Under the GDPR, the lawful basis we rely on for processing pupil information are Article 6 and 9 of the GDPR, Education Act 1996, Regulation 5 of The Education Regulations 2013.


Who processes your information?

Killamarsh Junior school is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed 


In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that Killamarsh Junior School upholds are imposed on the processor.


GDPR for Schools Derbyshire County Council is the data protection officer. Their role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted by speaking to the school office.


We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so.  When you give your consent for your son or daughter’s information to be held and/or shared for any purpose you can withdraw that consent at any time by contacting:  Miss Spencer (School Business Assistant)


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 Miss Spencer.


You can also contact the person named above if you wish to:


  • access any records we hold about your son or daughter
  • have any information we hold about  your son or daughter corrected
  • have any information we hold about  your son or daughter erased
  • restrict how information we hold about your son or daughter can be used or shared
  • object to information about your son or daughter being held
  • have any information we hold about your son or daughter transferred to a third party
  • challenge decisions relating to your son or daughter made using automated decision making and profiling


If you have a concern or complaint 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 


We are required, by law, to pass certain information about our pupils to our local authority (LA) and the Department for Education (DfE).


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:

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.


DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.


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)


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 


Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD). To find out more about the NPD, go to


For more information on how this sharing process works, please visit: 


For information on which third party organisations (and for which project) pupil level data has been provided to, please visit:


If you need more information about how our local authority and/or DfE collect and use your information, please visit:





If you are unable to access these websites, please contact:


For Derbyshire County Council:


Information Governance Officer

Children’s Services Department, Derbyshire County Council

Room 361
County Hall

Telephone: 01629 532011


For DfE:


Public Communications Unit,

Department for Education,

Sanctuary Buildings,

Great Smith Street,

London, SW1P 3BT                                                                             



Telephone: 0370 000 2288


Should you have any concerns or complaints relating to your son or daughter about how we, as a school, obtain, use, store or share their personal data please contact: Miss Spencer (School Business Assistant)


If however you are dissatisfied with our response to your concerns you can of course contact the:


Information Commissioners Office

Wycliffe House

Water Lane




Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Fax: 01625 524 510



* The Information Commissioners Office deals with concerns and complaints relating to data protection and freedom of information legislation.


KJS Data Protection Policy May 2018

KJS Date Breach Procedure May 2018

Record Retention in School (KJS complies with DCC guidelines on record retention periods: see document below)