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Privacy Notice


Privacy Notice for Parents / Carers

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.


This privacy notice explains how we collect, store and use personal data about students.


We, Ladywood School, are the ‘data controller’ for the purposes of data protection law. Our Data Compliance Officer is Mrs L Smalley (see ‘Contact us’ below).

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 and free school meal eligibility)
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Assessment information (such as test results and teacher assessments)
• Medical information (such as information about medical conditions the school needs to take into account or allergy information and details of medical practitioners involved in the child’s care)
• Special educational needs information
• Exclusions/behavioural information
• Child protection and safeguarding information
• Photographs

Why - we collect and use pupil information -

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 carry our research
• to comply with the law regarding data sharing
• to help deliver remote learning sessions

The lawful basis on which we use this information

We collect and use pupil information to enable us to run the school and provide education as permitted under Article 6 of the General Data Processing Regulations which under legal obligation allows that the processing is necessary for compliance with the law and also under the vital interests in that the processing is necessary to protect someone’s life. The processing of sensitive or “special category” data is covered under Article 9 and legal obligation alone will not be sufficient. Processing of such data will usually require explicit consent to process, except where the School is acting under a statutory right or obligation (e.g. safeguarding) or if particular rare and urgent grounds exist (e.g. preventing or detecting a crime, working with social services, or acting to protect someone’s vital interests to protect them from imminent harm).

Where you have provided us with consent to use your child’s data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you would go about withdrawing consent if you wish to do so.

Collecting pupil information.

Whilst the majority of pupil information you provide to us is mandatory, there is some of it that can be provided voluntarily.

Whenever we seek to collect information from you, we will make it clear whether you must provide this information or whether you have a choice.

Storing pupil data

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance if this is necessary in order to comply with our legal obligations. We follow the Records Management Society’s (RMS) retention guidelines for schools which sets out how long we keep information about pupils.

Who do we share pupil information with?

We do not share information about your child with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required or necessary (and it complies with UK data protection law), we may share personal information about your child with:
• Schools that the pupil’s attend after leaving us
• Our Local Authority
• The Department of Education
• The pupil’s family and representatives – in order to confirm attendance/registration at school and query or check the accuracy of data
• Health and other professionals working with specific pupils
• Early Intervention
• Suppliers and Service Providers – to enable them to provide the service we have contract them for
• Our auditors
• Police forces, courts, tribunals


National Pupil Database

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census.

Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research.

The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.

The Department for Education may share information from the NPD with third parties, such as other organisations which promote children’s education or wellbeing in England. These third parties must agree to strict terms and conditions about how they will use the data.

For more information, see the Department’s webpage on how it collects and shares research data.

Transferring Data Internationally

Where we transfer your child’s personal data to a third-party country or territory, we will do so in accordance with UK data protection law.

In cases where we have to set up safeguarding arrangements to complete this transfer, you can get a copy of these arrangements by contacting us.

Requesting access to your personal data

You have a right to make a ‘subject access request’ to gain access to personal information that we hold about your child.
If you make a subject access request, and if we do hold information about your child, we will (subject to any exemptions that apply):
• Give you a description of it
• Tell you why we are holding and processing it, and how long we will keep it for
Explain where we got it from, if not from you
• Tell you who it has been, or will be, shared with
• Let you know whether any automated decision-making is being applied to the data, and any consequences of this
• Give you a copy of the information in an intelligible form

You may also have the right for your child’s personal information to be transmitted electronically to another organisation in certain circumstances. If you would like to make a request, please contact us (see ‘Contact us’ below).

Other Rights

Under UK data protection law, you have certain rights regarding how your child’s personal data is used and kept safe. For example, you have the right to:
Object to our use of your child’s personal data
Prevent your child’s data being used to send direct marketing
Object to and challenge the use of your child’s personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
In certain circumstances, have inaccurate personal data corrected
In certain circumstances, have the personal data we hold about your child deleted or destroyed, or restrict its processing
Withdraw your consent, where you previously provided it for the collection, processing and transfer of your child’s personal data for a specific purpose
In certain circumstances, be notified of a data breach
Make a complaint to the Information Commissioner’s Office
Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our Data Compliance Officer


We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
• Report a concern online
• Call 0303 123 1113
• Or write to: Informations Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF


If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
• Tom Powell, Manchester City Council Tel: 0161 600 7993
• Email:

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