Abbey Park Schools Federation

Privacy Notice

General Data Protection Regulation
Privacy notice for pupils and their families

Schools are required to inform pupils and their families about how their personal data may be collected and used.

Who processes your information?

Abbey Park Schools Federation 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. Samantha Faulkner acts as a representative for the school with regard to its data controller responsibilities; she can be contacted on 01386 552667 or

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 Abbey Park Schools Federation upholds are imposed on the processor.

Samantha Faulkner 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 on 01386 552667 or

Why do we collect and use your information?

Abbey Park Schools Federation holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, the Local Authority and/or the Department for Education. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the following:

  • Article 6 and Article 9 of the GDPR
  • Education Act 1996
  • Section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013

In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:

  • To support our pupils’ learning
  • To monitor and report on pupil progress
  • To provide appropriate pastoral care
  • To assess the quality of our service
  • To comply with the law regarding data sharing
  • To contact parents/families when we need to

Which data is collected?

The categories of pupil information that the school collects, holds and shares includes the following:

  • Personal information – e.g. names, pupil numbers, contact details, date of birth, and addresses
  • Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
  • Attendance information – e.g. number of absences and absence reasons
  • Assessment information – e.g. national curriculum assessment results
  • Relevant medical information
  • Information relating to Special Educational Needs and Disabilities
  • Behavioural information – e.g. number of fixed-term exclusions
  • Safeguarding information
  • Photographs – these will be used to aid our records management and attendance procedures
  • CCTV images (captured in first school foyer only)

Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.

The categories of parent information that the school collects, holds and shares includes the following:

  • Contact information, including addresses, telephone numbers and email addresses of parents and/or any other emergency contacts
  • Financial information where appropriate, e.g. to check eligibility for Free School Meals.
  • Information pertaining to home life where appropriate, e.g. where a pupil is identified as having a mental health issue or there are safeguarding concerns

How long is your data stored for?

Personal data relating to pupils at Abbey Park Schools Federation and their families is stored in line with the school’s GDPR Data Protection Policy.

In accordance with the GDPR; data is only stored for as long as is necessary to complete he task for which it was originally collected.

Will my information be shared?

The school is required to share pupils’ data with the DfE on a statutory basis, this includes the following:

  • Data collections such as school census
  • Test results, to evidence school performance

The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Abbey Park Schools Federation is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD. The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:

  • Conducting research or analysis.
  • Producing statistics.
  • Providing information, advice or guidance.

The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained.

Abbey Park Schools Federation will not share your personal information with any third parties without your consent, unless the law allows us to do so. The school routinely shares pupils’ information with:

  • Pupils’ destinations upon leaving the school
  • The Local Authority
  • Financial organisations, e.g. Parent Pay or Payments4Schools
  • The NHS including social care
  • Professional consultants and bodies
  • Ofsted
  • Auditors
  • The Department for Education
  • Educators and Testing Authorities
  • Assessment and Progress tracking companies
  • Police forces, courts, tribunals.
  • Suppliers and service providers, e.g. schools meals suppliers

The information that we share with these parties includes the following:

  • Attendance and Exclusion data
  • Safeguarding issues
  • Medical Information
  • Test results and performance data
  • Contact details and personal information

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data.

You have the right to:

  • Be informed about how Abbey Park Schools Federation uses your personal data.
  • Request access to the personal data that Abbey Park Schools Federation holds.
  • Request that your personal data is amended if it is inaccurate or incomplete.
  • Request that your personal data is erased where there is no compelling reason for its continued processing.
  • Request that the processing of your data is restricted.
  • Object to your personal data being processed.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.

If you have a concern about the way Abbey Park Schools Federation and/or the DfE is collecting or using your personal data, you can raise a concern with either the schools DPO Mrs S.Faulkner, or the Information Commissioners Office. The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.

Where can you find out more information?

If you would like to find out more information about how we and/or the DfE collect, use and store your personal data, please visit our website or download our GDPR Data Protection Policy.