Data Protection Privacy Notices
Organisations that use pupil data have to comply with the Data Protection Act 1998. This means that the data held about pupils must only be used for specific purposes allowed by law. We are therefore telling you about the types of data held, why that data is held, and to whom it may be passed on.
A number of organisations require access to data in the Learner Registration Scheme in order to run their education system and process information on pupils.
- Local Authorities (LAs)
- Department for Education (DfE)
- Young People's Learning Agency (YPLA)
The Department of Health (DoH) and Primary Care Trusts (PCTs) process information on pupils in order to tackle the year on year rise in obesity among children.
The school holds information on pupils in order to support their teaching and learning, to monitor and report on their progress, to provide appropriate pastoral care, and to assess how well the school as a whole is doing. This information includes:
- Contact details
- National curriculum assessment results
- Public examination results
- Attendance information
- Characteristics (such as ethnic group)
- Special educational needs
- Any relevant medical information
From time to time schools are required to pass on some of this data to Local Authorities, the Department for Education and to agencies that are prescribed by law, such as Ofsted, Young People’s Learning Agency, Department of Health and Primary Care Trusts.
The Local Authority (LA) uses information about children for whom it provides services to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on, for example, the funding of schools, and to support teaching and learning. The statistics are used in such a way that individual children cannot be identified from them. The LA have a duty under the Children Act 2004 to co-operate with their partners in health and youth justice to improve the well being of children in their areas.
Information Governance Unit
Department for Education (DfE)
The Department for Education uses information about pupils for research and statistical purposes, to inform, influence and improve education policy and to monitor the performance of the education service as a whole. This includes the Key Stage assessments for pupils in primary and secondary schools. They will feed back to LAs and schools, information about their pupils for a variety of purposes that will include data checking exercises, use in self-evaluation analyses and where information is missing because it was not passed on by a former school.
The DfE will also provide Ofsted with pupil data for use in school inspection. Where relevant, pupil information may also be shared with post 16 learning institutions to minimise the administrative burden on application for a course and to aid the preparation of learning plans.
Pupil information may be matched with other data sources that the Department holds in order to model and monitor pupils' educational progression; and to provide comprehensive information back to LAs and learning institutions to support their day to day business. The DfE may also use contact details from these sources to obtain samples for statistical surveys: these surveys may be carried out by research agencies working under contract to the Department and participation in such surveys is usually voluntary. The Department may also match data from these sources to data obtained from statistical surveys.
Pupil data may also be shared with other government departments and agencies (including the Office for National Statistics) for statistical or research purposes only. In all these cases the matching will require that individualised data is used in the processing operation, but that data will not be processed in such a way that it supports measures or decisions relating to particular individuals or identifies individuals in any results. This data sharing will be approved and controlled by the DfE Chief Statistician.
The DfE may also disclose individual pupil information to independent researchers into the educational achievements of pupils who have a legitimate need for it for their research, but each case will be determined on its merits and subject to the approval of the Department's Chief Statistician.
Data and Statistics Division (DSD) Helpdesk
1st Floor Mowden Hall, Staindrop Road, Darlington DL3 9BG
Department for Education
Tel: 01325 392626
Pupils under 12 years old as data subjects have rights under the Data Protection Act, including a general right of access to personal data held on them, with parents exercising this right on their behalf if they are too young to do so themselves. If you wish to access the personal data held about your child, please contact the relevant organisation in writing.
Pupils over 12 years old as data subjects, have certain rights under the Data Protection Act, including a general right of access to personal data held on them. If you wish to access your personal data, or you wish your parents to do so on your behalf, then please contact the relevant organisation in writing.
Providing information to Connexions services providers and the right to opt out
Connexions is the Government's support service for all young people aged 13 to 19 in England. It also provides support up to the age of 25 for young people who have learning difficulties or disabilities (or both).
For pupils of 13 years and over (and normally in Year 8), the school is legally required to pass on certain information to Connexions services providers on request. This information includes the name and address of the pupil and parent, and any further information relevant to the Connexions services' role. However parents, or the pupils themselves if aged 16 or over, can ask that no information beyond name, address (for pupil and parent)and pupil date of birth be passed on to Connexions. If as a parent, or as a pupil aged 16 or over, you wish to opt-out and do not want Connections to receive from the school information beyond name, address and pupil date of birth, then please contact the school.
DfE may supply to Connexions services providers information which they have about children, but will not pass on any information they have received from the school if parents (or the children themselves if aged 16 or over) have notified the school that Connexions should not receive information beyond name, address and pupil date of birth.
Ofsted uses information about the progress and performance of pupils to help inspectors evaluate the work of schools, to assist schools in their self-evaluation, and as part of Ofsted's assessment of the effectiveness of education initiatives and policy. Ofsted also uses information about the views of children and young people, to inform children’s services inspections in local authority areas. Inspection reports do not identify individual pupils.
Data Protection Officer, Alexandra House, 33 Kingsway, London WC2B 6SE
Learning Records Service (LRS)
The Learning Records Service provides a free service to students, for all areas of secondary education and work based learning. It works in conjunction with the Skills Funding Agency which allocates learners a Unique Learner Number known as the
ULN is the key to a learner's own information and data which builds up to become a Personal Learning Record, held on the Learning Records Service secure website. Learners can view their Personal Learning Record when aged 16 and over, using their
ULN and a personal email address.
The Personal Learning Record stores details of formal school and further educational learning, including apprenticeships; and it can provide formal evidence when applying to study, seeking employment or employment advice.
For students of 14 years and over, schools will pass on certain identification information to the Schools Funding Agency to create and maintain the Unique Learner Number. Achievement information, such as GCSE's, A levels and other academic or vocational qualifications will be added to the Personal Learning Record.
The Skills Funding Agency shares (with the learner's agreement) the content of the Personal Learner Record with partner institutions and organisations. Details of how an individual may opt-out of sharing achievement data in their learner record with those organisations can be found on the Learning Records Service website.
Data Protection Officer, Cheylesmore House, Quinton Road, Coventry, Warwickshire CV1 2WT
Tel: 0845 602 2589 - Customer Helpdesk
Primary Care Trust
Primary Care Trusts (PCT) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the
PCTs to maintain details of pupils' names for this purpose for a period designated by the Department of Health following the weighing and measuring process.
PCTs may also provide individual schools and
LAs with aggregate information on pupils' height and weight.
NHS Heywood, Middleton and Rochdale website
The Department of Health
The Department of Health (DoH) uses aggregate information (at school year group level) about pupils' height and weight for research and statistical purposes, to inform, influence and improve health policy and to monitor the performance of the health service as a whole. The
DoH will base performance management discussions with Strategic Health Authorities on aggregate information about pupils attending schools in the
PCT areas to help focus local resources and deliver the Public Service Agreement target to halt the year on year rise in obesity among children under 11 by 2010, in the context of a broader strategy to tackle obesity in the population as a whole. The Department of Health will also provide aggregate
PCT level data to the Healthcare Commission for performance assessment of the health service.
Department of Health website
Data Protection Officer, Skipton House, 80 London Road, London SE1 6LH