The use of your child’s personal data

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 pupils.

Oakwood primary school, 117 Tennyson road, Luton, Bedfordshire, Lu1 3RR is the ‘data controller’ for the purposes of data protection law.

Our Data Protection Officer is Mr Shoaib Rahim. He is contactable on 01582- 518800

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:

Contact details, contact preferences, date of birth, identification documents

Results of internally and externally set test and assessments

Pupil and curricular records

Characteristics, such as ethnic background, eligibility for free school meals, or special educational and disability needs

Information on behaviour and exclusions

Details of any medical conditions, including physical and mental health

Attendance information

Safeguarding information

Details of any support received, including care packages, plans and support providers


CCTV images captured in school

We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.

Why we use this data

We use this data to:

Support pupil learning

Monitor and report on pupil progress

Provide appropriate pastoral care

Protect pupil welfare

Assess the quality of our services

 Administer admissions waiting lists

 Carry out research

 Comply with the law regarding data shari

Our legal basis for using this data

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it


We need to comply with a legal obligation

We need it to perform an official task in the public interest

We need it to fulfill the terms of the contract of admissions.

Less commonly, we may also process pupils’ personal data in situations where:

We have obtained consent to use it in a certain way

We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time.

We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

How we store this data

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations. We have adopted the Information  and  Records  Management  Society’ s  toolkit  for  schools  which sets out how long we keep information about pupils.

Data sharing

We do not share information about pupils 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 data protection law) we may share personal information about pupils with:

Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns, contact information for EYFS funding, contact information when a child leaves the school

The Department for Education – to meet our legal obligations to share certain information with it, such as Key Stage One and Two results

A pupil’s family and representatives – to meet our legal duty of care for pupil welfare and learning

Educational service providers – to engage services that enrich learning and assist the school to fulfil the contract of admissions

Ofsted – to meet legal requirements for the inspection of schools

Suppliers and service providers – to engage services that assist the school to fulfil the contract of admissions

Financial organisations – to collect school fees or manage the school’s finances

Central and local government – to meet our legal obligations to share certain information such as Key Stage One and Two results

Our auditors – to demonstrate the school’s financial or regulatory compliance and performance

Survey and research organisations – to share information to analyse trends in the school’s performance

Health authorities – to meet the vital interests of pupils such as immunisations or in the event of medical emergencies

Social welfare organisations – to promote the health and well-being of pupils

Professional advisers and consultants – to enhance the school’s financial or educational performance

Charities and voluntary organisations – to enhance pupils’ learning experiences

Police forces, courts, tribunals – to comply with legal obligations to share information

Professional bodies – to comply with legal obligations to share information

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 and Early Years’ 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 other organisations which promote children’s education or wellbeing in England. Such organisations 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. You can also contact the Department for Education with any further questions about the NPD.

Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

Parents and pupils’ rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

If you make a subject access request, and if we do hold information about you or your child, we will:

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 or your child

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.

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request please contact the School’s administrator.

Parents, or those with parental responsibility, do not have a legal right of access to their child’s educational record. However the school will endeavour to respond to reasonable requests at the discretion of the headteacher and within a reasonable length of time. The school may charge for the administrative time and costs that a response to such a request might entail.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

Object to the use of personal data if it would cause, or is causing, damage or distress

Prevent it being used to send direct marketing

Object to decisions being taken by automated means (by a computer or machine, rather than by a person)

In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our School’s Office Manager.


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.

To make a complaint, please contact our data protection officer – please see below.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

Report a concern online at

Call 0303 123 1113

Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:

Dr. Arshad Gul Shafi. 117 Tennyson road, Luton, Beds, LU1 3RR. Tel 01582-518800

This notice is based on the  Department  for  Education ’s  model  privacy  notice for pupils, amended for parents and to reflect the way we use data in this school.

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