Privacy Notice – Pupils, Parents and Governors

Brooklands Primary School

This Privacy Notice explains how we collect, use, store and protect personal data relating to pupils, parents, carers and governors.

The school is the data controller of the personal information you provide to us. This means we determine the purposes for which, and the manner in which, personal data is processed.

The Headteacher acts on behalf of the school in relation to data protection responsibilities and can be contacted via:
📞 0161 973 3758
📧 secretary@brooklands.trafford.sch.uk

Why We Collect and Use Personal Data

We collect and use personal data in order to:

• Support pupil learning and development
• Monitor and report on pupil progress
• Provide appropriate pastoral care and safeguarding
• Assess and improve the quality of our services
• Fulfil statutory obligations under education and safeguarding law
• Comply with legal data sharing requirements

We process personal data under lawful bases set out in Article 6 and Article 9 of the UK GDPR and relevant education legislation, including:

• Education Act 1996
• Education (Information About Individual Pupils) Regulations 2013
• Safeguarding legislation
• Legal obligations placed on schools by the Department for Education (DfE)

What Information We Collect

Pupil Information

We may collect:

• Personal details (name, date of birth, address, pupil number)
• Contact details for parents/carers
• Attendance information
• Assessment and academic progress data
• Behaviour records
• Medical and health information
• Special Educational Needs and Disability (SEND) information
• Ethnicity, language and nationality data
• Free school meal eligibility
• Photographs and images used for identification or school purposes

Parent / Carer Information

We may collect:

• Names and contact details
• Emergency contact information
• Relationship to the child
• Payment information for school services

Governor Information

For governors we collect:

• Name and contact details
• Declaration of interests
• DBS status
• Appointment details
• Attendance at meetings
• Training records

How We Collect Information

We collect information through:

• Admission forms
• Online registration systems
• Communication from parents/carers
• Consent forms
• School management systems
• CCTV (where installed)
• Educational platforms and approved third-party systems

Where information is provided by third parties (e.g. previous schools or the Local Authority), we process it in accordance with data protection law.

Who We Share Information With

We share information where required or permitted by law with:

• The Department for Education (including the National Pupil Database)
• The Local Authority
• Regulatory bodies
• Safeguarding authorities
• Health services (e.g. NHS flu vaccination programmes)
• Approved software providers and service processors

Examples of systems and service providers used by the school include platforms that support:

• Communication
• Payment processing
• Curriculum delivery
• Assessment tracking
• Safeguarding recording
• Educational visits management

All third-party processors are required to process data in line with contractual data protection obligations.

We do not share personal data with third parties for marketing purposes.

Data Retention

Personal data is retained only for as long as necessary to fulfil the purpose for which it was collected.

Retention periods follow:

• School retention schedules
• Legal requirements
• Safeguarding obligations
• Archiving requirements

Once data is no longer required, it is securely deleted or destroyed.

Data Security

The school takes appropriate technical and organisational measures to protect personal data against:

• Loss
• Theft
• Unauthorised access
• Accidental disclosure
• Misuse

Access to data is restricted to authorised staff and approved service providers only.

Your Rights

Parents, pupils (where appropriate) and governors have the right to:

• Be informed about how we use personal data
• Request access to personal data held about them
• Request correction of inaccurate data
• Request erasure of data where appropriate
• Request restriction of processing
• Object to processing
• Withdraw consent where consent is the lawful basis for processing

Requests should be made in writing to the school office.

Complaints

If you have concerns about how we handle personal data, please contact the school in the first instance.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO):

📞 0303 123 1113
🌐 https://ico.org.uk

Changes to This Privacy Notice

This notice is reviewed regularly and updated where necessary to reflect changes in legislation, guidance or school practice.