Privacy Notice (How we use your information)

The categories of information that we process include: 

  • personal identifiers, contacts and characteristics (such as name, contact details and address) 
  • characteristics (such as ethnicity and language) 
  • safeguarding information (such as court orders and professional involvement)
  • special educational needs (such as diagnosis, levels of support needed)
  • medical and administration (such as doctors information, child health, allergies, medication and dietary requirements) 
  • assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results) 
  • behavioural information (such as exclusions and any relevant alternative provision put in place)

Why we collect and use pupil information 

The personal data collected is essential, in order for the us to fulfil our official functions and meet legal requirements. 

We collect and use information for the following purposes: 

(a) to safeguard children 

(b) to monitor and report on pupil development 

(c) to provide appropriate pastoral care 

(d) to assess the quality of our services 

(e) to keep children safe (food allergies, or emergency contact details) 

(f) to meet the statutory duties placed upon us 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are: 

  • for the purposes of (a), (b), (c) & (d) in accordance with the legal basis of Public task: collecting the data is necessary to perform tasks that we are required to perform as part of our statutory function 
  • for the purposes of (e) in accordance with the legal basis of Vital interests:to keep children safe (food allergies, or medical conditions) 
  • for the purposes of (f) in accordance with the legal basis of Legal obligation: data collected for DfE census information 

Collecting pupil information 

Generally, we obtain information via registration forms prior to the start of each academic year.  Registration forms are issued, and must be returned, before children can attend the setting.

Storing pupil data 

We hold pupil data securely, until they reach the age of 25 years.

Who we share information with 

We routinely share pupil information with: 

  • school that each pupil attends
  • our local authority 
  • social care services
  • debt recovery companies
  • HMRC

Why we routinely share pupil information 

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. 

Requesting access to your personal data 

Under GDPR, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, contact Nic Evans, Data Protection Officer on 01480 375064 or email 

You also have the right to: 

  • object to processing of personal data that is likely to cause, or is causing, damage or distress 
  • prevent processing for the purpose of direct marketing 
  • object to decisions being taken by automated means 
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and 
  • a right to seek redress, either through the ICO, or through the courts 

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at 


If you would like to discuss anything in this privacy notice, please contact: 

Nic Evans, Data Protection Officer on 01480 375064 or email

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