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Privacy Notice

Merryfields School Privacy Notice

Under the data protection law, individuals have a right to be informed about how Merryfields School uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ to individuals where we are processing their personal data. This privacy notice explains how we collect, store and use personal data about our pupils.

Manor Hall Academy Trust is the ‘data controller’ for the purposes of data protection law. Our data protection officer is Mrs T Lawlor.

How we use pupil information

The categories of pupil information that we collect, hold and or share include:

  • Personal information (such as name, unique pupil number and address)

  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meals


  • Attendance information (such as sessions attended, number of absences and absence reasons)

  • Assessment information

  • Relevant medical information

  • Special education needs information

  • Exclusions/behaviour information

  • Safeguarding

  • Photographs

  • CCTV images

Why we collect this information

We usethe pupil data:

To support pupil learning
To monitor and report pupil progress
To provide appropriate pastoral care
To assess the quality of our services
To comply with the law regarding data sharing To keep children safe

The lawful basis on which we use this information

We collect and use pupil information in accordance with the rules relating to the lawful processing of data under Article 6 GDPR 2018 for use in school censuses, in compliance with the Education Act 1996. In the interest of safeguarding, we also collect and process special categories of data in accordance with Article 9 GDPR where necessary.


For more information please visit the Department of Education website using the following link:


Collecting pupil information

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Who we share pupil information with

We routinely share pupil information with:

  • Schools that the pupil’s attend after leaving us

  • Our local authority

  • The Department for Education (DfE)

  • Multi Academy Trusts (MATs)

  • School Nurse

  • NHS

  • Education Welfare Worker (EWW)

  • Parent Pay

  • Teachers2parents (T2P)

  • Health and social welfare organisations

Why we 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. We share pupils’ data with the Department for Education (DfE) on a statutory basis. This datasharing underpins school funding and educational attainment policy and monitoring. We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Data collection requirements:

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database- user-guide-and-supporting-information.
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • conducting research or analysis

  • producing statistics

  • providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data

  • the purpose for which it is required

  • the level and sensitivity of data requested: and

  • the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data- protection-how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil- database-requests-received

To contact DfE: https://www.gov.uk/contact-dfeCCTV

We have CCTV installed at various points on the outside of the school. This is for site security and the safeguarding of pupils and staff. The use of CCTV has been registered with the Information Commissioner’sOffice.

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child educational record, contact Josie Atkins in the school office.


You also have the right to:

  • object to the 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

  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raiseyour concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Officeat https://ico.org.uk/concerns/


If you would like to discuss anything in this privacy notice, please contact Neil Brannigan, Headteacher, or Josie Atkins in the school office.

Email address: bursar@merryfields.staffs.sch.uk

Telephone: 01782 914219