Privacy Notice for Pupils/Students

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’ to individuals where we are processing their personal data.

This Privacy Notice explains how we collect, store and use personal data about pupils/students. 

We, Bernwode Schools Trust, are the ‘data controller’ for the purposes of data protection law.

Our Data Protection Officer is:  Please see page 6 ‘Contact Us’. 

The personal data we hold

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

The categories of pupil/student information that we process include:

  • personal identifiers and contacts (such as name, unique pupil/student number, contact details, contact preferences and address)
  • characteristics (such as ethnicity, language, and free school meal eligibility or special educational needs)
  • safeguarding information (such as court orders and professional involvement)
  • medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
  • attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • 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)
  • details of any support received, including care packages, plans and support providers
  • photographs and video footage
  • CCTV images captured in school (where applicable)

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

Why we collect and use pupil/student information

  1. We collect and use pupil/student information, for the following purposes:
  2. to support pupil/student learning 
  3. to monitor and report on pupil/student attainment progress 
  4. to provide appropriate pastoral care 
  5. to protect pupil/student welfare
  6. to assess the quality of our services
  7. to keep children safe (food allergies, or emergency contact details) 
  8. to meet the statutory duties placed upon us for Department of Education (DfE) data collections and to comply with the law regarding data sharing

Our legal basis for using this data

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

  • we need to comply with a legal obligation
  • we need it to perform an official task in the public interest

Less commonly, we may also process pupils’/students’ 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’/students’ 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’/students’ personal data overlap and there may be several grounds which justify the use of this data.

How we collect pupil/student information

Pupil/student data is essential for the schools’ operational use. Whilst the majority of pupil/student information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil/student information to us or if you have a choice in this. If it is mandatory, we will explain the possible consequences of not complying.

How we store pupil/student data

We keep personal information about pupils/students 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.  Our Data Retention Policy sets out how long we keep information about pupils/students.

The Data Retention Policy is available via the school websites and the BLA website.

Who we share pupil/student information with

We do not share information about pupils/students with any third party without consent, unless the law and our policies allow us to do so.

When we share information, we will have ensured that the organisation we are sharing data with is GDPR compliant.

Where it is legally required, or necessary, we may share personal information about pupils/students with:

We routinely share pupil/student information with:

  • Local Authority (LA); to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
  • Department of Education (DfE); to meet our statutory obligations to report information such as Census data and assessment data
  • The pupil’s/student’s family and representatives; for data processing and contact at school level
  • Educators and examining boards
  • Our regulator Ofsted; to meet our statutory obligations to report information such as Census data and assessment data
  • Suppliers and service providers; to enable them to provide the service we have contracted them for
  • Financial organisations e.g. the Educational Skills and Funding Agency; to enable us to meet our statutory requirements for finance and audit, for reporting purposes
  • Central and local government; to meet our statutory obligations to share certain information where required
  • Our auditors; to enable us to meet our statutory requirements for finance and audit, for reporting purposes
  • Health authorities and organisations such as CAMHS, Speech and Language, School Nurse and other NHS services; to meet our legal obligations to share certain information, including safeguarding or as vital interest
  • Security organisations; to enable us to keep our sites safe and secure
  • Professional advisers and consultants; to ensure we meet the Trust and national targets for progress and attainment; to ensure we meet legal obligations surrounding finance etc.
  • Charities and voluntary organisations; to help fulfil our duty of care to our pupils/students
  • Police forces, courts, tribunals; to meet our legal obligations to share certain information with these bodies, including safeguarding concerns and exclusions
  • Professional bodies

National Pupil/student Database

We are required to provide information about pupil/students to the Department for Education as part of statutory data collections, such as 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 for Education (DfE) 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 of 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.



For our Secondary Schools

Youth support services

Once our pupils/students reach the age of 13, we are legally required to pass on certain information about them to our local authority and / or provider of youth support services, as they have legal responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. 

This enables them to provide services as follows:

  • youth support services
  • careers advisers
  • post 16 education and training services

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil/student once they reach the age 16.

For more information about services for young people, please visit our local authority website. 

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’/students’ rights regarding personal data

Individual 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.

Parents also the right to make a subject access request with respect to any personal data the school holds about them.

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 person data to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact our Data Protection Officer.

Within Bicester Learning Academy, we meet the standard required of maintained schools to give access to their child’s educational record.  To request access, please contact your school’s office.

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
  • A right to see redress, either through the ICO or through the courts

To exercise any of these rights, please contact our Data Protection Officer.


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.

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, SK0 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:

c/o Bernwode Schools Trust, The Cooper School, Churchill Road, Bicester, Oxon, OX26 4RS

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

Policy/Procedure Title  Privacy Notice for Pupils/Students
Issue Date to Committee Autumn Term 2018
Author (Name/Department) J Davison - Director of Business & Finance (BLA)
Approved by Trustees   Autumn Term 2018
Review Date – Every three years Autumn Term 2021