Ryburn Valley High School Privacy Notice


Privacy Notice for Parents/Carers

Under UK data protection requirements, individuals have a right to be informed about how the school uses any personal data. The school complies with this requirement by providing ‘privacy notices’ toinform individuals about how their personal data will be processed.

This privacy notice explains how the school collects, stores and uses personal data about students and their families.


Who processes your information?

Ryburn Valley High School is the data controller of the personal information provided. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed.

In some cases, personal data processing will be outsourced to a third-party; however, this will only be done with your consent, unless the law or our policies allow the school to share your data. Where the school outsources data to a third-party processor, the same data protection standards that the school upholds are imposed on the processor.


Why does the school collect personal data on students

Ryburn Valley High School has the legal right to collect and use personal data relating to pupils and their families, and it may also receive information regarding them from their previous school, Local Authority (LA) and/or the Department for Education (DfE). The school will collect and use personal data in order to meet legal requirements and legitimate interests set out not only in the UK data protection requirements but also:

  • Education Act 1996

  • Regulation 5 of the Education (Information About Individual Pupils) (England) Regulations 2013

    In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:

  • To support pupil learning

  • To monitor and report on pupil progress

  • To provide appropriate pastoral care

  • To assess the quality of our service

  • To comply with the law regarding data sharing

  • To safeguard pupils


Whilst the provision of the majority of personal data is mandatory, some of it is provided to the school on a voluntary basis. In order to comply with the UK data protection requirements, the school will inform you whether you are required to provide certain information or if you have a choice.

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.


What information do we collect?

The categories of pupil information that the school collects, holds and shares include but are not restricted to the following::

  • Personal information (i.e. name, address and unique pupil number, relevant medical information)

  • Characteristics (i.e. ethnicity, nationality, language, country of birth and free school meal eligibility)

  • Attendance information (i.e. sessions attended, number of absences and the reason for those absences)

  • Assessment Information (i.e. marks from examinations and report data)

  • Relevant medical information

  • Special educational needs and disability information (SEND)

  • Behavioural information & exclusions

  • Post 16 learning information

  • CCTV Images for safety and security

  • Biometrics and Photos/Videos

When collecting data, the school will inform you if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected, how the data will be used and how consent can be withdrawn.


How long do we hold it for?

We hold pupil data until the August after your child reaches 25 years.


Why do we Share Pupil Data?

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 data sharing underpins school funding and educational attainment policy and monitoring.

We are required to share information about our pupils with our Local Authority (LA and the Department for Education (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.


Who do we share this data with?

We routinely and/or occasionally share pupil information with:

  • The Local Authority (LA) (admissions and exclusions)

  • Department for Education (DfE)

  • Ofsted

  • NHS/Medical Practitioners

  • Capita SIMS



  • Social and Health Services

  • Other Schools/academies/MATs (during pupil transfers)

  • Any agencies involved with student/family

  • Police

  • Educational Learning platforms and providers

  • Examination boards

  • Work Experience Providers

  • Parent Pay

  • Educational Software Providers (GDPR Compliant)

  • Specilaist Tutors brought in by School as required


The school also uses various systems, such as assessment and reporting software, communication systems and curriculum software that may process pupil and family information. As the data controller the school will ensure that processors meet and uphold the required data protection standards. An up- to-date list of these third parties can be found on the school website.


What changes when Pupils are aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have 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


A parent or guardian can request that only their child’s name, address and date of birth is passed totheir local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 16.


What changes when Pupils are aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have 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:

  • post-16 education and training providers

  • youth support services

  • careers advisers

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


What is the National Pupil Database

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 storedin 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:


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-dfe



Parent and pupil rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information thatthe school holds about them. Parents/carers can make a request with respect to their child’s data.Parents also have 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 the school does hold information about you or your child, the school will:

  • give you a description of it

  • tell you why the school is holding and processing it, and how long it will be kept for

  • explain where the school got it from, if not from you

  • 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 subject access request please contact Julie Kendall, School Business Manager via the school office.

Parents/carers also have a legal right to access to their child’s educational record. To request access,please contact the school office.


Other rights regarding personal data

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

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

  • object to the use of your personal data for 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 Julie Kendall, School Business Manager via the school office.



We take any complaints about the collection and use of personal information very seriously. If you think that the collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about data processing, please raise this with the school in the first instance.

Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/


Where can you find out more information?

If you would like to find out more information about how we use and store your personal data, please click here to view our Data Protection Policy.

To find out more about the pupil information the school shares with the DfE, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.



If you would like to discuss anything in this privacy notice, please contact: Julie Kendall
Data Protection Officer