Privacy Policy

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Privacy Notice (How we use pupil information)
Tudhoe Learning Trust as an organisation seek to ensure that personal data is collected, processed and retained in line with the Data Protection Act 1998, General Data Protection Regulation 2018 and their own Policy. The Trust will seek consent for the collection of personal data which will be relevant, clear and up front. We will hold data that we need securely, be clear about why we need it and with whom we may share it. Whilst every effort will be made to ensure that no data breach occurs in the event that it does breaches will be dealt with swiftly, transparently and robustly to ensure there is no repeat. Our stakeholders can expect a high standard of service from us in respect of data protection.

The categories of pupil information that we collect, hold and share include:
 Personal information (such as name, unique pupil number and address)
 Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
 Attendance information (such as sessions attended, number of absences and absence reasons)
 Assessment information
 Health and medical conditions information
 Relevant SEND information

Why we collect and use this information
We use the pupil data:
 to support pupil learning
 to monitor and report on 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 and protected

The lawful basis on which we use this information We collect and use pupil information in order to meet our obligation in respect of the follow lawful bases: Consent: the individual has given clear consent for you to process their personal data for a specific purpose. Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations). Vital interests: the processing is necessary to protect someone’s life. Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)

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.

Storing pupil data Data Protection Acts requires that personal data is retained for no longer than is necessary for the purpose or purposes for which it is obtained. Furthermore, data collected for one purpose will not be retained once that purpose expires. We normally hold pupil data until the pupil leaves our school unless there is a reason we might need to retain certain information for long for example where there are safeguarding or child protection issues for which we may be required to appear in court. When a pupil transfers to another school the information we hold about them will be transferred to their new setting in its entirety. For more information about pupil data retention please refer to our Records Retention Schedule.

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)
 Tudhoe Learning Trust
 School health professionals such as the nursing team
 Educational Psychology
 Speech and Language therapists
 SEND colleagues
 Multi Agency Safeguarding Hub / Families First / First Contact
 Peripatetic teaching organisations and coaches

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 data sharing 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
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  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:

To contact DfE:

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’s educational record, contact Tudhoe Learning Trust at

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
 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 raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at

If you would like to discuss anything in this privacy notice, please contact: The Data Protection Officer, Tudhoe Learning Trust,

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