Privacy Notice – how the school uses pupil information


The categories of pupil information that we process are

The categories of personal information that we process include the following:

  • Personal identifiers and contacts – e.g. name, unique pupil number, contact details and address
  • Characteristics – e.g. ethnicity, language and eligibility for free school meals
  • Safeguarding information – e.g. court orders and professional involvement
  • Special educational needs and disabilities (SEND) information – e.g. any needs the pupil has
  • Medical and administration – e.g. doctors information, your health, allergies, medication and dietary requirements
  • Attendance – e.g. sessions attended, number of absences, reasons for absences and any previous schools the pupil has attended
  • Assessment and attainment – e.g. any relevant test and exam results
  • Behavioural information – e.g. exclusions and any relevant alternative provision put in place
  • Trips and activities, catering and free school meal management, and identity authentication


Why we collect and use pupil information

We collect and use pupil information for the following reasons:

  • To support pupil learning
  • To monitor and report on pupil attainment progress
  • To provide appropriate pastoral care
  • To assess the quality of our services
  • To keep pupils safe (medical needs, allergies, emergency contact details)
  • To meet legal duties placed on us by the government

We collect and use pupil information under the Data Protection Act 1988 (DPA) and “Article 6” and “Article 9” of the General Data Protection Regulation (GDPR).



How do we collect pupil information

We collect your personal information via the following methods:

  • Registration forms / Annual information forms
  • Common Transfer File (CTF) from your previous school
  • Child protection plans

Pupil data is essential for the schools’ operational use.  Whilst the majority of information you provide to us is mandatory, some of it is requested on a voluntary basis. We will inform you at the point of collection whether you are required to provide certain information to us or if you have a choice.


How we keep pupil information secure


We have safeguards in place to protect your information which include things like using secure email, training staff and having processes in place to make sure we only collect the information we need and that it is kept only for as long as necessary

Who we share pupil information with

We routinely share your information with:

  • Schools that the pupils attend after leaving us
  • Our Local Authority
  • The Department for Education (DfE)
  • NHS services
  • Ofsted
  • RC Federation


Why we share pupil information

We do not share information about you with anyone without your 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.

Department for Education (DfE)

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under:


All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.


For more information, please go to https://www.gov.uk/education/datacollection-and-censuses-for-schools.


How does the government uses your data

The National Pupil Database (NPD)

The NPD is owned and managed by the DfE and contains information about pupils in schools in England – it provides evidence on educational performance to inform independent research as well as studies commissioned by the DfE.

Information on the NPD is held in an electronic format and it is securely collected from a range of sources, including schools, LAs and awarding bodies.

You can find out more about the NPD by following this link: https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.


Requesting access to your personal data


You have specific rights to the processing of your data, these are the right to:

  • Request access to the information the school holds about you.
  • Object to the processing of your information 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.
  • Seek compensation, either through the ICO or the courts.

You're legally entitled to request and receive a copy of any information that we hold about you. We'll seek to comply with your request, but there may be some situations where it will not be able to do this in full, for example, where information we hold was given in confidence.  If you want to receive a copy of the information about you that we hold, please contact the school.

school office by ringing 0161 643 7132 or emailing office@stthomasmorerc.rochdale.sch.uk

You have the right to request that we cease processing your personal data and where possible, we'll seek to comply with your request but there may be some situations when we're not legally able to do this. 


We try to ensure that any personal data we hold about you is correct, but there may be situations where the information we hold is no longer accurate. If this is the case, please contact the school so that any errors can be investigated and corrected.

If you are concerned about the way we are collecting or using your information, please raise your concern with the school office in the first instance. You can also contact the ICO at https://ico.org.uk/concerns/.




If you would like to discuss anything in this Privacy Notice, please contact the school office.



click on link below to see staff privacy notice

Privacy Notice School Workforce