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Privacy Notice for Families and Pupils

At High Halden CEP School and Woodchurch CE Primary School, part of the Flourish Together Federation, we are committed to protecting your personal information. This notice explains what personal data we collect about you and your child, how we use it, who we may share it with, and how long we keep it. We are required to provide this information under data protection law (UK GDPR).

Who are we?

Both schools in the Flourish Together Federation are responsible for collecting and using personal information about pupils and families. When we do this, we are the "data controller" for the purposes of UK GDPR.

Our Data Protection Officer (DPO) is:

Satswana LTD

info@satswana.com

01252 516898

The Personal Information We Collect

In the course of providing education, care, and support, we collect the following information:

  • Personal identifiers and contacts (name, address, contact details, unique pupil number)

  • Characteristics (ethnicity, language, nationality)

  • Safeguarding information (court orders, professional involvement)

  • Free school meal eligibility

  • Special educational needs (needs and ranking)

  • Medical information (doctor’s details, allergies, health conditions, medication, dietary needs)

  • Attendance data (sessions attended, absences, reasons, previous schools)

  • Assessment and attainment (Key Stage results, phonics, progress data, post-16 destinations)

  • Behaviour and exclusions information

  • Images used for school purposes (e.g. photographs for learning records or displays – with consent)

We may also receive information from:

  • Previous schools

  • Kent County Council (KCC) teams and services (e.g. SEND, Early Help, Admissions, Free School Meals)

  • NHS services (e.g. school nurses, health professionals)

Why We Use Your Personal Information

We use pupil and family information to:

  • Support learning and monitor progress

  • Provide appropriate pastoral care and safeguarding

  • Moderate teacher assessments and measure outcomes

  • Track attendance and ensure no child is missing education

  • Support children with SEND or those at risk of exclusion

  • Manage admissions and transfers

  • Provide school meals and manage eligibility for Free School Meals

  • Record and report attainment to the Department for Education (DfE)

  • Arrange school trips, visits, and enrichment activities

  • Support careers guidance and post-16 transition planning

  • Improve our educational provision and ensure accountability

How Long We Keep Your Data

We keep pupil records securely from the date of birth until age 25, after which the information is archived or securely destroyed. Some records may need to be kept longer if required by law.

Legal Grounds for Processing

We collect and use information under:

  • Section 537A of the Education Act 1996

  • Section 83 of the Children Act 1989

  • The Education (Information About Individual Pupils) (England) Regulations 2013

  • Tasks carried out in the public interest, including safeguarding and education provision

When collecting special category data (such as health or ethnicity), we rely on reasons of substantial public interest, such as promoting equality of opportunity. Where we rely on consent (e.g. for photographs, apps, or trips), we will ask for this clearly.

Who We Share Information With

We may share information with:

  • Department for Education (DfE) and government agencies (statutory data collections such as school census)

  • Kent County Council (KCC) and its commissioned services (admissions, SEND, Free School Meals, Early Help)

  • NHS services (school nurses, health professionals)

  • Other schools and colleges (when pupils transfer or apply for new settings)

  • Moderation and assessment providers (e.g. end of Key Stage moderation)

  • The Education People (TEP), commissioned by KCC

  • Third-party apps and services (e.g. Class Dojo, payment systems) – only with parental consent and appropriate safeguards

  • Contracted providers (e.g. school photographers, catering providers)

  • Youth support services (for pupils aged 13+, in line with Section 507B of the Education Act 1996)

In addition, data is shared securely with the National Pupil Database (NPD), managed by the DfE, which supports research and national policy planning.

Your Rights Under UK GDPR

You and your child have the right to:

  • Know how we use your data and why

  • Request access to the information we hold (Subject Access Request)

  • Ask us to correct mistakes

  • Withdraw consent (where consent is the basis for processing)

  • Object to certain uses of your data

  • Request deletion of data in some circumstances

  • Make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled

More details can be found on the ICO website: https://ico.org.uk.

Keeping Your Information Secure

We take data security very seriously. Information is stored securely, and access is restricted to staff who need it for their work. We have systems in place to deal with any suspected data breaches, and we will notify you and the ICO if required.

Contact Us

If you have any questions about this Privacy Notice, or wish to exercise your rights, please contact:

High Halden CE Primary School and Woodchurch CE Primary School
 

For more information on how Kent County Council uses pupil data, visit: KCC Privacy Notice

For more information on how the Department for Education uses data, visit: