Queensway Primary School General Data Protection Regulation (GDPR)  Privacy Notice 

We need to hold personal information about your child on our computer system and in paper records to help us with their educational needs.  Please help to keep your child's records up to date by informing us of any change of circumstances or contact details.
Data Sharing
This notice will provide information regarding how, why, and when we process personal data in compliance with the relevant data protection regulation and laws which came into place on 25th May 2018.
The categories of pupil information that we collect, hold and share include:
  • personal information (such as name, unique pupil number and address)
  • contact information (such as home address, telephone number and e-mail address)
  • characteristics (such as ethnicity, language, nationality, country of birth, and free meal eligibility)
  • attendance information (such as sessions attended, number of absences and absence reasons)
  • assessment information
  • relevant medical information
  • Special Educational Needs information
  • behavioural information
  • photographs

Collecting Pupil Information 

Whilst the majority of pupil information provided to us is mandatory, some of it is provided to us on a voluntary basis.  In order to comply with GDPR, we will inform parents/carers whether they are required to provide certain pupil information to us, or if there is a choice in this.
Why do we collect and use pupil information?
We collect and use pupil information under Section 537A of the Education Act 1996.
We use the pupil data to:
  • support pupil learning
  • monitor and report on pupil progress
  • provide appropriate pastoral care
  • assess the quality of our services
  • comply with the law regarding data sharing

With whom do we share pupil information? 

Much of school life is governed by legal obligations to supply information to organisations such as:
  • Department for Education (DfE)
  • Local Authority (LA)
  • HMRC

We may also have to disclose information to third parties, such as:

  • Courts
  • Disclosure and Barring Services (DBS)
  • Police, when legally obliged to do so
  • NHS - School Nurse

 We may also share information with other bodies, such as:

  • colleagues working at Queensway Primary School (appropriately limited for relevance)
  • schools that pupils attend after leaving us
  • alternative providers of education whilst pupils are on roll with us and attending alternative provision for all of part of the week
  • ParentMail - online payments for dinners, trips, etc
  • Connect UP - ICT support and provider of all data backups

Why we share pupil information 

We share pupils' data with the 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 Leeds City Council and the DfE under section 3 of the Education (Information About Individual Pupil)(England) Regulations 2013.
We do not share information about our pupils with anyone without consent, unless the law and our policies allow us to do so.
Storing pupil data
We are required to hold pupil's data for the length of time the pupil attends school.  This information is then transferred by Common Transfer File (CTF) to the next school.  A retention of pupil information is kept on file and disposed of in an appropriate manner when deemed necessary.
The National Pupil Database (NPD) and Data Collection Requirements
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 allows this in the Education (Information About Individual Pupil)(England) Regulations 2013.
The NPD is owned and managed by the DfE and contains information about pupils in schools in England.  It provides invaluable evidence on educational performance to inform independent research, as well as commissioned studies.  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.
To find out more about the pupil information we share with the DfE for the purpose of data collections, go to  
The DfE 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 DfE 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
  • 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 DfE's data sharing process, please visit:  
For information about which organisations the DfE has provided pupil information, and for which project, please visit the following website:
To contact the DfE, please visit
What decisions can you make about your information
From May 2018 data protection legislation gives you several rights regarding your information.  Some of these are new rights, whilst others build on your existing rights.
You can ask what information we hold about you be provided with a copy.  Sometimes we are not able to share all the information.  Just ask the school for a Subject Access Form:
  • if information is incorrect you can ask us to correct it
  • you can ask us to delete certain information we hold
  • you can ask us to send you, or other organisations, certain types of information about your format that can be read by computer - this does not apply to pupil records as these are transferred by CTF.

If you have any concerns about the way we are collecting or using your personal data, you should raise your concern with school in the first instance, or directly to the Information Commissioner's Office at or by following our complaints policy, which you can download from our school website.

Privacy Notice - PupilsPrivacy Notice - Pupils Privacy Notice - Pupils
Privacy Notice - School Visitors.pdf .pdf
Privacy Notice - Governors.pdf .pdf
privacy_notice_school_trips_qps.pdf .pdf
Privacy Notice - Job Applicants.pdf .pdf
subject_access_request_form.pdf .pdf
subject_access_request_procedure.pdf .pdf