East Anglian Trust

Privacy Policy

Privacy Policy

All academies within the Trust will adhere to the following

Privacy Notice

The East Anglian Schools Trust includes:

Bungay High School  PDF icon  Data Protection and Handling Policy
Farlingaye High School PDF icon  Data Protection GDPR Policy
Kesgrave High School  PDF icon  Privacy of Pupil Data


Pupil Data:

Privacy Notice  - How do we use pupil information

Why do we collect and use pupil information?

We collect and use pupil information under article 6 of the General Data Protection Regulations. We will collect and process personal data in a lawful and transparent way as set out in the policy below.

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

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 from both internal and external assessments
  • Medical information relevant to the well being of pupils in our care
  • SEND information that is required in order to support the learning of our pupils
  • Behavioural / exclusion information
  • Post 16 learning information such as learning hours

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. We will ask you to check the data that we hold on an annual basis. If information such as address changes during the school year we will expect parents / carers to inform us as soon as is convenient and we will amend our record accordingly.

Storing pupil data

We hold pupil data for date of birth plus 25 years. 

Who do we share pupil information with?

We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us
  • other places where the pupil is receiving education such as colleges or home tuition
  • our local authority
  • the Department for Education (DfE)
  • support services where the sharing of data is in the best interests of the pupil

Aged 14+ qualifications

For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications

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 https://www.gov.uk/education/data-collectionand-censuses-for-schools.

Youth support services:

What is different about pupils 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 / guardian can request that only their child’s name, address and date of birth is passed to their 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.  

Our pupils 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. 

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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.  

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupildatabase-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:  https://www.gov.uk/data-protection-how-we-collect-and-share-research-data   

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:


To contact DfE: https://www.gov.uk/contact-dfe


What are your rights over your personal data?

You have the right to: 

  • Request access to the personal data we hold about you, free of charge in most cases. This is known as a Subject Access Request. To help you exercise this right we provide a form on our website. Hard copies of the form can be requested from the school reception. We ask that SARs are made using the form so that we can ensure that we provide the information requested however subject access requests can also be made verbally or by letter or email.
  • The correction of your personal data when incorrect, out of date or incomplete.
  • Require the school to delete or stop processing your data, for example where the data is no longer necessary for the purpose of processing.
  • Object to the processing of your data where the school is relying on its legitimate interests as the legal ground for processing.
  • Withdraw consent. Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

If we are not able to action your request we will explain to you the reasons why.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/


If you would like to discuss anything in this privacy notice, please contact your child’s school in the first instance.