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Data Protection Policies and Documents

The following data protection policies can be found on the Policies and Documents page of this website:

  • Acceptable Use
  • Data Protection
  • Data Breach
  • Freedom of Information
  • Information Security
  • Protection of Children's Biometric Information

Parent consent form
A guide to your data rights


 At Fairlop Primary School we collect and hold personal information relating to our pupils when they are admitted to our school from the information you provide to us. We may also receive information from previous schools, local authorities and/or the Department for Education (DfE). We collect and use pupil information under section 537A of the Education Act 1966 and section 83 of the Children Act 1989. We also comply with Article 6(1) (c) and Article 9(2) (b) of the General Data Protection Regulation (GDPR).
Fairlop Primary School is the data controller of the information you provide to us.

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, unique pupil number and address, data relating to those with parental responsibility, including contact details)
  • 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
  • Relevant medical information
  • Special Education Needs information
  • Exclusions/behavioural 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 ensure children are kept safe and their medical needs are met
  • to communicate with parents

We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.
The lawful basis on which we use this information
We collect and use pupil information to:

  • Comply with a legal obligation
  • To perform an official task in the public interest
  • For reasons of public interest in the area of public health
  • ​Collecting pupil information

While the majority of information we collect about pupils is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection legislation, 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
We hold pupil data for as long as is necessary to provide our services. Some data we are required by legislation to hold for a period extending beyond the time your child attends the school. The information we hold is stored on computer and also on paper. These records are held securely until your child leaves Fairlop Primary School. Your child’s records will then be securely transferred to their new school. If you would like further information on retention guidelines please speak to the School Business Manager, Mrs. Laxhmi Solder.

Who we share pupil information with
We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us
  • our local authority
  • other local authorities (e.g. for non-Redbridge residents or if required for safeguarding)
  • the Department for Education (DfE)
  • examining bodies
  • health providers
  • educational software providers

Why we share pupil information

  • 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 our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information about Individual Pupils) (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.

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-collection-and-censuses-for-schools

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 https://www.gov.uk/government/publications/national-pupil-database-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: https://www.gov.uk/government/publications/national-pupil-database-requests-received .

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

Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information (Subject Access Request), contact Laxhmi Solder – School Business Manager / Data Protection Officer (London Borough of Redbridge) dataprotection.schools@redbridge.gov.uk
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 ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at:-


Further information

If you would like to discuss anything in this privacy notice, please contact:
Laxhmi Solder
School Business Manager
Fairlop Primary School
Colvin Gardens
Essex IG6 2LH
020 8500 3857

Email: admin.fairlop@redbridge.gov.uk