Bingley Grammar School

Privacy Notice/Fair Processing Notice

How we use pupil information

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, relevant medical information, special educational needs information, exclusions / behavioural information, post 16 learning 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

The lawful basis on which we use this information

We collect and use pupil information in compliance with Article 6 (1) of the General Data Protection Regulations (GDPR).

We will seek to use data in the following order:

Lawful Purpose 6(1)



Compliance, processing data that is required by law,


Vital Interest, processing data that is required to keep pupils safe and healthy


Public Interest, processing data that is required to be done by a school, e.g. assessment


Contractual, processing data that is required in order to provide a service,


Legitimate Interest, processing data that is incidental to other actions.


Consent, processing data that you have willingly provided,


The school also processes ‘special categories of personal data’ including: race, ethnic origin, religious or philosophical beliefs, data concerning health, data concerning a natural person’s sex life or sexual orientation. Pursuant to Article 9 of the GDPR.

You provide information about your child’s: race, ethnic origin, religious or philosophical beliefs by consent (9.2.a), you may ask the school to remove this information. If you provide this information, we are required to provide it to the Secretary of State (9.2.j). We will share this information with others, such as software providers, to support educational progress, and monitor the progress of various groups (but not religion / philosophical beliefs) of pupils.

Information provided by you about your health is shared by consent (9.2.a). However, the school may have a vital (and possibly public) interest in processing and/or further this information (9.2.i). You can correct information you have provided. If this information refers to a special education need, we may share this with others, such as software providers, to support educational progress, and monitor the progress of various groups of pupils.

Information provided by you about your sex life or sexual orientation, which may include information about pregnancy. We may share this information, for the purposes of child protection to the Local Authority (Social Services), the Police and other bodies as provided for by law (9.2.f and 9.2.g).

The relevant legislation allowing schools to process and share information include, but not limited to:

The Education Act 2011, The Apprenticeships, Skills, Children and Learning Act 2009, The Education & Skills Act 2008, The Children Act 2004, The Education Act 2002, The School Standards and & Framework Act 1998, The Education Act 1996, The Children Act 1989

Other legislation including secondary legislation, and subsequent legislation, may require the school to share information about pupils and their parents / carers.

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.

Storing pupil data

We hold pupil data for 25 years from the date of birth, however, we may retain details of academic achievement for statistical and research purposes.

Who we share pupil information with

We routinely share (and receive) pupil information with:

  • schools that the pupil’s attend after leaving us
  • our local authority
  • the Secretary of State (for the time being in the form of the Department for Education)
  • our academy trust
  • the NHS, including the school nursing and immunisation services
  • the police
  • the Learning Records Service
  • software providers for the provision of services such as: Microsoft (Free Office Software and alternative Student Email provider), Google (Student Email and Apps)
  • software providers for the analysis of pupil progress such as: Alkemygold (ALPS), SISRA,
  • External education support providers such as: Durham University, The Brilliant Club.
  • We may share personal data (pupil and parent/carer) with organisations to support the administration and operation of the school. For example parent communication, online booking and payment systems.
  • Information about pupils, in aggregate, under the Freedom of Information Act.

Why we share pupil information

We do not share information about our pupils with anyone unless the law, our policies or your consent 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 our local authority (LA) and the Department for Education (DfE) under section 3 (section 5 if we become an academy) 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

Youth support services

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 or 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.

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.

Data known to be wrong

The school will process data and correct data supplied to it that it knows to be wrong, e.g. an incorrect postcode, medical practice name, or telephone number of a contact you have supplied that is, otherwise, known to us.

Data from other sources

The school may be provided and may source data from other bodies, we will process your information with this data, such as the National Pupil Database, the NHS (e.g. your NHS number) the Learning Records Service, you will usually have the right to request to see this data we hold.

Once the pupil leaves the school

The school will maintain your academic data after the standard destruction time, to allow academic references to be provided in the future. You will receive further information about this at the end of Key Stage 4 and Key Stage 5, or upon leaving the school, whichever is sooner.

Collecting Medical Data during the current covid-19 pandemic

Due to the current covid-19 pandemic, we may need to ask for data, including medical data, that you have not previously supplied. This data will be collected for, and on behalf of the School to allow appropriate decisions to be made regarding assessing ability to return to school and ensure that appropriate measures are put in place to allow for this safe return.

We additionally may need to collect data about individuals that you reside with in order to factor in appropriate considerations for their wellbeing.

All data collected by us will be processed in accordance with our retention, destruction, data protection and data security policies. For further information these can be found on the School’s website or by requesting this information from reception.

The legal bases for using your data in these circumstances will be either (a) with your consent, (b) where it is necessary to process this data for the ‘vital interests’ of yourself or another person, (c) for the reasons of substantial public interest, (d) where it is necessary to assess the working capacity of an employee or (e) where is it in the interests of public health.

In the current pandemic, we may need to share select data with others. This can be with the NHS and emergency services, public authorities as well as other stakeholders. This will only be done where it is necessary and proportionate for us to do so.

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

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: 

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

To contact DfE: 

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Mrs Karen Thompson, 01274 807700 | email:  

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 request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact:

Mr James Vasey, 01274 807700 | email:

Bingley Grammar School, is registered Data Controller for the purposes of the Data Protection Act (Registration Number: ZA049887).

Click here to see a list of software used in school and how we share student data >>

Data Protection Officer

The Data Protection Officer is responsible for overseeing data protection within the School so if you do have any questions in this regard, please do contact them on the information below:-

Data Protection Officer: Craig Stilwell
Company: Judicium Consulting Ltd
Address: 72 Cannon Street, London, EC4N 6AE
Tel: 0203 326 9174