Privacy Notice

Why we collect and use student information


We collect and use student information under Article 6 (To fulfil our legal obligation under the Education Act 1996 and the performance of our public task) and Article 9 (processing of special category data) of the General Data Protection Regulations.   More information can be found in the census guide documents on the following website]

Why we collect and use this information


We use the student data:

  • to support student learning
  • to monitor and report on student progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to comply with the law regarding data sharing
  • to provide independent careers advice
  • to prevent and detect crime and aid student safety
  • to contact named persons in an emergency
  • to communicate with parents/carers through email or text message systems
  • to communicate items relating to school or The Friends of Sandon School.

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


  • Personal information (such as name, unique student number, photograph, address including email address of parents/ carers)
  • 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)
  • Medical Information (where provided by a parent/ carer)
  • Assessment Information (such as examination or test results and results from marked work)
  • Post 16 learning information (such as courses taken)
  • Special Education Needs information (such as reasons for support needed)
  • Behaviour Information (such as targets, sanctions or exclusions)
  • Careers information (such as intended destinations on leaving school)
  • Biometric information (for use in our catering payments system)


Collecting student information

Whilst the majority of student 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 Regulations, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.

Storing student data


We hold Student data for the time period recommended by the Records Management Society which for information held on our Management Information System is the date of birth of the student plus 25 years. Some information will be less as recommended.

Who we share student information with


We routinely share student information with:

  • Schools that the student’s attend after leaving us
  • Essex County Council
  • the Department for Education (DfE)
  • Directions, our independent careers advice service
  • NHS, to enable vaccination programme and to access mental health services such as EWMHS
  • London Grid for Learning to provide an email service for students.


Why we share student information


We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.   We share students’ 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 students with the (DfE) under regulation 5 of The Education (Information about Individual Students) (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

What is different about students aged 13+?


Once our students reach the age of 13, we also pass student 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/ carer 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 / student once he/she reaches the age 16.

Our students aged 16+


We will also share certain information about students 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 Student Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about students 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 students 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 Students) (England) Regulations 2013.   To find out more about the student information we share with the department, for the purposes of data collections, please go to

To find out more about the NPD, please go to

The department may share information about our students 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 student 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 student 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 students 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 Bayley, Business Manager.

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 any concerns about the way we are collecting or using your personal data, please contact Mrs Bayley, Business Manager.  



If you would like to discuss anything in this privacy notice, please contact, Mrs Bayley, Business Manager.