This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Who are we?
St Katherine’s School & Nursery collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is SPS DPO Services.
The personal information we collect and use
Information collected by us
In the course of providing education we collect the following personal information when you provide it to us:
We also obtain personal information from other sources as follows:
How we use your personal information
We use your personal information to:
How long your personal data will be kept
We will hold your personal information securely and retain it from the child/young person’s date of birth until they reach the age of 25, after which the information is archived or securely destroyed.
Reasons we can collect and use your personal information
We collect and use pupil information under section 537A of the Education Act 1996, section 83 of the Children Act 1989, and to carry out tasks in the public interest. If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment).
If there is processing or sharing that relies on your consent, we will make this clear to you and ensure we seek your consent.
Who we share your personal information with
We will share personal information with law enforcement or other authorities if required by applicable law.
We are required to share information about our pupils with KCC and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
The National Pupil Database (NPD)
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 studies commissioned by the DfE. 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.
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:
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:
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.
Under the GDPR you have rights which you can exercise free of charge which allow you to:
Depending on our reason for using your information you may also be entitled to:
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise a right, please contact SPS DPO Services on firstname.lastname@example.org or write to them at
SPS DPO Services, ISystems Integration, Devonshire House, 29-31 Elmfield Road, Bromley, Kent BR1 1LT
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Who to Contact and Where to go for Further Information
Please contact SPS DPO Services on email@example.com or write to them at SPS DOP Services, ISystems Integration, Devonshire House, 29-31 Elmfield Road, Bromley, Kent BR1 1LT to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
If you would like to get a copy of the information about you that KCC shares with the DfE or post-16 providers or how they use your information, please contact the Information Resilience and Transparency Team at firstname.lastname@example.org.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.
For further information visit https://www.kent.gov.uk/about-the-council/about-the-website/privacy-statement
For further information about how the Department for Education uses your information:
To find out more about the pupil information we share with the DfE, 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-pupil-database-user-guide-and-supporting-information.
For more information about the DfE’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: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe