GDPR Policy Notice


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) SEN and Medical information.When you register online for services provided by any of the Organisations using our website, we may on their behalf collect the following personal information from you:
  • Name; and
  • postal address, email address, telephone number

When making a booking for a class,we may on their behalf collect information about you and the child(ren) you make a booking for including, but not limited to:

  • Name, date of birth, gender, school
  • Emergency contact information,
  • Medical conditions,
  • Doctors details,
  • Dietary requirements and food allergies,
  • Behavioural problems
  • Special Educational Needs (SEN)

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 under the Education Act 1996 – this information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools

Under Article 6 and Article 9 from the GDPR 25 May 2018 – where data processed is special category data.


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 up to 3 years

After 3 years, any information on a student will be disposed ( permanently deleted from computer files / hard paper copies shredded)

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

  • our local authority(only if required under safeguarding conditions)
  • outside agencies that support children’s learning particularly for children with SEN and medical needs (however you will always be informed of this and proved consent on a case by case basis).

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

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 the Head Teacher
You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • outside agencies that support children’s learning particularly for children with SEN and medical needs (however you will always be informed of this and proved consent on a case by case basis).
  • 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 https://ico.org.uk/concerns/


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

Safrina Saran (Head Teacher) on 07843 620046
©2018 by SMILE 4 kids