Privacy Notice for Students & Parents/Carers

This policy is presented in HTML to support accessibility needs and to work across multiple platforms. A full PDF copy is also available below.


How we use your personal data

Kingsmead Academy needs to use data on pupils in order to be able to keep you safe and deliver the best education possible. Only essential data is held, and we always follow the law when we collect use, store, and share your data.

You have a legal right to be informed about how our school uses any personal information that we hold about you. This privacy notice explains how we collect, store, and use personal data about you.

Kingsmead Academy is the ‘data controller’ for the purposes of data protection law.

Our Data Protection Lead is Rob Trowbridge (Director of Finance & Operations)
Our Data Protection Officer (DPO) is Amy Brittan (see ‘Contact’ below).


The personal data we hold about you

We hold some personal information about you to make sure we can help you learn and look after you when you attend our school.

For the same reasons, we get information about you from some other places too – like other schools, the local council and the government.

This information includes but is not limited to:

  • Your contact details
  • Assessments of your work
  • Your attendance records
  • Your characteristics, like your ethnic background or any special educational needs
  • Any medical conditions you have
  • Details of any behaviour issues or exclusions
  • Photographs
  • Details of where you go when you leave us at 16
  • CCTV footage
  • Biometric Data (from your thumbprint) where consent has been given


The personal data we hold about your parents/carers

We hold some personal information about your parent/carers to make sure we can help you learn and look after you at school.

  • Contact details
  • We may also hold some information about your parents if you have a safeguarding folder


Why we use this data

We use this data to help run the school including to:

  • Get in touch with you and your parents when we need to
  • Check how you’re doing in all subjects and work out whether you or your teachers need any extra help
  • Provide remote learning opportunities during periods of lockdown
  • Track how well the school is performing
  • Look after your wellbeing



Our legal basis for using this data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing your information are:

  • we need to comply with the law (Article 6(1)(c) of UK GDPR)
  • we need to use it to carry out a task in the public interest (in order to provide you with an education) (Article 6(1)(e) of UK GDPR)


Sometimes, we may also use your personal information where:

  • You, or your parents/carers have given us permission to use it in a certain way (Article 6(1)(a) of UK GDPR)
  • We need to protect your interests (or someone else’s interest) e.g., in a life-or-death situation (Article 6(1)(d) of UK GDPR)


We may also collect and use information about your health or other protected characteristics such as your religion or ethnicity.  These are special categories of personal information, and we will only collect and use it when it is necessary for public health, e.g., protecting against serious threats to health. The legal basis here is Article 9(2)(i) of UK GDPR.

Public Health England also has special permission from the Secretary of State for Health and Social Care to use personally identifiable information without your permission where this is in the public interest. This is known as ‘Section 251’ approval and includes the use of the information collected by NHS Test and Trace to help protect the public from coronavirus. The part of the law that applies here is Section 251 of the National Health Service Act 2006 and the associated Health Service (Control of Patient Information) Regulations 2002.

Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission and explain how to go about withdrawing consent.

Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.


Collecting this information

While in most cases you, or your parents/carers, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data. We will always tell you if it’s optional. If you must provide the data, we will explain what might happen if you don’t.



Data sharing

We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so.

Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

Who we share with Why we share
Our local authority and other safeguarding partners To meet our legal duties to share certain information with it, such as concerns about pupils’ safety and exclusions
The Department for


We have to do this by law. This data sharing underpins school funding, educational policy and funding
Your family and representatives To ensure that they know how you are doing and to protect your welfare
Other schools after you leave We will transfer your pupil record, which consists of basic information, assessment data, any educational support, and any safeguarding records. We may share some information in advance if it will enable your next school to provide effective and timely support
Police forces, courts, tribunals and security services As we are required to by law
Educators and examining bodies


To ensure that you are entered for exams and your results are recorded
School Auditors and Legal advisors To ensure we are complying with all relevant legislations and duty of care obligations
Health and social welfare organisations Such as the school nurse and the Education Welfare Officer to help look after your health and wellbeing
ParentPay So that you can pay for meals, trips resources and activities.
Providers of electronic learning resources To allow you to use their resources in class and at home
Microsoft 365 A suite of online tools that can be used by the school which includes Outlook, Word, PowerPoint, Excel and Teams.


Youth Support Services (over 13)

Once you reach the age of 13, we are legally required to pass on certain information about you to Somerset County Council youth support services, as it has legal responsibilities regarding the education or training of 13-19-year-olds.

This information enables it to provide youth support services, post-16 education and training services, and careers advisers.

Your parents/carers, or you once you’re 16, can contact our data protection officer to ask us to only pass your name, address and date of birth to Somerset County Council youth support services




International transfers of personal data

We have audited where we store all the personal data processed in the school and by third party services. If a third-party service stores data in the EU or US, we have ensured that safeguards such as standard contractual clauses are in place to allow the safe flow of data to and from the school.


Your rights

How to access personal information we hold about you

You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, Your parents may make this request on your behalf. If we think you are able to understand your rights and what they mean, we may ask your permission before providing information to your parents.


If we do hold information about you, we will:

  • Give you a description of it
  • Tell you why we are holding and using it, and how long we will keep it for
  • Explain where we got it from, if not from you or your parents
  • Tell you who it has been, or will be, shared with

You may also ask us to send your personal information to another organisation electronically in certain circumstances. If you want to make a request, please contact our data protection officer (see ‘Contact’).


Your other rights over your data

You have other rights over how your personal data is used and kept safe, including the right to:

  • say that you don’t want it to be used if this would cause, or is causing, harm or distress
  • stop it being used to send you marketing materials
  • say that you don’t want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)
  • have it corrected, deleted or destroyed if it is wrong, or restrict our use of it
  • claim compensation if the data protection rules are broken and this harms you in some way

let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)

You may also ask us to send your personal information to another organisation electronically in certain circumstances.  If you want to make a request, please contact our Data Protection Officer (see ‘Contact’).



We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we’ve done something wrong.

You can make a complaint at any time by contacting our data protection officer.

You can also complain to the Information Commissioner’s Office in one of the following ways:

  • Report a concern online at
  • Call 0303 123 1113

Write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF



If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: or our Data Protection Lead:

Appendix 1: How Government uses your data

The pupil data that we lawfully share with the Department for Education (DfE) through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example
  • how certain subject choices go on to affect education or earnings beyond school)


Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education (DfE) (for example; via the school census) go to


The National Pupil Database (NPD)

Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD).

The NPD is owned and managed by the Department for Education (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 Department for Education (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.

To find out more about the NPD, go to


Sharing by the Department for Education

The law allows the Department for Education (DfE) to share pupils’ personal data with certain third parties, including:

  • schools and local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other government departments and agencies
  • organisations fighting or identifying crime

For more information about the Department for Education’s (DfE) NPD data sharing process, please visit:


Organisations fighting or identifying crime may use their legal powers to contact the Department for Education (DfE) to request access to individual level information relevant to detecting that crime.

For information about which organisations the Department for Education (DfE) has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website:


The second issue of the Kingsmead Newsletter is now available. A packed edition with staff and student news, fundraising, events and sporting successes. All in an easy-to-read flip book, no need to download!

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