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South Farnborough Junior School

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Privacy Notice & Data Protection

South Farnborough Junior School

Privacy Notice

(How we use personal information)


JANUARY 2022 (Reviewed annually)


Why do we collect and use personal information?


We, South Farnborough Junior School, are the Data Controller for the purposes of data protection law. This Privacy Notice explains how we collect, store and use personal information.


  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services and how well our school is doing
  • Statistical forecasting and planning
  • to comply with the law regarding data sharing
  • to deliver our Safeguarding functions
  • support our responsibilities for the provision of health and well-being, including improving health and reducing inequalities
  • fulfil any statutory responsibilities, legislative duties, duty of care or conditions of grants


The categories of personal 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) and exclusions
  • Assessment information
  • Modes of travel
  • Relevant medical, Dietary, Special Educational Needs, Welfare and Behavioural Information


Our Legal Basis for Using this Data

We hold pupil data and use it for a variety of reasons including: -

  • Admissions and Exclusions
  • To assess performance and support teaching and learning.
  • For safeguarding and monitoring
  • To manage internal policy and procedure and inform school based decisions
  • For legal and regulatory purposes
  • To monitor use of School systems
  • For security purposes

The UK General Data Protection Regulation (UK GDPR) allows us to collect and use pupil information with consent of the data subject, where we are complying with a legal requirement, where processing is neces-sary to protect the vital interests of a data subject or another person and where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. When the personal information is Special Category Information we may rely on processing

being in the substantial public interest in addition to consent of the data subject and the vital interests of the data subject or another.

Our requirement for this data and our legal basis for processing this data includes the Education Act 1996, 2002 and 2011, The Children’s Act 1989 and 2004, Education and Skills Act 2008, Schools Standards and Framework Act 1998 and the Equalities Act 2010.


Collecting personal information

Whilst the majority of personal information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the UK GDPR, we will inform you whether you are required to provide certain personal information to us or if you have a choice in this. Where we are using your personal information only on the basis of your permission you may ask us to stop processing this personal information at any time.


Storing personal data

The School keep information about pupils on computer systems and sometimes on paper.

Except as required by law, the School only retains information about pupils for as long as necessary in accordance with timeframes imposed by law and our internal policy.

We hold pupil data in accordance with the Hampshire County Council Retention Schedule. Further details can be provided on request.


Who do we share pupil information with?

We routinely share pupil information with:

  • Schools that the pupil’s attended before joining us and attend after leaving us
  • Our Local Authority
  • The Department for Education (DfE)
  • NHS
  • School Nurse Team/Counselling Service
  • School Photographer
  • Emergency Services
  • Extended School Providers, Swimming Schools, Bikeability Providers
  • Selected Curriculum Providers
  • Exam Boards
  • Residential Trip Providers
  • External Clubs


Why we share pupil information

We do not share personal information with anyone without consent unless the law and our policies 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 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


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 pupil information we share with the department, for the purpose of data collections, go to


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:



Privacy Notice Addendum Re: Collecting Medical Data during the pandemic


1.1 The law on protecting personally identifiable information, known as the General Data Protection Regulation (GDPR), allows South Farnborough Junior School (SFJS) to use the personal information collected from staff/parents/carers and pupils. This includes special category data such as medical data.


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


1.3 SFJS, additionally may need to collect data about individuals that they reside within order to factor in appropriate considerations for their wellbeing.


1.4 All data collected by SFJS will be processed in accordance with our retention, destruction, data protection and data security policies. 


1.5 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.


1.6 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.


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, please contact our Data Protection Officer:


Judicium Consulting Ltd

72 Cannon Street

London EC4N 6AE



Telephone: 0203 326 9174


You also have the right, subject to some limitations 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, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at



If you would like to discuss anything in this privacy notice, please contact our Data Protection Officer:


Judicium Consulting Ltd

72 Cannon Street

London EC4N 6AE


Telephone: 0203 326 9174

Data Protection Policy

School Details

School Address

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