Privacy Notice

Hartismere Family of Schools


Woods Loke Primary School

(How we use student information)


Woods Loke Community Primary School

Butley Drive

Oulton Broad


NR32 3EB


The categories of student information that we may 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)

  • Assessment information

  • Parental communication tools

  • Relevant medical information

  • School photographs

  • Special educational needs/ Pastoral information

  • Behaviour monitoring information

  • Information for school trips

This list is not exhaustive.


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


The lawful basis on which we use this information

We collect and use student information under the following lawful bases for processing set out in Article 6 and Article 9 of the General Data Protection Regulation (GDPR):

Public task: A school is considered to be a public body and it is in the public interest that we provide an education for children. The majority of daily tasks are carried out under this provision, however there may be exceptional circumstances in which a ‘reasonable person’ may expect a school to ask them for consent to process their personal data. In this case, the individual will be notified and consent will be requested.

Consent: Consent will be required under exceptional circumstances where the processing of data does not fall under any other lawful basis. Under this provision consent must be:

  • freely given

  • state the exact purpose for processing data

  • provided using a clear, affirmative action

  • provided separately to agreement to any other terms and conditions


Consent can be withdrawn at any time, at which processing of the data will be halted immediately. If you would like to withdraw consent, please contact O Sparks (data protection lead) through the details provided at the end of this document.

Necessary to protect the vital interests of a data subject or another person: This applies in critical situations where there is no time to obtain consent, for example an accident or incident which requires urgent medical treatment.

Necessary for the performance of a contract with a data subject: This applies to situations where there is a legal contract between the data subject and the school which requires the processing of personal data.

Necessary for compliance with a legal obligation: This applies to situations where there is a legal obligation to pass on data to third parties, for example the personal data of school staff to HMRC for tax purposes.



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 Regulation, 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 following retention periods. For further information on retention periods for student data including admissions and trip information, or for information on retention periods for parent or staff data, please contact O Sparks through the details provided at the end of this document.

Who we share student information with

We routinely share student information with:


  • schools that the students attend after leaving us

  • our local authority

  • safeguarding authorities

  • the Hartismere Trust

  • the Department for Education (DfE)

  • schools information management systems

  • behaviour and achievement management

  • exam boards (SATS)

  • assessment management systems

  • library hosting system

  • online homework platforms

  • catering contractors

  • trip companies

  • school nurse

  • referral forms for outside agencies

  • official school photographers

    This list is not exhaustive.


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 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


For more information about services for young people, please visit our local authority website.

The National Pupil 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 Pupils) (England) Regulations 2013.

To find out more about the NPD, 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 or collect a Subject Access Request (SAR) form from the school reception.


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 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


If you would like to discuss anything in this privacy notice, please contact O Sparks (data protection lead) at Woods Loke Primary School through the following contact details:


By post:                      Woods Loke Primary School

                                    Butley Drive

                                    Oulton Broad


                                    NR32 3EB

By telephone:              01502 561234

By email: