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Great Ponton School Privacy Statement

This privacy statement sets out how Great Ponton School uses and protects any information that you give Great Ponton School. It relates to information about children and parents as well as staff.

Great Ponton School is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Statement.

For the remainder of this document, Great Ponton School will be referred to as ‘we’.


What information do we collect?

We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, external agencies that may be supporting the child and/or family, the local authority and/or the Department for Education (DfE).

The information will include contact details, national curriculum assessment results, attendance information, any exclusion information, previous school name and where they go after they leave Great Ponton School. We also receive information on personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information.

What do we use this information for?

We use this personal information to:

  • Support our pupils’ learning
  • Monitor and report on their progress
  • Provide appropriate pastoral support
  • Ensure we comply with all statutory safeguarding and Health and Safety guidelines.
  • Comply with statutory DfE tasks, such as those relating to census and SATs tests.
  • Assess the quality of our services


What information do we collect?

We collect and hold personal information relating to staff employment; to assist in the smooth running of the school and/or enable individuals to be paid. This personal data includes some or all of the following identifiers such as; name, National Insurance Number, address, qualifications, employment contract details, and DBS number. We also store information related to staff appraisal and continuous professional development.

What do we use this information for?

The collection of this information will benefit the individual staff members, the school and national and local users by:

  • Contributing to local and national school workforce data
  • Enabling a comprehensive picture of the workforce and how it is deployed
  • Enabling a high standard of staff development
  • Informing the development of recruitment and retention policies
  • Allowing better financial modelling and planning
  • Enabling ethnicity and disability monitoring
  • Ensure we comply with all statutory safeguarding and Health and Safety guidelines.
  • Comply with statutory DfE tasks, such as those relating to census.


How do we protect your personal information?

We adhere to the UK Data Protection Acts (1998) and we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. We hold an asset register, which details what data is collected, who has access to it, how it is securely stored and for how long. We work hard to ensure we follow all data protection guidance, to keep your personal information safe.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find useful or interesting. If we intend to transfer your information outside the EEA (European Economic Area), we will obtain your consent first.

We are required, by law, to pass certain information about our pupils and our staff to our Local Authority (LA) and the Department for Education (DfE). Decisions on whether the LA or DfE release this personal data to third parties are subject to a robust approval process and are 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 level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit:

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit:

If you need more information about how our local authority and/or DfE collect and use your information, please visit:

Working with third party agencies

We work with several third-party agencies. Where this is in agreement with the school, a specific contract will have been set up which will include details regarding data protection. Some, however, require parents / adults to give their own consent. We ask that you read and understand the ’Privacy Policy’/’Terms and Conditions’ prior to using their facilities. These documents will govern your rights and obligations when using the third party.

May I see the information you hold about me?

You may request details of the personal information which we hold about you, under the Data Protection Act 1998. A small fee may be payable for photocopying. Please ask at the school if you wish to see the information. However, please note that we may request proof of identity before we are able to disclose sensitive information to you.

If you believe that any information we are holding about you is incorrect or incomplete, please write, email, phone or come into school to let us know, so we can correct the information as promptly as possible.