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Round Diamond

Primary School

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Data Protection

Privacy Notices:                                                                                         

General Data Protection Regulations: How we use pupil information


We, Round Diamond School, collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE).


This information will include:

  • Personal identifiers and contacts (such as name, unique pupil number, address and contact details)
  • Personal characteristics (such as their ethnicity, language, free school meal eligibility)
  • Special educational needs (including the needs and ranking)
  • Medical and administration (such as doctors’ information, child health, allergies, medication and dietary requirements)
  • Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • Assessment and attainment (such as KS1, KS2 and phonics results and any relevant results)
  • Behavioural information (such as exclusion information and any relevant alternative provision put in place)


Your assistance in ensuring that this information is always up to date is appreciated.


We collect and use this personal data to:

  • support our pupils’ learning
  • monitor and report on their progress
  • to provide appropriate pastoral care
  • to keep children safe (food allergies or emergency contact details)
  • assess the quality of our services
  • to meet the statutory duties placed on us by the Department for Education


We collect pupil data via the registration forms that you complete when your child joins the school.

We also update data following your instructions as requested. Statutory data is also received from a previous school at time of transfer but will be amended if this differs from the information you provide. When you child leaves this school a CTF file which only contains the statutory data will be sent electronically and securely to the new school.

Pupil data is essential for the schools’ operational use. While most of the pupil information you provide to us is mandatory, some of it may be requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide this information or if you have a choice in this and what you need to do if you do not want to share this information with us.


We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so.

Under GDPR, 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

  • Mrs Gee in the School Office


We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time. This version was last updated September 2022.


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 Commissioners Office at


We routinely share pupil information with:

  • schools that the pupils attend after leaving us
  • our local authority
  • the Department for Education (DfE)


Limited information may also be shared with the school nurse team to help co-ordinate health checks or with your consent to discuss specific issues.

This sharing is by electronic secure transfer through approved channels and will not overwrite any information you have already given to a new school. Any specific information for pupils with SEN or helpful education records and/or child protection records will be passed to the receiving school (or to HCC or another county or country) as appropriate. All other paper records are shredded.

Electronic data for pupils with SEN or safeguarding information is retained until the end of the academic year after their 25th birthday.  Electronic data for pupils with an EHCP (Education & Health Care Plan) is retained until the end of the academic year after their 32nd birthday.

In general, pupil data is retained for 5 years to support the inspection cycle but all special category data as defined by Article 9 is automatically removed from their record as soon as they leave.

A yearly sweep of the system is carried out each year to maintain these standards.


Incident records (for example, a medical incident that needed outside attendance) are archived annually and the whole file will be retained until the youngest child becomes 18.


For more information on our other safeguarding policies please visit our website


Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing pupil information is Section 537A of the Education Act 1996 and section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013. Each term we are required to complete a School Census. This information is shared with our Local Authority (LA) and the Department of Education (DfE). This data sharing underpins school funding and educational attainment policy and monitoring.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework. Our approved Management Information System (MIS) is regularly updated and controlled to ensure that only appropriate information is shared. Not all of the pupil information is processed each time and details of this process can be found on the following website .


We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under the Schools Admission Code, including conducting Fair Access Panels.


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 of 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 and you can find out more about how the NPD and DfE use and share their data by visiting the following sites: publications/dfe-external-data-shares


Data Protection Officer


A Data Protection Officer is responsible for overseeing data protection within the School. If you have any questions in this regard, our officer can be contacted using the details below.


Data Protection Officer: Darren Tant
Address: Ivy Cottage, Rosemary Avenue, EN20SX
Telephone: 020 3972 4600

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Round Diamond Primary School is part of Ivy Learning Trust, a charitable company limited by guarantee and registered in England and Wales with company number 10874173. The registered office is at Ivy Cottage, Rosemary Avenue, Enfield, EN2 0SP