GDPR Privacy Policy Pupil


Date CreatedDate 1st Review DueDate ReviewedVersionNext Review Due
February 2023February 2024  1 
February 20242February 2025


  1. Pupil Information – what information is being collected/processed about them (in detail)
  2. Rights of the Pupil (Data Subject)
  3. Purpose – why the data is collected
  4. Lawful basis – justification for collecting and holding the data (where applicable)
  5. Sharing – who/which organisations’ data is shared with and why
  6. Storing – how the data is stored and how long for, and how security is ensured
  7. Access – how to exercise their right of access to data (SAR)
  8. Other Rights – how to exercise any other rights, such as restricting certain types of processing (for example biometric data) or to rectify data
  9. Contact – who to contact for queries

1. Pupil Information

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, unique pupil number contact details and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Other categories (such as assessment information, relevant medical information, (including COVID 19 test consent and vaccination record) and special educational needs information, exclusions / behavioural information, post 16 learning information, pupil premium recipient, care status, background information)
  • Images for website, newsletters, reports, marketing materials, social media platforms.


CCTV is operated throughout the outside of Egham Park School premises, in the interests for public/ employee safety. Please note CCTV is NOT installed inside the school premises, only public spaces, and the School Reception has a monitor in the school office to check the CCTV footage during school hours

2. Rights of Data Subject

The Data Subject (The Pupil) has the following rights:

  • the right to be informed.
  • the right of access.
  • the right to rectification.
  • the right to erasure (some of these rights are not going to apply due to other conditions set out in the Lawful Basis Section).
  • the right to restrict processing.
  • the right to data portability.
  • the right to object.
  • rights in relation to automated decision making and profiling.

3. Purpose – Why we collect and use this information

Whilst the majority of pupil information provided 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 pupils whether they are required to provide certain information to us or if they have a choice in this.

We use the pupil data:

  • to support pupil learning.
  • to monitor and report on pupil progress.
  • to provide appropriate pastoral care.
  • to assess the quality of our services.
  • to comply with the law regarding data sharing.

4. Lawful Basis

The lawful basis on which we collect and use pupil information uses Article 6 1a and Article 9 from the new GDPR laws as guidelines.

5. Sharing – Who we share pupil information with and why

We routinely share pupil information with HM Government agencies including:

  • Local authorities -admissions, invoicing, transport, social care, annual review meetings.
  • The Department for Education (DfE) – OFSTED inspections, census.
  • Work experience placements – possible employees.
  • School / College pupils attend after Egham Park School- possible college placements
  • NHS – immunisation, CAMHS, speech and language therapists.
  • Exam boards – exam entries, and results.
  • Specialist practitioners – experts on pedagogical and therapeutic care.
  • Other government agencies required to assist in pupil care – e.g. CAMHS etc.

We do not share information about our pupils with anyone without consent unless the law requires us to do so.

6. Storing Pupil Data

Pupil data is stored in our school system.  These systems are GDPR compliant. Data that is not yet entered into either of our systems e.g. pupils not yet on our roll, are kept in a locked cupboard in the school office. For the length of time Egham Park School will hold pupil data, please refer to Data Retention Policy.

7. Requesting access to your personal data – Subject Access Request (SAR)

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 personal information, or be given access to a pupils’ educational record, contact and staff will then endeavour to help pupils and parents/carers access their data.

8. Other Rights

Pupils, Parents and Carers 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; (NOTE: the right to erasure – whilst the pupil attends Egham Park School, there may be data that we would not erase if requested if it would hamper our ability to perform our public task).
  • claim compensation for damages caused by a breach of the Data Protection regulations.

9. Contact

If you would like to discuss anything in this privacy notice, please contact