The Holy Trinity Church of England Secondary School

Privacy Notice - Data Protection Act

 Data Protection Act 1998: How we use student information

We collect and hold personal information relating to our students and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to: 

  • support our students’ learning
  • monitor and report on their progress
  • provide appropriate pastoral care; and
  • assess the quality of our services

This information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have, as well as relevant medical information. For students enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about their learning or qualifications.

Once our students reach the age of 13, the law requires us to pass on certain information to West Sussex County Council’s Young People’s Service, who have responsibilities in relation to the education or training of 13-19 year olds. We may also share certain personal data, relating to children aged 16 and over, with post-16 education and training provider in order to secure appropriate services for them. A parent/guardian can request that only their child’s name, address and date of birth be passed to West Sussex County Council’s Young People’s Service, by informing Mrs Farr- our Data Manager. This right is transferred to the child once he/she reaches the age of 16. For more information about services for young people, please go to our local authority website https://www.westsussex.gov.uk/

Information relating to some students in Year 11 may also be shared with the West Sussex County Council Careers Adviser.

We will not give information about our students to anyone without your consent, unless the law and our policies allow us to do so. If you want to receive a copy of the information about your son/daughter that we hold, please contact the appropriate Director of Learning.

We are required, by law, to pass certain information about our students to our local authority (LA) and the Department for Education (DfE).

DfE may also share student level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.

Decisions on whether DfE releases 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 student 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: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

 For information as to which third party organisations (and for which project) student level data has been provided, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

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

 Or