Burton Hathow Privacy Notice – Pupil and Parent Information
Burton Hathow Preparatory School is the Data Controller for the personal information we process. Burton Hathow Preparatory School is committed to protecting the privacy and security of the personal information we hold. This Privacy Notice explains how and why we collect, use, store and share personal information about our pupils and their parents or carers.
The categories of pupil information that we process include:
- personal identifiers and contacts (such as name, unique pupil number, contact details and address)
- characteristics (such as ethnicity, language, and free school meal eligibility)
- safeguarding information (such as court orders and professional involvement)
- special educational needs (including the needs and ranking)
- medical and administration (such as doctor’s information, child health, dental 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 phonics results, post 16 courses enrolled for and any relevant results)
- Photograph and social media permissions
- behavioural information (such as exclusions and any relevant alternative provision put in place)
- catering and food options
- trips and activity registers
Why we collect and use pupil information
| Purpose for processing personal information | Examples of personal information used | Lawful basis (UK GDPR) |
| To provide education and support pupils’ learning | Personal details, assessment information, attendance, behaviour, SEND information | Article 6(1)(f) – Legitimate interests; Article 9(2)(g) – Substantial public interest (where special category data is processed) |
| To safeguard and promote pupils’ welfare | Safeguarding records, medical information, welfare concerns, professional reports | Article 6(1)(c) – Legal obligation; Article 6(1)(f) – Legitimate interests; Article 9(2)(g) – Substantial public interest |
| To meet health and safety responsibilities | Medical conditions, allergies, dietary requirements, emergency contacts | Article 6(1)(c) – Legal obligation; Article 6(1)(d) – Vital interests; Article 9(2)(h) – Health or social care |
| To administer admissions, enrolment and school records | Contact details, previous school information, identity information | Article 6(1)(b) – Contract; Article 6(1)(f) – Legitimate interests |
| To communicate with parents and carers | Contact information, correspondence, emergency contacts | Article 6(1)(b) – Contract; Article 6(1)(f) – Legitimate interests |
| To monitor attendance, behaviour and academic progress | Attendance, assessment data, behaviour records | Article 6(1)(f) – Legitimate interests |
| To comply with legal and regulatory obligations | Census returns, statutory reporting, safeguarding referrals | Article 6(1)(c) – Legal obligation |
| To arrange educational visits, sporting fixtures and enrichment activities | Medical information, emergency contacts, dietary requirements | Article 6(1)(f) – Legitimate interests; Article 9(2)(g) – Substantial public interest; Article 9(2)(h) – Health or social care (where applicable) |
| To administer school trips, transport and residential visits | Passport details (where required), medical information, emergency contacts | Article 6(1)(b) – Contract; Article 6(1)(f) – Legitimate interests |
| To provide pastoral care, counselling and SEND support | SEND records, pastoral notes, wellbeing information | Article 6(1)(f) – Legitimate interests; Article 9(2)(g) – Substantial public interest |
| To manage school finances and billing | Parent contact details, billing information, payment records | Article 6(1)(b) – Contract; Article 6(1)(c) – Legal obligation |
| To maintain school security | CCTV images, visitor records, signing-in information | Article 6(1)(f) – Legitimate interests |
| To monitor the safe use of school IT systems | Internet usage, filtering and monitoring records, email logs | Article 6(1)(f) – Legitimate interests; Article 6(1)(c) – Legal obligation (where safeguarding applies) |
| To celebrate and promote school life | Photographs, videos and examples of pupils’ work | Article 6(1)(a) – Consent (where consent is required); Article 6(1)(f) – Legitimate interests (for internal educational use) |
| To maintain alumni relationships and development activities | Contact details after pupils leave the school | Article 6(1)(f) – Legitimate interests |
Collecting pupil information
We collect pupil information via admission and registration forms, information provided by parents and carers, previous schools, local authorities, healthcare professionals and other agencies where appropriate, as well as through the pupil’s ongoing education and participation in school life.
Pupil data is essential to the school’s operation. Whilst most of the personal information we collect is required, some information is provided voluntarily. Where this is the case, we will explain whether you are required to provide the information and the consequences of choosing not to do so.
Storing pupil data
We store pupil personal data securely and only for as long as is necessary to fulfil the purposes for which it was collected, including to meet our educational, safeguarding and legal obligations. Retention periods are determined in accordance with the school’s Data Retention Policy and applicable legislation. When personal data is no longer required, it is securely deleted or destroyed in line with our records management procedures.
We have appropriate technical and organisational security measures in place to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
Who we share pupil information with
We routinely share pupil information with:
- schools pupils attend after leaving Burton Hathow
- local authorities
- Department for Education (DfE)
- NHS
- Studybugs (management information system provider)
- CPOMS (safeguarding management system)
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.
Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR.
Department for Education (DfE)
The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections.
All data is transferred securely and held by the Department for Education (DfE) under a combination of software and hardware controls, which meet the current government security policy framework.
For more information, please see ‘How Government uses your data’ section.
For privacy information on the data the Department for Education collects and uses, please see : https://www.gov.uk/government/publications/privacy-information-early-years-foundation-stage-to-key-stage-3
Requesting access to your personal data
The UK GDPR gives parents and pupils certain rights about how their information is collected and used. To make a request for your personal information, or be given access to your child’s educational record, contact our Office Manager, Victoria Williams, at info@burtonhathow.co.uk or at our address Burton Hathow Preparatory School, Odder Farm, Saxilby, Lincoln, LN1 2BB
You also have the following rights:
- the right to be informed about the collection and use of your personal data – this is called ’right to be informed’.
- the right to ask us for copies of your personal information we have about you – this is called ’right of access’, this is also known as a subject access request (SAR), data subject access request or right of access request.
- the right to ask us to change any information you think is not accurate or complete – this is called ‘right to rectification’.
- the right to ask us to delete your personal information – this is called ‘right to erasure’
- the right to ask us to stop using your information – this is called ‘right to restriction of processing’.
- the ‘right to object to processing’ of your information, in certain circumstances
- rights in relation to automated decision making and profiling.
- the right to withdraw consent at any time (where relevant).
- the right to complain to the Information Commissioner if you feel we have not used your information in the right way.
There are legitimate reasons why we may refuse your information rights request, which depends on why we are processing it. For example, some rights will not apply:
- right to erasure does not apply when the lawful basis for processing is legal obligation or public task.
- right to portability does not apply when the lawful basis for processing is legal obligation, vital interests, public task or legitimate interests.
- right to object does not apply when the lawful basis for processing is contract, legal obligation or vital interests. And if the lawful basis is consent, you don’t haven’t the right to object, but you have the right to withdraw consent.
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 Commissioner’s Office at raise a concern with ICO.
For further information on how to request access to personal information held centrally by the Department for Education (DfE), please see the ‘How Government uses your data’ section of this notice.
Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting our Office Manager, Victoria Williams, at info@burtonhathow.co.uk or at our address Burton Hathow Preparatory School, Odder Farm, Saxilby, Lincoln, LN1 2BB
Last updated
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 on 3/8/2026
Contact
If you would like to discuss anything in this privacy notice, please contact:Victoria Williams at info@burtonhathow.co.uk
How Government uses your data
The pupil data that we lawfully share with the Department for Education (DfE) through data collections:
- underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
- informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
- supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)
Data collection requirements
To find out more about the data collection requirements placed on us by the Department for Education (DfE) (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education (DfE) and contains information about pupils in schools in England. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
The data in the NPD is provided as part of the operation of the education system and is used for research and statistical purposes to improve, and promote, the education and well-being of children in England.
The evidence and data provide DfE, education providers, Parliament and the wider public with a clear picture of how the education and children’s services sectors are working in order to better target, and evaluate, policy interventions to help ensure all children are kept safe from harm and receive the best possible education.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-npd-privacy-notice/national-pupil-database-npd-privacy-notice
Sharing by the Department for Education (DfE)
DfE will only share pupils’ personal data where it is lawful, secure and ethical to do so. Where these conditions are met, the law allows the Department for Education (DfE) to share pupils’ personal data with certain third parties, including:
- schools and local authorities
- researchers
- organisations connected with promoting the education or wellbeing of children in England
- other government departments and agencies
- organisations fighting or identifying crime
For more information about the Department for Education’s (DfE) NPD data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
Organisations fighting or identifying crime may use their legal powers to contact the Department for Education (DfE) to request access to individual level information relevant to detecting that crime.
For information about which organisations the Department for Education (DfE) has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares
How to find out what personal information the Department for Education (DfE) holds about you
Under the terms of the UK GDPR, you are entitled to ask the Department for Education (DfE):
- if they are processing your personal data
- for a description of the data they hold about you
- the reasons they’re holding it and any recipient it may be disclosed to
- for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department for Education (DfE), you should make a ‘subject access request’. See the guide for details: https://www.gov.uk/government/publications/requesting-your-personal-information/requesting-your-personal-information#your-rights
Further information on what personal information the Department for Education (DfE) holds about you published in the privacy notices for early years foundation stage to key stage 3.
https://www.gov.uk/government/publications/privacy-information-early-years-foundation-stage-to-key-stage-3
To contact the Department for Education (DfE): https://www.gov.uk/contact-dfe
To contact DfE: https://www.gov.uk/contact-dfe