Privacy Policy Notice

Calder Valley Steiner School

Privacy Policy Notice


Why we collect, share and hold pupil information

The EU General Data Protection Regulation 2016/679 (GDPR) takes effect on May 25 2018

Why do we collect and use children’s and parents information?  We collect and use information under the Education Act 1996.

In particular article 6 and 9 of the GDPR

Article 6 GDPR

Processing is necessary for compliance with a legal duty to which the controller is subjected

Article 9 GDPR

For substantial public interest on a legal basis

For further information

 Collecting pupil information

Whilst the majority of the information parents provide to us (about their children) 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 you whether you are required to provide certain information to us, or if you have a choice in this.

Storing pupil data

We hold the children’s data until they reach 25 years of age.

Information is stored in a locked cabinet/s

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

Personal information (such as name and address)

Any relevant medical information

Special educational needs

Exclusions and behavioural information

Assessment information

Characteristics (such as ethnicity, language, nationality, country of birth)

Attendance information (such as sessions attended, number of absences and absence reasons)

We use the Children’s data we collect:

To support your child’s learning

To monitor and report on your child’s progress

To provide appropriate pastoral care for your child as circumstances dictate

To assess the quality of our services

To comply with the law regarding data sharing

Who do we share pupil information with?

We routinely share the children’s information with:

School/Nurseries that the pupil’s attend after leaving us

Calderdale local authority

The Department for Education (DfE)

Why we share pupil information

We do not share information about our children with anyone without consent unless the law and our policies allow us to do so. We are required to share safeguarding information with Calderdale LA and any Schools/Nurseries the child moves on to.

We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information about Individual Pupils) (England) Regulations 2013.

The School/Kindergarten must also comply with an additional condition where it processes special categories of personal information. These special categories are as follows: personal information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic information, biometric information, health information, and information about sex life or orientation.

Voluntary information 

There are areas within the school we will always ask your separate consent for, i.e. photos for media and publicity purposes.

The categories of parent information we hold:

Personal information such as name and address

Contact information – phone numbers and email

Relevant information regarding parental responsibility

Contact details for further individuals who may be emergency contacts


Further information

Substantial public interest

The processing is necessary for reasons of substantial public interest.

Vital interests:

To protect the vital interests of any person where that person cannot give consent, for example, if they are seriously hurt and are unconscious.

Legal claims:

The processing is necessary for the establishment, exercise or defence of legal claims. This allows us to share information with our legal advisors and insurers.

Medical purposes

This includes medical treatment and the management of healthcare services.

We may ask for your consent to use your information in certain ways. If we ask for your consent to use your personal information you can take back this consent at any time. Any use of your information before you withdraw your consent remains valid.

Requesting access to your personal data

Under data protection legislation, parents 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, contact the School Manager in writing.

You 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; and

Claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with the School Manager in the first instance or directly to the Information Commissioner’s Office at

Our legal grounds for using your information

This section contains information about the legal basis that we are relying on when handling your information.

Legitimate interests

This means that the processing is necessary for legitimate interests except where the processing is unfair to you. The School/Kindergarten relies on legitimate interests for most of the ways in which it uses your information.

Specifically, the School/Kindergarten has a legitimate interest in:

Providing educational services to your child;

Safeguarding and promoting the welfare of your child (and other children);

Promoting the objects and interests of the School/Kindergarten. This includes fundraising. It also includes making sure that we are able to enforce our rights against you, for example, so that we can contact you if unpaid School/Kindergarten fees are due

Facilitating the efficient operation of the School/Kindergarten

Ensuring that all relevant legal and regulatory obligations of the School/Kindergarten are complied with.

In addition your personal information may be processed for the legitimate interests of others. For example another School/Nursery will have a legitimate interest in knowing if you have not paid School/Nursery fees that are due to us.

If you object to us using your information where we are relying on our legitimate interests as explained above please speak to the Data Protection officer/School Manager


Necessary for a contract

We will need to use your information in order to perform our obligations under our contract with you. For example, we need your name and contact details so that we can update you on your child’s progress and so that we can contact you if there is a concern.

Any names and numbers you provide for other emergency contacts

If you provide us with anyone other than parental information, persons whom may be additional emergency contacts, i.e. grandparents, it is your responsibility to ensure you have their permission to share their contact information.

 Legal obligation

Where the School/Kindergarten needs to use your information in order to comply with a legal obligation, for example to report a concern to Children’s Services. We may also have to disclose your information to third parties such as the courts, the local authority or the police where legally obliged to do so.

Vital interests

For example, to prevent someone from being seriously harmed or killed.

Public interest

The School/Kindergarten considers that it is acting in the public interest when providing education.

Please contact us if you have any questions or queries.

Contact details:

01422 882071

Data Protection officer – Kate Lunn (School Manager)