Fair Processing Notice - Layer Two

Dear Parent/Carer

Fair Processing Notice – Full Version

As a parent/carer you have a legal right under the Data Protection Act to know what information schools and others hold about you and your child(ren) and this Fair Processing Notice (FPN) is designed to do this. This notice goes into detail about the organisations with whom data is shared what they use if for and with whom they may share that data as well under the Data Protection Act. A reduced version of this notice is also available for parents/carers.

If you have any comments, queries or concerns about any data aspects, the addresses to which you need to write are given below.

Schools hold and process information on pupils in order to support their teaching and learning, to monitor and report on their progress, to provide appropriate pastoral care and to assess how well the school as a whole is doing. This information includes contact details, national curriculum assessment results, attendance information, characteristics such as ethnic group, special educational needs and any relevant medical information.

This data may only be used or passed on for specific purposes allowed by law. From time to time the school is required to pass on some of this data to local authorities, the Department for Children, Schools and Families (DCSF), and to agencies that are prescribed by law, such as the Qualifications and Curriculum Authority (QCA), Ofsted, the Learning and Skills Council (LSC), the Department of Health (DH), Primary Care Trusts (PCT). For secondary schools additional organisations include those that require access to data in the Learner Registration System as part of the MIAP (Managing Information Across Partners) programme and Connexions. The governing body of a maintained school in England is also required by law to supply basic information to ContactPoint. This includes the name and address of the child, contact details for the parents or carers (with parental responsibility) and the contact details of the school. ContactPoint is a directory that will help people who work with children and young people to quickly find out who else is working with the same child, making it easier to deliver more coordinated support.

The Local Authority (LA) uses information about children for whom it provides services to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual children cannot be identified from them. The LA is also required to maintain the accuracy of the information held on ContactPoint about children and young people in their area. The LA has an information sharing protocol with the PCT and will share information in accordance with that protocol.


Data Protection Officer - Jane Corrin, Wirral Council, Finance Department, Municipal Building, Cleveland Street, Birkenhead, Wirral, CH41 6BU;

The Secretary of State, acting through the Department for Children, School and Families (DCSF), collects information on individual children who are looked after by Local Authorities and will commence collection of information on individual children in need from April 2009. Local Authorities are required to collect this information during the 2008-09 financial year, starting on 1 April 2008 for children looked after and on 1 October 2008 for children in need. The intention is that local authorities will supply the information to the Secretary of State after the end of the financial year. The data collection on children who are looked after by Local Authorities is known as the SSDA903 return and the data collection on children in need will be known as the Children in Need (CIN) Census.

This notice informs children over the age of 12 and their parents/carers, and the parents/carers of children under the age of 12, whose data are included in the SSDA903 return and the CIN census, about the identity of the person who processes the data and uses to which the data will be put. The data that will be collected will vary with each collection but will include personal characteristics and the details of services provided to the individuals involved. The name of the child will not be included in the returns, but where the child has a Unique Pupil Number (UPN) the UPN will be collected in each return. Collection of the UPN enables DCSF to extract education information from the national pupil database held by DCSF and to add it to the information in the returns submitted by local authorities. Although the national pupil database also contains the name of the child, DCSF does not use the child’s name in processing or analysing the information in the returns or the composite data. Neither does DCSF use the identifiable information to take any action in relation to individual children nor are individual children identified in any reports.

A complete list of data items in SSDA903 and CIN can be found here (for CIN see CIN Census 2008-09 Guidance Notes)


A written copy can be obtained on request from: The Data Development Unit, Data Services Group, Department for Children, School and Families, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT.

The Qualifications and Curriculum Authority (QCA) uses information about pupils to administer the national curriculum assessments portfolio throughout Key Stages 1 to 3. This includes both assessments required by statute and those that are optional. The results of these are passed on to DCSF to compile statistics on trends and patterns in levels of achievement. The QCA uses the information to evaluate the effectiveness of the national curriculum and the associated assessment arrangements, and to ensure that these are continually improved.


Data Protection Officer, QCA, 83 Piccadilly, LONDON, W1J 8QA.

Ofsted uses information about the progress and performance of pupils to help inspectors evaluate the work of schools, to assist schools in their self-evaluation, and as part of Ofsted’s assessment of the effectiveness of education initiatives and policy. Ofsted also uses information about the views of children and young people, to inform children’s services inspections in local authority areas. Inspection reports do not identify individual pupils.


Data Protection Officer, Alexandra House, 33 Kingsway, London WC2B 6SE.

The Learning and Skills Council (LSC) uses information about pupils for statistical purposes, to evaluate and develop education policy and monitor the performance of the education service as a whole . The statistics (including those based on information provided by the QCA) are used in such a way that individual pupils cannot be identified from them. On occasion information may be shared with other Government departments or agencies strictly for statistical or research purposes only. The LSC or its partners may wish to contact learners from time to time about courses, or learning opportunities relevant to them.


Data Protection Officer, Cheylesmore House, Quinton Road, Coventry, Warwickshire CV1 2WT.

The Learner Registration System (LRS) (secondary schools only). The Learning and Skills Council (LSC) also administers the Managing Information Across Partners (MIAP) Programme on behalf of the MIAP membership and is responsible for the development and operation of the Learner Registration Service (LRS) and also the creation of a learner record. For pupils of 14 years and over and for pupils registering for post-14 qualifications, the school will pass on certain identification information to the LRS to create and maintain a unique learner number (ULN), and achievement information to the MIAP Service to create and maintain a learner record. The Learner Registration Service will enable organisations allowed by law and detailed at:


To access the ULN and contain it in their systems, thereby saving individuals having to supply the same information repeatedly to different organisations. Details of how an individual may opt-out of sharing achievement data in their learner record with those organisations can be found at Data Protection Officer, Cheylesmore House, Quinton Road, Coventry, Warwickshire CV1 2WT

Primary Care Trusts (PCT) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the PCTs to maintain details of pupils’ names for this purpose for a period designated by the Department of Health following the weighing and measuring process. PCTs may also provide individual schools and LAs with aggregate information on pupils’ height and weight. The LA will share known children data with the PCT to enable the production of more accurate forward planning statistics. The LA will share information on its pupils and parents to the PCT to enable them to carry out dental and other surveys in the most effective fashion and to maintain the accuracy of the PCT databases. Any such surveys will still require the consent of you as parent for the survey to be under taken for your child(ren). Wirral PCT, Admin Building, St Catherine’s Hospital, Church Road, Birkenhead, Wirral, CH42 0LQ.


The Department of Health (DH) uses aggregate information (at school year group level) about pupils' height and weight for research and statistical purposes, to inform, influence and improve health policy and to monitor the performance of the health service as a whole. The DH will base performance management discussions with Strategic Health Authorities on aggregate information about pupils attending schools in the PCT areas to help focus local resources and deliver the Public Service Agreement target to halt the year on year rise in obesity among children under 11 by 2010, in the context of a broader strategy to tackle obesity in the population as a whole. The Department of Health will also provide aggregate PCT level data to the Healthcare Commission for performance assessment of the health service.


Data Protection Officer at Skipton House, 80 London Road, London SE1 6LH.

The Department for Children, Schools and Families (DCSF) uses information about pupils for research and statistical purposes, to inform, influence and improve education policy and to monitor the performance of the education service as a whole. The DCSF will feed back to LAs and schools information about their pupils for a variety of purposes that will include data checking exercises, use in self-evaluation analyses and where information is missing because it was not passed on by a former school. DCSF, with the participation of LAs, operates the database known as ContactPoint. ContactPoint is an online directory available to authorised staff who need it to do their jobs. It is designed to allow practitioners to find out who else is working with the child or young person, making it easier to deliver more coordinated support. Schools are under a statutory duty to pass onto ContactPoint certain information. This consists of basic information about the child or young person, the contact details of the school and the contact address and telephone numbers for the parents or carers, with parental responsibility of the child or young person. For information relating to ContactPoint please see:


The DCSF will also provide Ofsted with pupil data for use in school inspection. Where relevant, pupil information may also be shared with post 16 learning institutions to minimise the administrative burden on application for a course and to aid the preparation of learning plans. Pupil information may be matched with other data sources that the Department holds in order to model and monitor pupils’ educational progression; and to provide comprehensive information back to LAs and learning institutions to support their day to day business. The DCSF may also use contact details from these sources to obtain samples for statistical surveys: these surveys may be carried out by research agencies working under contract to the Department and participation in such surveys is usually voluntary. The Department may also match data from these sources to data obtained from statistical surveys.

Pupil data may also be shared with other Government Departments and Agencies (including the Office for National Statistics) for statistical or research purposes only. In all these cases the matching will require that individualised data is used in the processing operation, but that data will not be processed in such a way that it supports measures or decisions relating to particular individuals or identifies individuals in any results. This data sharing will be approved and controlled by the Department’s Chief Statistician. The DCSF may also disclose individual pupil information to independent researchers into the educational achievements of pupils who have a legitimate need for it for their research, but each case will be determined on its merits and subject to the approval of the Department’s Chief Statistician.


Data Protection Officer, DCSF, Sanctuary Buildings, Great Smith Street, London, SW1Y 3BT.

Connexions (for secondary school pupils only). For pupils of 13 years and over, the school is legally required to pass on certain information to Connexions services providers on request. Connexions is the government's support service for all young people aged 13 to 19 in England. This information includes the name and address of the pupil and parent, and any further information relevant to the Connexions services’ role. However parents, or the pupils themselves if aged 16 or over, can ask that no information beyond name and address (for pupil and parent) be passed on to Connexions. If as a parent, or as a pupil aged 16 or over, you wish to opt-out and do not want Connexions to receive from the school information beyond name and address, then please contact the school. The LA and DCSF may supply to Connexions services providers information which they have about children, but will not pass on any information they have received from the school if parents (or the children themselves if aged 16 or over) have notified the school that Connexions should not receive information beyond name and address.

Pupils, as data subjects, have certain rights under the Data Protection Act, including a general right to be given access to personal data held about them by any data controller. The presumption is that by the age of 12 a child has sufficient maturity to understand their rights and to make an access request themselves if they wish. A parent would normally be expected to make a request on a child’s behalf if the child is younger. If you wish to access your personal data, or that of your child, then please contact us at the school, the LA or the relevant organisation in writing.