Data Protection

Organisations with which we share data

The information on this page expands on the Privacy Notice issued to parents and provides further information about the processing of our pupils’ personal data by those other organisations with whom we are required to share information with by law.

We are permitted to process the personal data about our pupils – this processing is managed by ‘The Praxis Trust’ who are the “Data Protection Officer” in this respect for the purposes of GDPR /the Data Protection Act 1998. For additional information please follow the link below;

Hollinsclough Data Protection-GDPR Policy 2018

We process this data to: 

Support our Pupils’ teaching and learning; Monitor and report on their progress; Provide appropriate pastoral care and assess how well our academy as a whole is performing

This information includes contact details, national curriculum assessment results, attendance information, characteristics such as ethnic group, special educational needs and any relevant medical information. 

From time to time our academy is required to pass on some of this data to local authorities (LAs), the Department for Education (DfE), and to agencies that are prescribed by law, such as Ofsted and Primary Care Trusts (PCT).  All of these are data controllers in their own right for the information they receive. The data must only be used for specific purposes allowed by law.

Our Local Authority (LA) Staffordshire County Council is also permitted by law to use information about the children at our academy for whom it provides services to, and to enable it to carry out specific functions for which they are responsible for, such as the assessment of any special educational needs (SEN) a child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools / academies 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.

Additional information can be found using the link below;

or by post from

Information Governance Unit, Staffordshire County Council, Staffordshire Place c/o Wedgwood Building – Block A, Tipping Street Stafford, ST16 2LR.

Ofsted is also permitted to use information about the progress and performance of pupils to help inspectors evaluate the work of our academy, to assist in our self-evaluation, and as part of an Ofsted inspection assessment of the effectiveness of education initiatives and policy within.  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.

Additional information relating to the use of pupil data can be found via the official Ofsted website;   

or by post to;

Data Protection Officer, Aviation House, 125 Kingsway, London WC2B 6SE

Our local NHS Trusts 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.

Youth Support Services – For pupils aged 13 years and over, the school is legally required to pass on certain information to the provider of Youth Support services in their area. This is the local authority support service for young people aged 13 to 19 in England. The school must provide the name and address of the pupil and their parents and any further information relevant to the support services’ role. In addition, the date of birth of the pupil is supplied.

Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) be passed to the youth support services provider. This right transfers to the pupil on their 16th birthday. Pupils and / or parents will need to inform the school if this is what they wish. Online information, advice and support on a range of issues affecting young people can be found on the DirectGov Young People page at: with access to trained helpline advisers, via SMS text message, telephone, webchat and email. 

The Department for Education (DfE) 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 DfE 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.

The DfE will also provide Ofsted with pupil data for use during 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 DfE 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 DfE 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, DfE, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT

Pupils, as data subjects, have certain rights under the Data Protection Act, including a general right of access to personal data held on them, with parents exercising this right on their behalf if they are too young to do so themselves. If you wish to access the personal data held about you / your child, please contact the relevant organisation in writing.