Privacy Notice

Information about pupils in schools, alternative provision,
pupil referral units and children in early years settings

St. Hild’s Church of England School gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

We process personal information relating to our pupils and may receive information about them from their previous school or college, local authority, the Department for Education (DfE) and the Learning Records Service. We hold this personal data to:

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

St. Hild’s is registered at King Oswy Drive, Hartlepool TS24 9PB and we are a school registered in England and Wales under the unique reference number (133293). Our designated Data Protection Officer is Emma Espley who can be contacted at:

St. Hild’s Church of England School
King Oswy Drive
TS24 9PB
Tel: 01429 273041

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Information That We Collect

St. Hild’s processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is: -

  • Name
  • Date of Birth
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • Special Category Data (i.e. health/medical information, ethnicity, religion, sexuality etc)
  • Enrolling for post 14 qualifications, the Learning records Service will give us the unique learner number (ULN) and may also give us details about your learning qualifications

In addition, once our pupils reach the age of 13, the law requires us to pass on certain information about them to Hartlepool Borough Council Youth Support Services who have responsibilities in relation to the education or training of 13-19 year olds. We provide them with these pupils’ names and addresses, dates of birth, name(s)/address(es) of their parent(s)/guardian(s) and any other information relevant to their role. We may also share certain personal data relating to children aged 16 and over with post-16 education and training providers in order to secure appropriate services for them.

We collect information in the below ways: -

  • Pupil Data Sheets completed on admission
  • Pupil Medical Forms
  • Parental Consent Forms
  • Biometric Data
  • Staff Application Forms and CV’s
  • Lettings Booking Forms
  • On-Line Orders
  • Web based systems

How We Use Your Personal Data (Legal Basis for Processing)

St. Hild’s takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. We only process data when necessary and proportionate to achieve a purpose. Where you have consented to us providing you with information, you are free to withdraw this consent at any time. The consequences of this will be explained on withdrawal.
We collect and store your personal data as part of our legal obligation with your consent for a legitimate interest.

Your Rights

You have the right to access any personal information that
St. Hild’s processes about you and to request information about: -

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. St. Hild’s uses third-parties; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Safeguarding Measures

St. Hild’s takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -

  • Firewalls
  • Anti-Virus Software
  • Encryption on Staff Devices
  • Restricted Access to Network

Consequences of Not Providing Your Data [if relying on statutory/contractual requirement basis]

You are not obligated to provide your personal information to St. Hild’s however, as this information is required for [us to provide you with our services/ legitimate interests], we will not be able to offer some/all our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

How Long We Keep Your Data

St. Hild’s only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations.

Special Categories Data

Owing to the products, services or treatments that we offer, 
St. Hild’s sometimes needs to process sensitive personal information (known as special category data) about you/pupil, to ensure that staff are aware of any issues which may require medical or emergency assistance such as with severe allergies. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

Where we rely on your consent for processing special category data, we will obtain your explicit consent through [a signature/explicit mechanism]. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.


If you are relying on consent for your legal basis for processing you will need to obtain the data subjects consent to obtain and process their personal data. The format used for gaining granular, opt-in, demonstrable consent will depend on how you are obtaining the data (i.e. online form, application, in person etc.)

If gaining consent in person, it should be given as a signature, provided along with the Privacy Notice and any T&C’s (both separate form the consent form). Once signed consent is given, this should be filed with a copy of the Privacy Notice and any other info provided to the data subject at the time of consent. Below is a sample of how you can obtain consent in a form.

OR; where consent is being obtained via an online/electronic format, you can use something like the below template and then use the system/applications settings to ensure that you have evidence of the consent, time, date and what info the data subject was provided with at the time (i.e. Privacy Notice, T&C’s etc)].

Cookie Notice 

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