Devonshire Infant School

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Francis Avenue, Southsea, Portsmouth, Hampshire, PO4 0AG

023 9273 4902

Devonshire Infant School

Our Vision: To be an outstanding school, where all our children develop a lifelong love of learning.

  1. About Us
  2. Policies
  3. Privacy Notice

Devonshire Infant School Privacy Notice


How We Use Pupil Information

This notice is to help you understand how and why we collect personal information about our pupils and their families and what we do with that information. Personal information is information that identifies an individual and relates to that person. This includes paper records, photographs, voice recordings and videos.

Why do we collect and use pupil information?

We use the pupil data:

  • to support pupil learning
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to comply with the law regarding data sharing
  • to safeguard pupils
  • to provide catering
  • to administer admission procedures

Personal information will only be collected and used with your consent or where it is needed by the school or the local authority to comply with a legal obligation, for example, the Education Act 1999, which requires the collection of pupil data for school census purposes.


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

  • Personal information (such as name, unique pupil number and address)
  • Characteristics (such as ethnicity, gender, language, nationality, country of birth and free school meal eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Exclusions information (such as start date, number of days, category, reason and correspondence to parents)
  • Assessment information (in year and end of key stage assessment scores/grades for each subject)
  • Special Educational Need (SEN) information (such as provision, needs, placements, payments, medical information, care information)
  • Medical information (such as medical need – protocols and allergies (including photographs to identify your child), GP contact data, specialist contact details)
  • Safeguarding information (including Police and Social Services reports)
  • School history (such as school/class name, address and dates attended)
  • Contact information (Address, Telephone number, email address)
  • Parent/Carer information (such as name, address, contact details)
  • Emergency contact information (such as name, address, contact details)
  • Family Circumstances
  • CCTV images captured in school

The lawful basis on which we use this information

We collect and use pupil information under Article 6 and Article 9 of the General Data Protection Regulation. We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation
  • We need it to perform an official task in the public interest

Less commonly, we may also process pupils’ personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.  


Collecting pupil information

Whilst the majority of pupil information you provide to us 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 pupil/personal information to us or if you have a choice in this. The main method that we use to collect data about you and your child is via our Pupil Registration Form and Welcome Booklet which you will complete when your child starts with us and which gives more information about why data is being collected and gives you the option to give your consent.


Storing pupil data

We hold pupil data for as long as necessary in order to educate and care for your child. We need to retain some information after your child has left the school, in line with the Retention Guidelines published by the Information and Records Management Society.


Who do we share pupil information with?

We routinely share pupil information with:

  • pre-schools, nurseries and schools that the pupil attends prior to joining us and after leaving us
  • our Local Authority (Portsmouth City Council)
  • other Local Authorities if they have responsibility for a child with SEN/Looked After Child
  • The Department for Education (DfE)
  • daily attendance will be shared with the Portsmouth Local Authority's commissioned service called 'Welfare Call Ltd' for all Portsmouth Looked After Children attending this school
  • The Department of Health (DH)
  • Primary Care Trusts (PCT) including school health/nursing team
  • Social Services
  • Police
  • Qualifications and Curriculum Authority (QCA)
  • Ofsted
  • The Learning Skills Council (LSC)
  • our school management information system provider (Capita/SCOMIS)
  • our text messaging provider (Iris Reach formerly PS Connect)
  • software providers – to support pupils’ learning and development ((2Simple Software - Purple Mash and Evidence Me plus Education City)
  • our school caterers (Caterlink)
  • our school milk provider (Cool Milk)
  • our school photographer (Nicky Wood at Focalpoint) –The school photographer will also, with your consent, provide a service where you can purchase individual photographs of your child.

Why we share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.

We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. 

We are required to share information about our pupils with our Local Authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Under the public duties of the Portsmouth Local Authority for improving education standards in Portsmouth, relevant personal information (name and address) will be passed to the Library Service to enable them to issue all Reception year pupils with their own library card.

Under the public duties of the Portsmouth Local Authority for moderating teacher assessments in Portsmouth, relevant personal information (UPN, name, subject and result) will be passed to our moderators from Southampton City Council in order for them to carry out their contracted duties on behalf of Portsmouth Local Authority.


Data collection requirements:

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to


The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the pupil information we share with the department, for the purpose of data collections, go to

To find out more about the NPD, go to

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit:

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:

To contact DfE:


Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. You are entitled to submit requests all year round, but please bear in mind that it may be necessary for us to extend the response period when requests are submitted over the summer holidays. This is in accordance with article 12(3) of the GDPR, and will be the case where the request is complex, for example, where we need multiple staff to collect the data.

Or visit:

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 us in the first instance or directly to the Information Commissioner’s Office at



If you would like to discuss anything in this privacy notice, please contact:

If you need more information about how our local authority and/or DfE collect and use your information, please see the Portsmouth City Council Data Protection Privacy Notice

Or visit:


Click here to download a copy of this policy