Data Protection GDPR

From the 25th May 2018 the law changed and the new General Data Protection Regulations(GDPR) cames into effect.  It will brings higher standards for handling data and greater expectations for improved transparency, enhanced data security and increased accountability for processing personal data.  Schools have a legal duty to comply with the GDPR.

GDPR and Schools

The new GDPR (General Data Protection Regulation) is replacing the current Data Protection Act (DPA) and is set to strengthen and unify all data held within an organisation. For schools, GDPR brings a new responsibility to inform parents and stakeholders about how they are using pupils’ data and who it is being used by.

What does GDPR mean for schools?

A great deal of the processing of personal data undertaken by schools will fall under a specific legal basis, ‘in the public interest’. As it is in the public interest to operate schools successfully, it will mean that specific consent will not be needed in the majority of cases in schools.

GDPR will ensure data is protected and will give individuals more control over their data, however this means schools will have greater accountability for the data:

  • Under GDPR, consent must be explicitly given to anything that isn’t within the normal business of the school, especially if it involves a third party managing the data. Parents must express consent for their child’s data to be used outside of the normal business of the school.
  • Schools must appoint a Data Protection Officer and be able to prove that they are GDPR compliant.
  • Schools must ensure that their third party suppliers who may process any of their data is GDPR compliant and must have legally binding contracts with any company that processes any personal data. These contracts must cover what data is being processed, who it is being processed by, who has access to it and how it is protected.
  • It will be compulsory that all data breaches which are likely to have a detrimental effect on the data subject are reported to the ICO within 72 hours

Key Changes

In principle, with regards to data collection, we are now required to carefully consider:

  • what data we need from you
  • why we need it
  • what we will do with it
  • where it will be stored
  • who we may share it with, and why
  • how we will dispose of data
  • how long we will keep it

St Agnes GDPR documentation

Please click on the link below to visit our School Policies page with our GDPR policies and Privacy Notices.

External Link Icon GDPR Policies

GDPR School Consent Forms and Covering Letters

Please access the documents below.

Click to Download Privacy Notice for Governors and other Volunteers [pdf 263KB] Click to Download
Click to Download Privacy Notice for Parents and Carers – Use of your Child’s Personal Data [pdf 286KB] Click to Download
Click to Download Covering Letter Privacy Notice [pdf 244KB] Click to Download
Click to Download Annual Data Statement [pdf 211KB] Click to Download
Click to Download Data Protection Parent Consent Form - Data [pdf 160KB] Click to Download
Click to Download Data Protection Parent Consent Form - Photos [pdf 156KB] Click to Download

GDPR Mind Map for Parents

Your Child's Data

As a school we require some essential data from parents. This data can be simply routine information such as your address, contact telephone numbers or details of any medical conditions your child may have. Such information is legally required by schools and ensures that children and their families are well served by the school for routine matters.

In most cases, this data will be provided by you in written form but will then be processed and entered onto the school's information management system (computer system). Please be assured that our systems are:

  • password protected
  • restricted to those with a 'need to know'
  • regularly backed up externally
  • managed in accordance with the law and local guidance

However, as a school we also handle and use a much wider variety of data which may include; test and assessment data, referrals to other agencies and SEND and medical information.


If you have any enquiries in relation to GDPR, please contact Mr. Garrie Smith (Data Protection Officer) by emailing: