Who processes your information?

Paradigm Trust (‘the Trust’) is the data controller of the personal information you provide to us. This means the Trust determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed.

The data protection officer for the Trust can be contacted on 020 7364 1010 or dpo@paradigmtrust.org. The data protection officer’s role is to oversee and monitor the Trust’s data protection procedures and to ensure the Trust is compliant with the General Data Protection Regulation (GDPR).

In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the Trust to share your data. Where the Trust outsources data to a third party processor, the same data protection standards that Paradigm Trust upholds are imposed on the processor.

Why do we collect and use your information?

Paradigm Trust holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, Local Authority (LA) and/or Department for Education (DfE).  We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the following:

  • Article 6 and Article 9 of the GDPR
  • Education Act 1996
  • Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:

  • To support pupil learning
  • To monitor and report on pupil progress
  • To provide appropriate pastoral care
  • To assess the quality of our service
  • To comply with the law regarding data sharing
  • To safeguard pupils

What data is collected?

The categories of pupil information that the Trust collects, holds and shares include the following:

  • personal information – e.g. names, pupil numbers and addresses
  • characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
  • attendance information – e.g. number of absences and absence reasons
  • assessment information – e.g. national curriculum assessment results
  • relevant medical information
  • information relating to SEND
  • behavioural information – e.g. number of temporary exclusions.

While the majority of the personal data you provide to the Trust is mandatory, some is provided on a voluntary basis. When collecting data, the Trust will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the Trust will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.

How long is your data stored for?

Personal data relating to pupils and their family is stored in line with the Trust IT systems policy/procedures (including e-safety; data security and retention of documents; acceptable use). In accordance with GDPR, the Trust does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.

Will my information be shared?

We routinely share pupil information with:

  • schools that the pupils attend after leaving us
  • our local authority
  • youth support services (pupils aged 13+)
  • the Department for Education (DfE)
  • National Health Service (NHS)

The National Pupil Database (NPD)

The NPD is owned and managed by the DfE 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 DfE. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including academies, 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 NPD, go to:


The DfE 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 DfE 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
  • 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 DfE data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

To find out more about the data collection requirements placed on us by the DfE  (for example; via the school census) go to: https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers.

A parent/carer can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once s/he reaches the age of 13.

Pupils aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • careers advisers.

What are your rights?

Under data protection legislation, parents/carers and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the Trusts’ data protection officer.

You have the right to:

  • be informed about how Paradigm Trust uses your personal data.
  • request access to the personal data that Paradigm Trust holds.
  • request that your personal data is amended if it is inaccurate or incomplete.
  • request that your personal data is erased where there is no compelling reason for its continued processing.
  • request that the processing of your data is restricted.
  • object to your personal data being processed.

Use of your personal data in automated decision making and profiling

We do not currently process any personal data through automated decision making or profiling. If this changes in the future, we will amend any relevant privacy notices in order to explain the processing to you, including your right to object to it.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time. If you have a concern about the way Paradigm Trust and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.

If you would like to discuss anything in this privacy notice, please contact the Trust’s data protection officer on 020 7364 1010 or dpo@paradigmtrust.org.

Last updated September 14, 2020