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GDPR Privacy Notice

GDPR Privacy Notice

How Philips High School processes your information?

Philips High School is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed. Mrs J Wiggins (Temporary DPO) acts as a representative for the school with regard to its data controller responsibilities; they can be contacted on 0161 351 2200 or DPO@philipshigh.co.uk.

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 school to share your data. Where the school outsources data to a third party processor, the same data protection standards that Philips High School upholds are imposed on the processor.

Mrs J Wiggins is our temporary data protection officer. Their role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted on 0161 351 2200 or DPO@philipshigh.co.uk.

Why we collect and use your information?

Philips High School holds the legal right to collect and use personal data relating to pupils and their families, we may also receive information regarding them from their previous school, LA and/or the 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 EU GDPR (Lawfulness of Processing)
  • Article 9 EU GDPR (Processing of special categories of personal data)
  • Education Act 1996.

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 safeguard pupils.
  • To provide appropriate pastoral care.
  • To monitor and report on pupil progress.
  • To support the use of the canteen biometric payment system.
  • To assess the quality of our service.
  • To comply with the law regarding data sharing.

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

  • Personal information – e.g. Names (known & legal), pupil identification numbers and contact addresses.
  • Extended personal information – e.g. Ethnicity, language, nationality, country of birth and free school meal eligibility.
  • Relevant medical information – e.g. Allergies, on-going medical conditions and medical contact information.
  • Biometric data (Fingerprints) – For the canteen payment system.
  • Attendance information – e.g. Number of absences, absence reasons and other attendance statistics.
  • Assessment information – e.g. National Curriculum assessment results (including previous school assessment information).
  • Information relating to SEN.
  • Behavioural information – e.g. Number of temporary exclusions, detentions and other behaviour statistics.

Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis (e.g. Biometric data). When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school 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 at Philips High School and their families is stored in line with the school’s GDPR Data Protection Policy.

In accordance with the GDPR, the school 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.

Who do we share pupil information with?

The school is required to share pupils’ data with the DfE on a statutory basis.

The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Philips High School is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD. The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:

  • Conducting research or analysis.
  • Producing statistics.
  • Providing information, advice or guidance.

The DfE have 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:


The school will also routinely share pupils’ information with:

  • Pupils’ destinations upon leaving the school
  • Our Local Authority & possibly other authorities.
  • Approved educational suppliers that provide services to us (e.g. Show My Homework)
  • Our biometric payment system service provider (Cunninghams)

For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications.

Why we share pupil information?

Philips High School will not share your personal information with any third parties without your consent, unless the law permits 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 the (DfE) under regulation 5 of The Education (Information about Individual Pupils) (England) Regulations 2013.

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 https://www.gov.uk/education/data-collection-and-censuses-for-schools.

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

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data.

You have the right to:

  • Be informed about how Philips High School uses your personal data.
  • Request access to the personal data that the School 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.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.

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.

To make a request for your personal information, or be given access to your child’s educational record, contact the data protection officer Mrs J Wiggins on 0161 351 2200 or via DPO@philipshigh.co.uk.

If you have a concern about the way Philips High School 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.