Privacy Notice For Birchills Church of England Community Academy


Dear Carer,

Birchills Church of England Community Academy has an obligation under the Data Protection Act 1998 to let parents and carers know what information the school holds about you and your children and how it may be shared. This Privacy Notice is designed to do this.

Birchills Church of England Community Academy processes personal data about children attending and is a ‘data  controller’ in respect of this for the purposes of the Data Protection Act 1998. It processes this data to:

  • Support the teaching and learning of children
  • Monitor and report on their progress
  • Provide appropriate pastoral care
  • Support a child in their transition to and between settings and schools
  • Assess how well the setting, school or provider as a whole is doing

This data includes contact details and the child’s assessment results, attendance information and characteristics such as ethnic group, special educational needs and any relevant medical information and other relevant contextual information. Such data may include information passed on to this school by your previous school.

This data may only be used or passed on for specific purposes allowed by law between partner organisations such as the Local Authority (LA), health and social services; the Department for Education (DfE); youth and police services. All these organisations are data controllers in respect of the data they receive and are subject to the same legal constraints by law in how they deal with the data.

The Local Authority and its partners uses information about children for whom it provides services, to enable it to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets with them.

Pupils as data subjects have certain rights under the Data Protection Act including a general right to be given access to personal data held about them by the data controller.  A parent or carer would normally be expected to make a request on behalf of a child who is younger than 12 years of age.

If you wish to see a copy of the information about you or your child that we hold or share, please contact the school in writing.

If you require more information about how CECET, the Local Authority (LA), and/or DfE store and use your information then please go to the following websites:

If you are unable to access these websites we can send you a hard copy of this information.  Please contact CECET, LA or DfE as follows:

Church of England Central education Trust (CECET)

St Chads House,

Cross Keys,


WS13 6DN

 Telephone: 01543 306040


Data Protection Officer
Customer Focus and Intelligence
Business Change
Civic Centre
Darwall Street
West Midlands

Telephone: 01922 653219

Public Communications Unit

Department for Education

Sanctuary Buildings

Great Smith Street





Telephone:  03700 000 2288

We will not give information about you to anyone outside your school, setting or provider without your consent unless the law and our data sharing arrangements with partner organisations allow us to.

Taking regard of the above information we will assume that you have consented to the sharing of relevant information between the LA and its partners.

Yours sincerely

Mrs B Williams - Principal

17th January 2019