Privacy Notice

Villa Real School.

Privacy Notice 2017.

The Data Protection Act 1998 (c 29) is a United Kingdom Act of Parliament designed to protect personal data stored on computers or in an organized paper filing system. It follows the EU Data Protection Directive 1995 protection, processing and movement of data. Individuals have legal rights to control information about themselves. Most of the Act does not apply to domestic use,[1] for example keeping a personal address book. Anyone holding personal data for other purposes is legally obliged to comply with this Act, subject to some exemptions. The Act defines eight data protection principles to ensure that information is processed lawfully.


Data Protection Act 1998: How we use pupil information

Villa Real School collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority, and or the Department for Education (DfE).

We use this personal data to:

  • Support our pupils learning
  • Monitor and report pupil progress
  • Provide appropriate support and interventions
  • Provide appropriate pastoral care
  • Assess and monitor the quality of our services
  • Assess and track pupils developmentEarly Years Foundation Stage: progress of pupils is stored digitally using assessment tool ‘Earwig’. For each pupil in this provision progression and development is tracked and evidenced by compiling a Learning Journey of each childs development supported by the DfE Early Years Developmental Journal.
  • Further progress tracking and assessment systems used in school are: BSquared, IaSEND, VBMAPP

The information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where pupils/ students go after they leave us and personal characteristics such as their ethnic group, any special educational needs, relevant medical needs information. For pupils/ students enrolling for post 14 qualifications, the Learning Records Service will give us a unique learner number (ULN) and may also provide details about your learning qualifications.

Once our pupils reach the age of 13 the law requires us to pass on certain information to Durham County Council who have responsibilities in relation to the education or training of 13 – 19 year olds. We may also share certain personal data relating to children 16 + (who have capacity), post 16 education and training providers in order to secure appropriate services for them. A Parent/ Guardian can request that only their childs name, address and date of birth be passed to Durham County Council by informing Pauline James (Deputy Head Post 16 Lead) or Jill Bowe (Head Teacher). This right is transfers to the child once he/ she is age 16. For information about services for young people please go to our local authority website.

We will not give information about pupils to anyone without your consent unless the law and our policies allow us to do so. If you wish to receive a copy about your son/daughter that we hold please contact:

Jill Bowe ( Head Teacher )  01207 503561

Pauline James (Deputy Head Teacher) 01207 503651


We are required; by law to to pass certain information about our pupils to the Department for Education (DfE).

DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.

Decisions on whether DfE releases this data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level of sensitivity of data requested, assessment of who is requesting the data, the purpose for which it is required and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements in relation to the data.

For more information on how this sharing process works please visit:

For information on which third party organisations (and for which protect) pupil level data has been provided to, please visit:

Our local authority:

The DfE website at