Privacy Notice for students
We The Reach School are a data controller for the purposes of the Data Protection Act. We collect information from you and may receive information about you from your previous school and Birmingham City Council.

Our Data Protection Officer is Mr Nik Narewal. 

Why do we collect and use pupil information?

We collect and use pupil information under the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR)

We use the pupil data:

  • to administer school property
  • to maintain our own accounts and records
  • to carry out fundraising
  • to support pupil teaching and learning
  • to support pupil’s career guidance
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to assess the quality of our services
  • to comply with the law regarding data sharing
  • to assess the performance of the school

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

  • Personal information (such as name, unique pupil number, unique learner number and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Photographs
  • CCTV Images
  • Coursework Video footage
  • Education details and national curriculum assessment results
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Disciplinary and behaviour records
  • Assessment information
  • Relevant medical and dietary information
  • Special educational needs information
  • Exclusions / behavioural information
  • Post 16 learning information

Collecting pupil information

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Who do we share pupil information with?

We sometimes need to share the personal information we process with the individuals themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • Birmingham City Council (our local authority).
  • The Department for Education (DfE) and central government.
  • Schools that the pupil’s may attend after leaving us.
  • Education, training, careers and examining bodies.
  • School staff and boards.
  • Family, associates and representatives of the person whose personal data we are processing.
  • NHS and healthcare professionals.
  • Social and welfare organisations.
  • Law enforcement organisation and courts.
  • Suppliers and service providers.
  • School trips organisations.

Students aged 13+ and 16+

Once our students reach the age of 13, we also pass student information to Birmingham City Council as they have responsibilities in relation to the education or training of 13 to 19 year olds under the Education Act 1996. A parent or Guardian may request that only their child’s name, address and date of birth are passed to the local authority. This right is transferred to the student once he/she reaches the age of 16.

Information shared with Birmingham City Council and the Department for Education

We are required by law to pass some of your information to Birmingham City Council and the Department for Education.

We share the following information about you:

  • What you are intending to do after Year 11 in terms of education, training or employment (your intended Destination).
  • The name of the post-16 provider that made you an offer of a place on a course.
  • What your destination is after you leave Year 11

Information that may be shared with other schools and colleges

Some of the information we collect may also be shared with EFA funded post-16 providers (hereafter referred to as ‘post-16 providers’).

These providers could offer you a progression route and support your transition into post-16 education, training or employment with training.

To support your transition to post-16 education and to support planning for future learners we may also need to share further information on you directly with post-16 providers after you have enrolled, this includes:

  • Whether you are NEET and may need support finding an education/training/employment opportunity
  • Your attendance record at school
  • Whether you have been excluded from school
  • If you have any special educational needs
  • Whether you are looked after/or a care leaver
  • Whether you are a carer
  • Whether you are a traveller
  • Whether you receive free school meals

Storing pupil data

The Reach School keeps information about you on computer systems and also sometimes on paper. We hold your education records securely and retain them from your date of admission until you reach the age of 25, after which they are safely destroyed.
There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure you stay safe and healthy or we are legally required to do so.

However, any data required for legal purposes will remain on file and archived.


It may sometimes be necessary to transfer personal information overseas. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the data protection act.

Why we share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow 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.

Data collection requirements:

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

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education 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 Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, 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 pupil information we share with the department, for the purpose of data collections, go to

To find out more about the NPD, go to

The department 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 Department 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: 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:

To contact DfE:

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 our Data Protection Officer Nik Narewal Nik.Narewal@ReachSchool.Co.UK.

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact:

Nik Narewal
Reach School
9 High Street
Kings Heath
B14 7BB

0121 675 8989