Pupil access request privacy notice

How we use children and young people’s information

Liverpool Children and Young People’s Services hold education and training information about young people living in our area and attending Liverpool schools. This is to support the provision of their education up to the age of 20, and beyond this age for those with a special education need or disability. Under parts 1 and 2 of the Education and Skills Act 2008, education institutions and other public bodies, including the Department for Education (DfE), police, probation and health services, may pass information to us to help us to support these provisions. 

The information is used to enable us to carry out specific functions for which we are responsible. We also use personal data to derive statistics which inform decisions we make, for example regarding the funding of schools, assessing performance and setting targets. These statistics are used in such a way that individual children cannot be identified.

The categories of information that we collect

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

  • Personal information, such as name, unique pupil number and address.
  • Characteristics such as ethnicity, language and free school meal eligibility.
  • Assessment information.
  • Special educational needs information.
  • exclusions and behavioural information.
  • Education service support information.
  • School history information.
  • Attendance and absence information.

Why we collect and use this information

 We collect and use this information to:

  • Enable us to carry out specific functions for which we are responsible.
  • Derive statistics which inform decisions such as the funding of schools.
  • Assess performance and to set targets for schools.

The legal basis on which we use this information

We collect and use pupil information under Articles 6 and 9 of the GDPR (General Data Protection Regulations):

  • Article 6.1c – processing is necessary for compliance with a legal obligation to which the controller is the subject.
  • Article 6.1e – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • Article 9.2g – processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

How we collect this information

Whilst the majority of children and young person’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

How we store this information

Your information will only be kept for a specific amount of time after which it will be securely destroyed. 

Please see What we do with your data for the council's full retention schedule.

Who we share information with

We routinely share children and young person’s information with:

  • The DfE on a statutory basis under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
  • Youth support services – under section 507B of the Education Act 1996, to enable them to provide information regarding training and careers as part of the education or training of 13-19 year olds.
  • Liverpool Community Health School Nurses. There are a range of health services for children, young people and their families. School nurses lead in ensuring that you know about these services. School nurses lead and deliver the Healthy Child Programme to ensure a healthy start for each child. The Healthy Child Programme starts in pregnancy and continues through to school leavers. In addition, there is a duty placed on schools to support pupils with medical conditions through Section 100 of the Children and Families Act 2014 and the accompanying Department for Education (2014) statutory guidance.
  • Liverpool Revenues and Benefits Service.  The Local Authority is committed to ensuring that it helps its residents to maximise their benefits entitlement. This includes identifying those pupils who are eligible for free school meals and/or Early Years Pupil Premium (EYPP) but who have not taken up their entitlement. 
  • Pupils school details are shared with the Revenues and Benefits Service in order for the children of families entitled to free school meals and EYPP to be identified. The free school meal and/or EYPP can then be awarded and schools can receive additional funding without parents having to make any further claim. If parents do not wish their children’s details to be shared with the Revenue and Benefits Service for this purpose they must inform the Children and Young People’s Directorate on 0151 233 0486.
  • Education Establishments and Pupil Tracker - information regarding involvements from local authority education and social care services is shared with schools and academies in order to identify and secure appropriate support for their pupils and students. This is supported under the Children’s Act 2004 sections 10 and 11 and the Education and Inspections Act 2006 Section 38. 

Data collection requirements

What rights do I have when it comes to my data?

 You have a number of rights that are set out on the How to access your data page of this section.

Where can I get advice?

View our Help and advice page for more information.