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Cheswick GreenPrimary School

Privacy Notice


The use of Personal Information

What we need and why we need it

We collect, use and store personal information about our pupils and their parents/carers; this information helps us to: 

  • support our pupils’ teaching and learning;
  • follow and report on our pupils’ progress;
  • provide the right care and support for our pupils;
  • understand how well our school is doing as a whole; and
  • fulfil our duties 

The information we collect, use and store includes names and contact details, pupil place and date of birth, assessment marks and results, attendance records, any exclusion information, Special Educational Needs information (if relevant), disability information (if relevant), gender, ethnic group, religion and any relevant medical information.  

For a more comprehensive list of the information held by schools, please see the Department for Education (DfE) Common Basic Data Set, here: https://www.gov.uk/government/publications/common-basic-data-set-cbds-database

Information we receive

If you provide us with contact details of others, for example, in case of emergency or when you may not be available please ensure they are aware their information has been passed to the school.

We will also receive the above types of personal information, where relevant, from the previous school/nursery and may also receive information from the Local Authority (LA) and the DfE. 

Who we share information with

Effective and relevant information sharing between parents*, schools, LAs and the DfE is necessary to ensuring that all children are safe and receiving suitable education.

    *we will not share information about your child with parents of another child. 

  1. Local Authority and Department for Education 

We are required, by law, to pass certain information about our pupils to the LA, and the DfE.  Where relevant this may include reporting safeguarding concerns to Social Services at the LA or to request education support services. 

The 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 law.  Decisions on whether the DfE releases this personal 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 and sensitivity of data requested and the arrangements in place to store and handle the data. For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

For information on to which third party organisations (and for which project) the DfE have provided pupil level data , please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

  1. SIMS

SIMS is a school based management system which holds all the basic information taken when a child is admitted to our school, this includes: name, date of birth, address, parent details, contact in case of emergency, EAL, SEND status, pupil premium status, key assessment details, medical details, name of GP, dietary needs. More information about how SIMS uses and stores personal information can be found here https://www.capita-sims.co.uk/privacy-statement

  1. ParentPay

ParentPay is a cashless payment system that allows parents to pay online for school meals, trips etc. The system holds information including name, class, address, parents in addition to information entered by parents to enable them to make online payments. More information about how ParentPay uses and stores personal information can be found here https://www.parentpay.com/privacy-policy/

  1. Attendance and Welfare Support

We have contracted Central School and Attendance Welfare Service (CSAWS) to provide Attendance and Welfare Support services.  If we have any attendance concerns we will pass the relevant personal information (name, date of birth, address, parent names, attendance information) to this team.  More information about how the Central School and Welfare Service uses and stores personal information can be found here http://www.csaws.co.uk/privacy-notice/4591967781

  1. ‘My Concern’ software

We use a software package called ‘My Concern’ to enable us to log any concerns raised by pupils, parents or staff. Responses to the concern are also logged so that there is a clear chronology of events. Information regarding individual children is taken directly from SIMs. This includes name, date of birth, address, parents, EAL, SEND, Pupil Premium information. More information about ‘My Concern’ can be found here http://www.myconcern.co.uk/features/

  1. ‘Kindersoft’

Cheswick Chimps use a software package called ‘Kindersoft’ to record all contact details, bookings and payments for their Before and After School club, Playgroup and Nursery 30 hour Wraparound. More information about Kindersoft can be found here http://kindersoft.co.uk/default.aspx

  1. Solihull Catering Service 

Solihull Catering provide all our school meals and their online system includes name and class for all pupils. The system also records what a child chooses for their meal. 

  1. Evolve

Evolve is an online system which is used to help the school manage school visits and trips. The system includes the inclusion of details of pupils taking part in the visit. This includes name and class. More information about ‘Evolve’ can be found here http://www.edufocus.co.uk/pages/privacy.asp 

  1. Solihull Inclusion Support Service

We use Solihull Inclusion Support Service to give advice and specific support for pupils who are finding learning difficult. Parents are always made aware of referrals and give their specific consent for staff from the service to work with their child.

     Boxall Profile

These are a provider of assessment tools to support the monitoring of social, emotional and behavioral difficulties for children. 

Their Privacy Notice can be found here:https://new.boxallprofile.org/privacy

  1. My Maths

We use ‘My Maths’ to support learning in class and as part of home-study. The system holds the child’s name and class.

More information about ‘My Maths’ can be found here: www.mymaths.co.uk

     Doodle Learning

We use Doodle Learning to provide both Mathematics and English related online activities for children to complete at school at at home. The system holds the child's name and class.

More information about 'Doodle Learning' can be found here: https://doodlelearning.com

  1. J2e (Just 2 Easy)

This package is used extensively in school to support learning. Children can use it at home and at school to produce a variety of work including blogs. The system holds the child’s name and class.

More information can be found here: https://www.just2easy.com/privacy/index.html

     Class Dojo

DOJO is used by teachers to keep track of pupil rewards 

  • Build a Profile

This resource is used by Playgroup, Nursery and Reception to track pupil progress. It includes being able to store photographic evidence. Information stored includes: name, age, gender, EAL, SEND, Pupil Premium entitlement and ongoing assessments in all curriculum areas.

More information about 2Build a Profile can be found here: https://www.2simple.com/privacy

  1. School Library System Ltd 

This system records books taken from the school library. Name and class are kept on the system.           

Their Privacy statement can be viewed here https://schoollibrary.co.uk/docs/PrivacyDocumentGDPR1.pdf

  1. Cool Milk

Cool Milk are responsible for the administration of free milk for 3 and 4 year old pupils. They have names and date of birth of pupils.

More information about Cool Milk can be found here


  1. Sports Partnership        

We share data with the Partnership regarding sports data and participation in sports events. This includes name, age, school attended and sport related activities attended including achievements. The Partnership uses this data to help them to improve sports related provision in South Solihull Schools.

More information about the Sports Partnership can be found here


  1. Parents Evening Online Booking System

This system allows parents to book appointments for parents’ evenings. The name of a child and their class is entered into the system.

More information about Parents Evening Online can be found here https://support.parentseveningsystem.co.uk/article/470-gdpr-details 

  1. Solihull Music Service 

The service has names and classes details for children who have music lessons with them.

More information about Solihull Music Service can be found here


  1. George’s Swimming Academy

We use this Academy for all our swimming lessons. The Academy knows the names of children who take lessons to support the delivery of lessons.

  1. Schools

We will also pass information about Pupils to their next school in order that the Educational record is maintained for a Pupil’s entire school life. Information shared includes: name, age, gender, SEND, Pupil Premium entitlement and ongoing assessments in all curriculum areas. 

   Staff information

All personal details and information obtained, relating to staff, are for employment, safer recruitment and for medical purposes only. The school adheres to the corporate records and retention schedule which outlines the Solihull Council time frame for managing and storing all data and information in relation to education and skills, finance, human resources and health and safety. Where other staff information such as use of photographs or telephone contact numbers are required, consent is sought from individuals.  

How long we keep information

The information we collect, use and store about pupils and their parents/carers is retained either until it is updated/superseded or until the pupil leaves.  If we are the pupil’s last known school we will retain the information until the pupil is at least 25 years old; this ties in with the Limitation Act 1980. 

Your rights

Data Protection law allows an individual to ask the school for copies of the information we hold about them or their children. If you would like more information about this please contact the school office. If at any point you believe the information we hold is inaccurate or you have concerns about our use of it please let us know.


For more information on the content of this Notice, how Cheswick Green Primary School complies with Data Protection law, or if you wish to raise a complaint on how we have handled personal information please contact the school office and ask to speak to the Headteacher, who will respond and/or investigate the matter.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with Data Protection law you can complain to the Information Commissioner’s Office (ICO).

For more information about how the LA stores and uses the information we pass to them, please contact Education Information Management Services

Tel: 0121 704 8313

Email: eims@solihull.gov.uk

For more information about how the DfE stores and uses information about pupils, you can visit the following website or contact them at the details below:


Tel: 0370 000 2288

Contact form: https://www.gov.uk/contact-dfe