Data Protection using pupil information

Data Protection Act 1998: How we use pupil information

West Wimbledon Primary School collects and hold personal information relating to our pupils and may also receive information about them from their previous school, the local authority and/or the Department for Education (DfE). We use this personal data to:

  • safeguard and protect our pupils;
  • support our pupils’ learning;
  • monitor and report on their progress;
  • provide appropriate pastoral care; and
  • assess the quality of our provision.

This information will include pupils’ contact details, national curriculum assessment results, progress data, attendance information, any exclusion information, where they go after they leave West Wimbledon Primary School and contextual characteristics such as their ethnic group, any additional educational needs pupils have, as well as relevant medical information.

We also have local arrangements in place where the School exchanges information with several responsible partners who may also be Data Processors and/or Controllers under the Data Protection Act, to provide services to benefit the School and its parents. These include the ParentMail online payment system, ParentMail itself and its Parents’ Evening booking system, as well as whoever we use as the School photography service and the school nurse. The Friends of West Wimbledon (our PTA)  have access to selected data to assist with arranging school events and fundraising activities and, on request, we will provide class lists for parents to assist in arranging birthday party invitations or the distribution of cards to mark festivals or other celebrations. In this latter case, only first names will be provided: neither addresses, phone numbers nor e-mail addresses will be forwarded.

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

Candice Savio, the School’s Business

We are required, by law, to pass certain information about our pupils to our local authority (Merton Children Schools and Families Department) and the Department for Education (DfE).

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 Act 1998.

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. To be granted access to pupil-level data, requesters must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

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

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

If you would like more information about how Merton local authority and/or the DfE collect and use your information, please contact:

London Borough of Merton

Information Governance Team
Civic Centre

Telephone: 020 8545 4182

or visit the DfE website at