Horringer Pre-School collects and processes personal data relating to its pupils in order to successfully carry out its functions. The Pre-School is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

Who We Are

Under Data Protection legislation, the Pre-School is a data controller (collectively referred to as ‘’Horringer Pre-School’’, ‘’we’’, ‘’us’’ or ‘’our’’ in this privacy notice).

The contact details for the Pre-School are as follows:

Address: Horringer Pre-School
Meadow Drive
Bury St Edmunds
IP29 5SB

Tel: 01284 735181

Email: manager@horringerpreschool.co.uk

Website: www.horringerpreschool.co.uk

Our Data Protection Officer

The Pre-School’s data protection officer is:

Stephanie Page

Tel: 01284 735181 Email: manager@horringerpreschool.co.uk

Our Data Protection Officer is responsible for overseeing questions in relation to this privacy notice, this includes any requests to exercise your legal rights.

Categories of Information

The Pre-School collects and processes a range of information about its pupils. This includes:

  • Personal information (such as name, date of birth and address)
  • Parental information (such as name, date of birth, NI number and address)
  • Characteristics (such as ethnicity, language, nationality)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Statutory Assessment Data e.g. 2 year checks and ongoing assessments collated using Tapestry
  • Special Educational Needs information, exclusions/behavioural information
  • Relevant medical and dietary information
  • Family links and emergency contact information
  • Technical information we collect automatically when you visit our website (‘cookies’) such as your IP address, browser details, and device details
  • Marketing and Communications Data which includes your preferences in receiving marketing from us and your communication preferences

Why We Collect and Use This Information

We use the pupil data:

  • to support pupil learning
  • 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 safeguard and promote the welfare of pupils
  • to fulfil our contractual and other legal obligations
  • to provide additional activities for pupils, for example, activity clubs and educational visits
  • to protect and promote our interests and objectives – this includes fundraising
  • to enable us to make a claim for pupil Government Funding

The Lawful Basis On Which We Use This Information

We collect and use pupil information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989. We also comply with Article 6(1)(c) and Article 9(2)(b) of the General Data Protection Regulation (GDPR).

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.

We may acquire Personal Data in a number of ways including, without limitation, the following:

  • parents of pupils may provide us with Personal Data about themselves or their family in correspondence, forms, documents, during discussions with staff, and through our website;
  • we may acquire Personal Data from other parents, or from people outside of the community who know parents or from the pupils themselves; and
  • we may acquire Personal Data from third parties such as schools, nurseries and public authorities.

Storing Pupil Data

We hold pupil data for the length of time as set out in the table below.

Category of Personal Data Retention Period
Identity and Contact Data, Parental information and Characteristics 7 years after the end of the pupil’s time with us.
Attendance & Assessment information 7 years after the end of the pupil’s time with us.
Business Data, Transaction Data, Profile Data 7 years after the end of the pupil’s time with us.
Technical data (such as ‘cookies’ from the website) 6 months after your last acceptance of the Cookie Policy on the Horringer Pre-School website.
Technical, Marketing and Communications Data 1 month after you elect to opt-out of receiving marketing communications.
Medical and other such information specific to attendance Will not be retained after the pupil’s time with us.


Who We Share Pupil Information With

We routinely share pupil information with:

  • schools that the pupils attend after leaving us
  • our local authority
  • the Department for Education (DfE)
  • School Nursing Service and other Medical/Healthcare Professionals as appropriate
  • Education Welfare Officers from the local authority
  • Third party providers of education learning resources and data monitoring e.g. Tapestry
  • Providers of Educational Support services e.g Speech and Language Therapists

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 Pre-School funding and educational attainment policy and monitoring.

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 https://www.gov.uk/education/data-collection-and-censuses-for-schools.

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 NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.

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: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received to contact DfE: https://www.gov.uk/contact-dfe

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the specific privacy notice for our website and any third party sites you visit via a link from our own site.


You may receive marketing communications from us in respect of our business and our services if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.

We do not share your contact details with any third party for the purpose of that third party sending marketing.

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us using the details above at any time.

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, please contact Stephanie Page on the details given above.

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, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like to discuss anything in this privacy notice, please contact Data Protection Officer as noted at the beginning of this document.