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Cotham School

0117 919 8000

Privacy Notice

Data Protection Act 1998: How we use student information

We collect and hold personal information relating to our students and may also receive information about them from their previous school, the local authority, the Learning Records Service and the Department for Education (DfE). We use this personal data to:

  • Support students teaching and learning;
  • Monitor and report on progress;
  • Provide appropriate pastoral care, and
  • Assess the quality of our services

This information includes their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs and relevant medical information.

We will not give information about our students to anyone outside the school without your consent unless the law and our policies allow us to.

If you want to see a copy of the information that we hold about your son/daughter, please contact the school Data Manager.

We are required to pass on certain information to the provider of youth support services within our local authority.

We are required by law to pass certain information about our students to the Department for Education (DfE) and, in turn, this will be available for use by the Local Authority.

DfE may also share student 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 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 student level data, requestors 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) student level data has been provided to, please visit:

For more information about the local authority, please visit:

For more information about the Learning Records Service, please visit

For more information on how the DfE collect and use your information, please visit:

If you cannot access this website, please contact the DfE as follows:

Ministerial and Public Communications Division Department for Education Piccadilly Gate Store Street Manchester M1 2WD

Telephone: 0370 000 2288