Data Protection

A new privacy law came into effect in the UK on 25 May 2018. As a result, we’re publishing a new Privacy Policy to make it easier for you to find out how we use and protect pupil, parent and employee data and how information is used across Herschel Grammar School.

Herschel Grammar School remains the data controller for information. As the data controller, Herschel Grammar School, is responsible for deciding how information is used and ensuring it is private and secure.

In general Herschel Grammar School will not be changing how we use information but we are making adjustments to increase the security of information, how we risk assess compliance and how we seek consent.

Our new privacy notices will provide additional details including:

  • Increased Rights
  • How we keep data
  • Types of data we hold
  • Legal grounds for how we use data.

Privacy Notice - Data Protection Act 1998

Herschel Grammar School are a data controller for the purposes of the Data Protection Act. We collect personal information from you and may receive information about you from your previous school and the Learning Records Service.

We hold this personal data to: 

  • Support your learning;
  • Monitor and report on your progress;
  • Provide appropriate pastoral care, and
  • Assess how well we are doing.

Information about you that we hold includes your contact details, national curriculum assessment results, attendance information[1] and personal characteristics such as your ethnic group, any special educational needs you may have and relevant medical information. If you are enrolling for post 14 qualifications the Learning Records Service will give us your unique learner number (ULN) and may also give us details about your learning or qualifications.

Once you are aged 13 or over, we are required by law to pass on certain information to providers of youth support services in your area. This is the local authority support service for young people aged 13 to 19 in England. We must provide the names and addresses of you and your parent(s), and any further information relevant to the support services’ role.  We may also share data with post 16 providers to secure appropriate support on entry to post 16 provision.

However, parent(s) can ask that no information beyond names, addresses and your date of birth be passed to the support service. This right transfers to you on your 16th birthday. Please tell the school Business Managerif youwish to opt out of this arrangement. For more information about young people’s services, please go to the National Careers Service page at 

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

We are required by law to pass some information about you to the Department for Education (DfE) and, in turn, this will be available for the use of the LA.

If you want to receive a copy of the information about you that we hold or share, please contact the school Business Manager.

We are required by law to pass some information about you to the Department for Education (DfE) and, in turn, this will be available for the use of the LA.

If you need more information about how the LA and DfE store and use your information, then please go to the following websites:  or 

If you cannot access these websites, please contact the LA or DfE as follows:

  • LA - School Services Helpdesk: 01753 875700 or e-mail
  • DFE Public Communications Unit, Department for Education, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT



Telephone: 0370 000 2288

You can also download this document as a PDF - see below.


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