Free School (Child Friendly)

All One In A Million Free School Policies have been devised to ensure that:


  • Students from all backgrounds and all abilities are welcome
  • OIAM core values are at the heart of all we do: compassion, honesty, integrity and excellence
  • Each student has the opportunity to flourish and achieve their potential
  • We value the individuality of each student within the context of membership of our community
  • We are committed to raising educational attainment and improving our students’ life chances
  • We provide an environment in which all students will be self aware, self disciplined and confident
  • All students will understand how to make a positive contribution to our extended community
  • We support academic, creative and personal achievement through our focus on Sport, the Arts and Enterprise

The categories of student information that we process include:

  • Personal identifiers and contacts (such as name, unique student number, contact details and address)
  • Characteristics (such as ethnicity, language, and free school meal eligibility)
  • Safeguarding information (such as court orders and professional involvement)
  • Special educational needs (including the needs and ranking)
  • Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
  • Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • Assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • Behavioural information (such as exclusions and any relevant alternative provision put in place)


This list is not exhaustive and may be subject to additions over the course of time.

Why we collect and use student information

We collect and use student information, for the following purposes:

  1. To support student learning
  2. To monitor and report on student attainment progress
  3. To provide appropriate pastoral care
  4. To assess the quality of our services
  5. To keep children safe (food allergies, medical and/or emergency contact details)
  6. To meet the statutory duties placed upon us for DfE data collections.


How we collect student information

We collect student information via registration/data capture forms at the start of the school year or Common Transfer File (CTF) or secure file transfer from previous school.

Student data is essential for the schools’ operational use. Whilst the majority of student information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain student information to us or if you have a choice in this.

How we store student data

We will regularly review how long we hold onto your personal information. We are required to hold some types of information to fulfil our legal obligations, however, we will only ever hold your personal information on our systems for as long as – e.g. students information will be retained until the student reaches the age of 25 years.

We will only ever use your information for the purpose we told you when you originally provided it. As a broad example, if you apply for a job vacancy, your details will only be used for recruitment purposes – it will not be used for marketing purposes.

Who we share student information with

We routinely share student information with:

  • Schools and colleges that the students attend after leaving us
  • Our local authority
  • The Department for Education (DfE)
  • The school nurse
  • Our Director of Education
  • Our Education Scrutiny Panel

We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.

We share student information with some organisations such as the youth support services (students aged 13+), but this information is anonymised and therefore sits outside of this process.


How we protect your information


When you give us personal information, we take steps to ensure that it’s treated securely.  Although this information will be sent by a secure connection, information sent over the internet can never be guaranteed to be 100% secure. Once we receive your information, we make our best effort to ensure its security on our systems.


Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites – even if you access them using links from our website. The same applies if you linked to our website from another website.


A cookie is a small file stored on your computer that gets created when you visit a website. We use cookies to store a history of which pages you visit, and how you interact with our website. You can turn off cookies using your browser Settings or Options pages. You can also visit the ‘Help’ function in your browser to show you how to turn them off. Please note that turning off cookies may restrict your use of our website, or affect the way in which it operates.


Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our students with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, via:

  • The school census:
    • Regulation 5 of The Education (Information About Individual Students) (England) Regulations 2013.


Requesting access to your personal data

Under data protection legislation, parents and students 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, contact our Data Protection Officer, Steve Hawthorn-Emmett email:

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
  • A right to seek redress, either through the ICO, or through the courts.

How Government uses your data

The student data that we lawfully share with the DfE through data collections:

  • Underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • Informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Student Progress measures).
  • Supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school).


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


The National Student Database (NPD)

Much of the data about students in England goes on to be held in the National Student Database (NPD).

The NPD is owned and managed by the Department for Education and contains information about students 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.

To find out more about the NPD, go to


Sharing by the Department

The law allows the Department to share students’ personal data with certain third parties, including:

  • Schools
  • Local authorities
  • Researchers
  • Organisations connected with promoting the education or wellbeing of children in England
  • Other government departments and agencies
  • Organisations fighting or identifying crime.

For more information about the Department’s NPD data sharing process, please visit:


Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 students per year to the Home Office and roughly 1 per year to the Police.


For information about which organisations the Department has provided student information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website:


To contact DfE:


How to make a complaint


If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance to:

Steve Hawthorn-Emmett email: or directly to the Information Commissioner’s Office at



If you would like to discuss anything in this privacy notice, please contact:

Steve Hawthorn-Emmett email:

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