GDPR

General Data Protection Regulation – Parent/Carer information

A Guide for Parents and Carers

Regents Park Community Primary School

Why are we giving you this information?

We collect and use information about your child to support their education, keep them safe, and meet our legal duties. This leaflet explains the key things you need to know about how we handle your child's personal information.

What information do we hold?

We keep information about your child including:

• Personal details (name, date of birth, address, contacts)
• Attendance and behaviour records
• Academic progress and assessment results
• Medical information and any special educational needs
• Photographs and videos
• Safeguarding information where we have concerns about welfare

Why do we collect this information?

We use your child's information to:

• Support their learning and track their progress
• Keep them safe and meet our safeguarding duties
• Provide appropriate care and support
• Report to the Department for Education and Birmingham City Council as required by law
• Contact you about your child's education

Do we need your permission?

Most of the time, no. We process most information because we have a legal duty to do so as a school, or because it's necessary to provide education and keep children safe.

Sometimes, yes. We will ask for your consent when we want to:

• Use your child's photograph or video on our website, social media, or in promotional materials
• Share information for purposes beyond our legal duties

You can withdraw your consent at any time by contacting the school office.

Keeping children safe

Data protection laws do not stop us sharing information to keep children safe.

If we have concerns about your child's welfare, we can share information with children's social care, the police, or other agencies without your consent if this is necessary to protect your child.

We will usually try to tell you when we're sharing information, but sometimes it may not be safe to do so.

Who do we share information with?

We routinely share information with:

• Your child's next school when they leave us
• Birmingham City Council and the Department for Education
• NHS health professionals (such as the school nurse)
• Educational support services (such as educational psychologists)
• Ofsted during inspections

We only share what is necessary and appropriate.

Your rights

You have the right to:

• See the information we hold about your child
• Correct any inaccurate information
• Ask us to delete information in certain circumstances
• Object to how we use information in certain circumstances

Please note: We may not be able to share some information if it relates to child abuse or if sharing it could cause serious harm. This is to protect your child and others.

To request access to your child's information, contact the school office. We will respond within one month and there is no charge.

Keeping information secure

We take the security of your child's information very seriously:

• All information is stored securely on our computer systems and in locked cabinets
• Staff are trained in confidentiality and data protection
• We only give access to staff who need it to do their job
• We will not share information over the phone unless we're sure we're speaking to you

Help us keep records up to date

Please tell us immediately if any of the following change:

• Your address, phone number, or email
• Emergency contact details
• Your child's medical information
• Any other circumstances affecting your child

Contact the school office to update your details.

How we contact you

We will use the contact details you've provided to communicate with you by:

• Phone calls
• Email
• Text messages
• Letters

We will not disclose information to family or friends unless you've given us written permission, and we don't leave messages containing personal information with others.

How long do we keep information?

• Educational records: until your child is 25 years old
• Safeguarding records: until your child is 25 years old (or longer in some cases)
• Most other records: between 1-7 years depending on the type

When your child leaves our school, we transfer their records securely to their new school within 5 days.

Questions or concerns?

For questions about how we use your child's information:

School Office: 0121 464 6746 | enquiry@rgntpark.bham.sch.uk

Data Protection Officer: Pauline Kelly, School Business Manager

To make a complaint:

Information Commissioner's Office (ICO)
Helpline: 0303 123 1113
Website: www.ico.org.uk

Want more detail?

Read our full Privacy Notice for Parents and Carers on our website: https://bit.ly/43apZuE

This includes detailed information about:

• Exactly what data we collect and why
• Our legal basis for processing different types of information
• Detailed retention periods
• Your full rights under UK data protection law
• How to make a subject access request
• Information about Department for Education data collections

This notice was last updated: March 2026
Next review date: Spring term 2027

Regents Park Community Primary School
Arthur Street, Small Heath, Birmingham, B10 0NJ

enquiry@rgntpark.bham.sch.uk   0121 464 6746