Privacy Notice

Why we collect and use pupil and parental information:

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

We use information for the following purposes:

  • ​To support pupil learning
  • To monitor and report on learner progress
  • To provide appropriate bespoke provision
  • To assess the quality of our services
  • To comply with data sharing law
  • To support learners, parents, and guardians with their child’s next steps.

Categories of information that we collect, hold and share include: 

  • Personal information (such as name, unique pupil number and contact details)
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Assessment and attainment information (such as qualifications entries and results, literacy, numeracy and digital competence framework progress)
  • Additional learning needs information (such as statements, interventions, and information from external agencies)
  • Relevant medical information (such as medication information, levels of need and hygiene information)
  • Safeguarding information (such as minutes of meetings, social services information and disclosures)

 Collecting 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 Regulations, you will be informed whether you are required to provide certain pupil information to us or if you have a choice in this.

 Storing pupil information​:

Brynllywarch Hall School keeps information about pupils, parents, and guardians on our computer systems and also sometimes on paper. We hold educational records securely until your child changes school or moves on.  Their records will then be transferred to the new school or college, where they will be retained until 25 years after the student’s date of birth. After this date, they will be safely destroyed.

Your child’s information is stored safely and securely.​ We will not share data if you have advised us that you do not want it shared unless we are legally required to do so or if this means that our students are safeguarded.

Who do we share pupil information with?

  • Schools or colleges that our pupils attend after leaving us
  • Our local authority (Powys)
  • The Department for Education and Skills (Wales) and the Welsh Government
  • Social services or other external agencies (if required)
  • Assessment bodies and assessment system hosts
  • Qualifications and exam boards.

Why we share pupil information:

We do not share information about our learners with anyone without consent unless the law and our policies allow us to do so. We share pupils’ data with the Department for Education and Skills (Wales), Powys Education Authority and the Welsh Government on a statutory basis. This data sharing underpins school funding, improvement and educational attainment policy and monitoring.

​The School Census:

The school census takes place in January each year and is completed by every school in Wales. Each school provides information on the school, its pupils and staff. The Pupil Level Annual School Census (PLASC) is used and the information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide PLASC information about our pupils to the Welsh Government as part of statutory data collections such as the school census. Some of this information is then stored anonymously by Stats Wales. PLASC return is a statutory requirement under section 537A of the Education Act. 1996.

Further information can be found here.

  • The Welsh Government may share information about our pupils with third parties who promote the education or well-being of children in Wales by:
  • Conducting research or analysis
  • Producing statistics
  • Providing information, advice or guidance.

​​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, contact Mr G Randell at Brynllywarch.

​ You also have the right to:

  • Object to the 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
  • Claim compensation for damages caused by a breach of data protection regulations mentioned in the above.

If you have a concern about the way we are collecting or using your or your child’s personal data, you should raise your concern with us in the first instance so that we may consult with you and rectify any issues arising in a sensitive and responsive way. You are also entitled to contact the Information Commissioner’s Office directly here.


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

Mr Gavin Randell 

Brynllywarch Hall School

Tel: 01686 670 276