This privacy notice sets out how Gloucester House Day Unit of the Tavistock and Portman NHS Foundation Trust collects information about pupils and how we use the information to ensure that we process personal data fairly, lawfully and transparently. See Tavistock and Portman NHS Foundation Trust Privacy Notice.

Gloucester House Day Unit is an independent special school with a fully integrated clinical team. The School provides a model of good practice that fits the new Education, Health and Care plans. The programme is run by the Tavistock and Portman NHS Foundation Trust to support the learning and development of children with social, emotional and mental health difficulties, their families/carers and the professional network around them.

Why do we collect and use pupil information?

We collect and use pupil information under Article 6(1)€ of the General Data Protection Regulations (GDPR) because it is necessary to collect such information in order for the school to educate your child(ren) which is carried out in the public interest.

We use pupil data:

  • To support pupil learning
  • To monitor and report on pupil progress
  • To provide appropriate pastorial care
  • To comply with the law regarding data sharing

The categories of pupil information that we collect, hold and share, include:

  • Personal identifiers and contacts (such as name, unique pupil 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)

Collecting pupil information

Whilst the majority of pupil information you provide to use is mandatory, some of it is provided to us on voluntary basis. In order to comply with the GDPR, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We hold data for as long as the school is required to hold it. Pupil data is held for as long as the pupil attends Gloucester House or for as long as it is required by law.

Who do we share pupil information with?

We routinely share pupil information with:

  • Schools that the pupil attends after leaving us
  • Our local authority
  • The Department of Education (DfE)
  • The School Nurse
  • The Speech and Language Therapist (if required)
  • School Counsellor (if required)
  • youth support services (pupils aged 13+)
  • Therapist, specialist nurses of the Tavistock and Portman NHS Foundation Trust (if required)

Why we share pupil information

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

We are required to share information about our pupils with our local authority and the DfE under section 3 of The Education (Information about Individual Pupils) (England) Regulations 2013.

Data collection requirements

Find out more about the data collection requirements placed on us by the Department for Education

The National Pupil Database (NPD)

The NPD is owned and managed by the DfE and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the DfE. It is held in electronic format for statistical purposes.

This information is securely collected from a range of sources including school, local authorities and awarding bodies.

We are required, by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of the information is then stored in the NPD.

The law that allows this is the Education )Information about Individual Pupils) (England) Regulations 2013.

Find out more about the pupil information share with the department, for the purpose of data collection.

Find out more about the NPD.

The DfE may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • Conducting research or analysis
  • Producing statistic
  • Providing information, advice or guidance

The DfE has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisionson whether DfE releases data to third parties are subject to the strict approval process and based on detailed assessment of:

  • Who is requesting the data
  • The purpose for which it is required
  • The level and sensitivity of the data requested
  • The arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention
and use of the data. Find information about the DfE’s data sharing process.

Find information about organisations the DfE has provided pupil information (and for which project)

Find out how to contact the Department for Education

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 the school office in person, by telephone on : 020 7794 3353 or
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 decision being taken by automated means
  • In certain circumatances, have inaccurate personal data rectified, blocked, erased or destroyed and
  • Claim compensation for damages caused by a breach of the Data Protection regulations.

If you have any concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance.

Make a complaint: submit a complaint using our online form or write to us:

Gloucester House
The Tavistock Children’s Day Unit
33 Daleham Gardens
London NW3 5BU
Tel: 020 7794 3353

Email for Subject access requests:
Email for Freedom of information requests:

Or contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane

If you would like to discuss anything in the privacy notice please contact: S.I Ndumbe, Data Security and Protection Manager & DPO