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Pupil and children's data

Access to pupil records

As a parent or carer you are entitled to see your child's educational records, as is any pupil, if the school is satisfied the child understands the nature of his or her request.

The records include your child's academic achievements, their skills and abilities, progress at school and their pupil reports, along with communications by headteachers and other teachers, local education authority employees and others providing relevant services.

The Data Protection Act will prevent disclosure of certain information. Examples include information that:

  • could cause serious harm to the child or someone else;
  • relates to actual or suspected child abuse;
  • is a report to a juvenile court or includes any references the school has provided to potential future employers, educational or training establishments of the pupil.

What we do with pupil and children's data

This data may be used by a carefully controlled number of organisations for statistical, research and planning, as follows:

Surrey County Council: we use information to inform the services we are responsible for delivering, for example, assessing any special educational needs a child may have. The statistics also help inform our decisions, assess school performance and set targets. The figures are never used in a way that would identify any individual child. If you would like to contact us about safeguarding a record, please email us at: csmash@surreycc.gov.uk or call 0300 470 9100.

Department for Education (DfE): uses some basic information as part of monitoring and improving the service. No one can be identified from the information they are given and the DfE does not share it with other agencies or use it in reports or research.

Youth support services: once someone is 13 or older, by law we have to pass some information, including your address, date of birth and any other relevant information, to providers of youth support services in your area. Until your child is 16, you can ask that no information other than your name, address and date of birth (and their name and address) be passed to the youth services. This right transfers to your child when he or she turns16. However, you will need to inform your school if this is what you or your child would like to happen.

H M Revenue & Customs (HMRC): every month we provide information to HMRC about children that come into care who were born between 1 September 2002 and 2 January 2011.

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