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St John's Primary Academy

General Data Protection

The school collects, holds and uses a great deal of information about individuals, particularly students and adults connected with the school. Under the Regulation (EU) 2016/679 (General Data Protection Regulation), data about living individuals is known as personal data. The regulation puts in place numerous safeguards for the use of data about individuals.

Under the GDPR, the data protection principles set out the main responsibilities for organisations:


St. John’s Primary Academy has a statutory duty to comply with the requirements of the GDPR as it collects data about students and adults associated with the school for school business. The school is also required to produce a privacy notice explaining how information is collected and processed. Privacy notices are available on our school website.

Information about your rights under GDPR can be found on the Information Commissioner’s website.


All of the information we hold on individuals follows the six key principles:

  1. Fair, lawful and transparent

  2. Collected for specified, explicit and legitimate purposes

  3. Adequate, relevant and limited to what is necessary

  4. Accurate, and where necessary, kept up to date

  5. Kept in a form which permits identification for no longer than is necessary

  6. Processed in a manner that ensures appropriate security

Primary to Secondary Transition Portal: Privacy Notice




Subject matter of the processing 

Transfer of student data between organisations to support students. Processing of user data to allow School Transition to fulfil their services.  

Duration of the processing 

Data will only be retained for as long as is necessary for the needs of organisations utilising the Transition Portal services and never beyond the duration of our Data Processing Agreement with organisations. This includes subsequent, consecutive Data Processing Agreements. Upon expiry of our final Data Processing Agreement, data will be securely deleted. 

Nature and purposes of the processing 

The personal data of the data subjects (pupils) will be securely uploaded by the pupil’s primary school. Following National Offer Day, secondary schools will be able to request the personal data of pupils offered places at their schools. The purpose of processing the data is to ensure that the secondary schools have knowledge of all relevant pupil information and to support pupils during the transition process. 

 Further processing of the data will be undertaken by agreed, named, third parties, such as, but not limited to, Link ICT Services Limited, to enhance the transition support offered to schools and pupils. Details of these sub processors will be made available on the School Transition website here and any updates to the list of agreed sub processors will communicated to users of the Transition Portal. 

Type of Personal Data 

The following types of student personal data will be processed: 

  • Personal information (such as, but not limited to, name, unique pupil number, primary and secondary school)
  • Characteristics (such as, but not limited to, ethnicity, language, nationality, country of birth and free school meal eligibility)
  • Attendance information (such as, but not limited to, attendance percentages, number of absences and absence reasons)
  • Assessment information (such as, but not limited to, teacher grade judgement)
  • Relevant medical information  
  • Special Education Needs information  
  • Behavioural information (such as, but not limited, exclusions)  
  • Safeguarding information (such as, but not limited to, involvement of other agencies)  

The following personal data will be held for users of the Transition Portal: 

  • Personal information (such as name, job title, email address, employment, IP address, Session IDs)  
  • Interactions between Transition Portal Users and School Transition Limited, such as support tickets raised or queries made with our support team  
  • Information collected automatically relating to the Transition Portal to include information eg a user’s IP address, device type, unique device identification numbers and login information, browser-type and version, time zone setting, operating system and platform, broad geographic location (e.g. country or city-level location) and other such technical information 

Categories of Data Subject 


The data subjects include and are limited to: primary school pupils transitioning to secondary school; staff members using the Transition Portal. 

Plan for return and destruction of the data once the processing is complete UNLESS requirement under union or member state law to preserve that type of data 

Data will only be retained for as long as is necessary for the purpose of transition.  Following confirmation that the transition process is complete the data will be securely deleted. 

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