GDPR Data processing modelSchool Registration File

Data details

Data conservation rules

Active base:

Limitation Act 1980; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7

Intermediate archiving:

At the end of the active period, only data strictly needed for the following purposes may be kept in intermediate storage, with access restricted to authorised staff on a case-by-case basis: - evidence in the event of claims, until the relevant limitation periods have expired (Limitation Act 1980); - evidence in the event of inspection or audit by competent authorities; - reopening of a child's file, for no more than 12 months. No statutory period applies to the local authority's records on children missing education and school admissions; the controller should set it based on the purpose (for example until the child is no longer of compulsory school age, plus a period to deal with claims). Admission and attendance register entries held by schools must be preserved for 6 years (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7).

Destruction

Data details

Data conservation rules

Active base:

Limitation Act 1980; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7; Local Government Act 1972, s.224

Intermediate archiving:

At the end of the active period, only data strictly needed for the following purposes may be kept in intermediate storage, with access restricted to authorised staff on a case-by-case basis: - evidence in the event of claims, until the relevant limitation periods have expired (Limitation Act 1980); - evidence in the event of inspection or audit by competent authorities; - reopening of a child's file, for no more than 12 months. No statutory period applies to the local authority's records on children missing education and school admissions; the controller should set it based on the purpose (for example until the child is no longer of compulsory school age, plus a period to deal with claims). Admission and attendance register entries held by schools must be preserved for 6 years (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7).

Destruction

Data details

Data conservation rules

Active base:

Data are kept in the active database while the pupil is on the school roll or, for a local authority, while the child is of compulsory school age and the authority is responsible for identifying the child, arranging admission or enforcing attendance.

Limitation Act 1980, ss.2, 5 and 28; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7; Local Government Act 1972, s.224

Intermediate archiving:

At the end of the active period, only data strictly needed for the following purposes may be kept in intermediate storage, with access restricted to authorised staff on a case-by-case basis: - evidence in the event of claims, until the relevant limitation periods have expired (generally 6 years, Limitation Act 1980, ss.2 and 5; for claims by a former pupil, time does not start to run until the age of 18, s.28); - evidence in the event of inspection or audit by competent authorities; - reopening of a pupil's file, for no more than 12 months. Admission and attendance register entries must be preserved for 6 years from the date of the entry (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7). No statutory period applies to the rest of the pupil file held by the last school attended; the controller should set it based on the likely need to answer claims or requests from former pupils.

Destruction

Data details

Data conservation rules

Active base:

Limitation Act 1980; School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7; Local Government Act 1972, s.224

Intermediate archiving:

At the end of the active period, only data strictly needed for the following purposes may be kept in intermediate storage, with access restricted to authorised staff on a case-by-case basis: - evidence in the event of claims, until the relevant limitation periods have expired (Limitation Act 1980); - evidence in the event of inspection or audit by competent authorities; - reopening of a child's file, for no more than 12 months. No statutory period applies to the local authority's records on children missing education and school admissions; the controller should set it based on the purpose (for example until the child is no longer of compulsory school age, plus a period to deal with claims). Admission and attendance register entries held by schools must be preserved for 6 years (School Attendance (Pupil Registration) (England) Regulations 2024, reg. 7).

Destruction