Learn Sheffield Privacy notice for service users, partners and stakeholders

Under data protection law, individuals have a right to be informed about how Learn Sheffield uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about partners and stakeholders.

We, Learn Sheffield, are the ‘data controller’ for the purposes of data protection law.

We are a private company and as such are not required to name a Data Protection Officer (DPO). Our Lead for Data Protection, is Andy Wynne.


The information in our email communication is confidential. The contents may not be disclosed or used by anyone other than the addressee. If you are not the addressee, please tell us by using the reply facility in your email software as soon as possible. Learn Sheffield cannot accept any responsibility for the accuracy or completeness of this message as it has been transmitted over a public network. If you suspect that the message may have been intercepted or amended please tell us as soon as possible.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about partners and stakeholders includes, but is not restricted to:

  • Contact details and contact preferences
  • Details of roles – for example staff professional role in a school or setting or governors’ membership of school governing boards, trust boards and committees
  • Information arising from participation in Learn Sheffield projects and programmes, for example training courses
  • Pupil data, where required for service delivery under commission from schools and the Local Authority

Why we use this data

We use this data to:

  • Help us to provide school improvement services
  • Support pupil learning
  • Deliver and/or support projects aimed at improving pupil outcomes
  • Manage and deliver projects and programmes on behalf of the Local Authority, under regulations set by the Department for Education and/or Ofsted, for example moderation of schools’ assessment of pupil attainment
  • Carry out research
  • Comply with the law regarding data sharing

Our legal basis for using this data

We only collect and use personal data when the law allows us to. Most commonly, we process it where:

  • We need it to comply with a contract that specifies our role in collecting, processing and sharing data in line with our goals to improve outcomes for pupils
  • We need to comply with a legal obligation
  • We need it to perform an official task in the public interest

Less commonly, we may also process pupils’ personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information

Whenever we seek to collect information from pupils, governors or staff in your institution, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

How we store this data

We keep personal information about stakeholders and pupils while the projects and activities requiring them are live and in progress. We may also keep it beyond the end of such activities. If this is necessary in order to comply with our legal obligations. Our information retention and management policy sets out how long we keep information about stakeholders and pupils. You can request a copy of our information retention policy by emailing enquiries@learnsheffield.co.uk

Data sharing

We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with:

  • Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
  • The Department for Education
  • Educators and examining bodies, for example assessment & moderation information
  • Education and children’s service regulators, for example Ofsted
  • Suppliers and service providers – to enable them to provide a service we have contracted them for
  • Financial organisations, where we need to identify individuals in order to pay stakeholder organisations in relation to services and projects
  • Central and local government
  • Survey and research partner organisations
  • Internet Security organisations
  • Professional advisers and consultants
  • Professional bodies

Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.


Partner and stakeholder rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that Learn Sheffield holds about them.

If you make a subject access request, and if we do hold information about you or your child, we will:

  • Give you a description of it
  • Tell you why we are holding and processing it, and how long we will keep it for
  • Explain where we got it from, if not from you
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this
  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact our data protection lead.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress
  • Prevent it being used to send direct marketing
  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
  • Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our data protection officer.



We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact our data protection officer.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

  • Report a concern online at https://ico.org.uk/concerns/
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF


Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection lead, Andy Wynne (andy.wynne@learnsheffield.co.uk):

This notice is based on the Department for Education’s model privacy notice amended to reflect the way we use personal data within Learn Sheffield.