School Privacy Notice

What the School or Early Years Provider, Cardiff Council Local Authority and Welsh Government does with the Educational Information they hold on Children and Young People
To meet the requirements of the Data Protection Act 2018 and General Data Protection Regulation (GDPR), schools are required to issue a Privacy Notice to children and young people and/or parents and guardians summarising the information held on record about children and young people, why it is held, and the third parties to whom it may be passed.
This Privacy Notice provides information about the collection and processing of children’s or young people’s personal and performance information by the School, Cardiff Council (LA) and Welsh Government.
The collection of personal information
The school collects information about children and young people and their parents or legal guardians when children and young people enrol at the school. The school also collects information at other key times during the school year and may receive information from other schools when children and young people transfer.
The School processes the information it collects to administer the education it provides to children and young people. For example:
  • the provision of educational services to individuals;
  • monitoring and reporting on pupils’/children’s educational progress;
  • the provision of welfare, pastoral care and health services;
  • the giving of support and guidance to children and young people, their parents and legal guardians;
  • the organisation of educational events and trips;
  • the planning and management of the school.
Welsh Government and Local Authority (LA)
The Welsh Government receives information on pupils directly from schools normally as part of statutory data collection which consists of the following:
  • Post-16 data collection
  • Pupil Level Annual School Census (PLASC)
  • Educated other than at school (EOTAS) pupil level collection
  • National data collection (NDC)
  • Attendance collection
  • Welsh National Tests (WNT) data collection
In addition to the data collected as part of PLASC, the Welsh Government and Local Authorities also receives information regarding National Curriculum assessments, public examination results, and attendance data at individual pupil level which comes from Schools and /or Awarding Bodies (e.g. WJEC).
The Welsh Government uses this personal information for research (carried out in a way that ensures individual children and young people cannot be identified) and for statistical purposes, to inform, influence and improve education policy and to monitor the performance of the education service as a whole. Examples of the sort of statistics produced can be viewed at Further information on the Welsh Government’s use of personal data is set out within the Welsh Governments’ Privacy Policy which is available here.
The LA also uses the personal information collected to do research. It uses the results of this research to make decisions on policy and the funding of schools, to calculate the performance of schools and help them to set targets. The research is carried out in a way that ensures individual children and young people cannot be identified.
Personal information held
The sort of personal information that will be held includes:
  • personal details such as name, address, date of birth, child/young person identifiers and contact details for parents and guardians;
  • information on any special educational needs;
  • information on performance in internal and national assessments and examinations;
  • information on the ethnic origin and national identity of children and young people (this is used only to prepare summary statistical analyses);
  • details about children’s and young people’s immigration status (this is used only to prepare summary statistical analyses);
  • medical information needed to keep children and young people safe while in the care of the school/Early Years provider;
  • information on attendance and any disciplinary action taken;
  • information about the involvement of social services with individual children and young people where this is needed for the care of the child/young person.
Organisations which may share personal information
Information held by the school, Early Years providers, LA and the Welsh Government on children and young people, their parents or legal guardians may also be shared with other organisations when the law allows and providing all appropriate steps are taken to keep the information secure, for example:
  • other education and training bodies, including schools, when children and young people are applying for courses or training, transferring schools or seeking guidance on opportunities;
  • bodies contracted to conduct research for the Welsh Government, LA and schools/Early Years providers with appropriate steps taken to ensure that the information secure;
  • central and local government for the planning and provision of educational services;
  • social services and other health and welfare organisations where there is a need to share information to protect and support individual children and young people;
  • management Information System (MIS) providers in order to ensure that system functionality and accuracy is maintained;
  • the Council’s and or Schools approved suppliers of the schools ‘cashless’ system to ensure all pupils, parents & guardians with parental responsibility and school staff are able to use it as appropriate;
  • the Central South Consortium Joint Education System (CSCJES) to support regional statistical analysis as required by Welsh Government;
  • various regulatory bodies, such as ombudsmen and inspection authorities, where the law requires that information be passed on so that they can do their work;
  • the Office of National Statistics (ONS) in order to improve the quality of migration and population statistics
Children and young people have certain rights under the Data Protection Act and General Data Protection Regulation, including a general right to be given access to personal data held about them by any “data controller.” The law allows that, by the age of 13, children and young people have sufficient maturity to understand their rights and to make an individual right request themselves if they wish. A parent would be expected to make a request on a child’s behalf if the child is younger. If you wish to access your personal data, or that of your child, then please contact the relevant organisation in writing.
Other information
The LA, school and Welsh Government place a high value on the importance of information security and have a number of procedures in place to minimise the possibility of a compromise in data security. The LA, school and Welsh Government will endeavour to ensure that information is kept accurate at all times and processed in accordance with our legal requirements.
Your rights under the Data Protection Act 2018 and General Data Protection Regulation (GDPR)
The Data Protection laws give individuals certain rights in respect of personal information held on them by any organisation. These rights include:
  • the right to ask for and receive copies of the personal information held on yourself, although some information can sometimes be legitimately withheld;
  • the right, in some circumstances, to prevent the processing of personal information if doing so will cause damage or distress;
  • the right to ask for incorrect information to be put right;
  • the right to request that information is not processed
You also have the right to ask the Information Commissioner, who enforces and oversees the Data Protection Act, to assess whether or not the processing of personal information is likely to comply with the provisions of our legislative responsibilities.
Seeking further information
For further information about the personal information collected and its use, if you have concerns about the accuracy of personal information, or wish to exercise your rights under the Data Protection Act 2018 and General Data Protection Regulation, you should contact:
  • Marlborough Primary School
  • Cardiff Council’s Data Protection Officer at County Hall, Atlantic Wharf, Cardiff Bay, Cardiff, CF10 4UW (email
  • Welsh Government’s Data Protection Officer at the Welsh Government, Cathays Park, Cardiff, CF10 3NQ (email
  • The Information Commissioner’s Office help line 029 2067 8400 (Wales helpline) or 0303 123 1113 (UK helpline)
  • information is also available from
This document is available in Welsh / Mae’r ddogfen hon ar gael yn Gymraeg

Who we are

This is the website for Marlborough Primary School, Blenheim Road, Cardiff, CF23 5BU.

What personal data we collect and why we collect it

Any details submitted via the website may be retained by the school for future reference. This may include personal data such as name, email address, personal account preferences; transactional data, such as purchase information; and technical data, such as information about cookies.

Personal data is not just created by a user’s interactions with your site. Personal data is also generated from technical processes such as contact forms, comments, cookies, analytics, and third-party embeds.

By default this site does not collect any personal data about visitors.


When visitors leave comments on the site, where the option is available, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

We may keep contact form submissions for a certain period for school administration purposes, but will not use the information submitted through them for marketing or pass them on to third parties without permission.


If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Our contact information

Marlborough Primary School
Blenheim Road
CF23 5BU

Telephone: 029 2049 2564
Fax: 029 2047 0072