Privacy Policy

Introductory Statement

The school’s Privacy Policy  applies to the personal data held by the school’s Board of Management (BoM), which is protected by the Data Protection Acts 1988 to 2018 and the EU General Data Personal Regulation (GDPR), which comes into force on 25th May, 2018.

How we collect and use pupil information:

The BoM of Scoil Bhríde JNS is the data controller for the purposes of GDPR.  We collect pupil information from you and may receive information about your child from a previous school.

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis.  In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or whether you have a choice in the matter.

We hold this personal data to:
  • Support our pupils’ learning
  • Monitor and report on pupil progress
  • Provide appropriate pastoral care for our pupils
  • Assess the quality of our teaching and learning
  • To comply with the law regarding data sharing
The Categories of pupil information that we collect, hold and share include:
  • Personal information (such as name, pps number and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth)
  • Attendance information (number of absences and reason for these absences)
  • Assessment information
  • Medical information
  • Special Needs information
  • Behavioural information
With whom  do we share pupil information?

We share pupil information when required with:

  • The school to which your child transfers
  • The Department of Education and  Skills (DES)
  • The HSE (if required)
How long do we store Pupils’ Information?

Our Document Retention Policy states the length of time all school data needs to be retained. In relation to pupils the following lists  what information is retained and for how long:

Pupil Related

Retention Periods

School Register/Roll Books

Enrolment Forms

Disciplinary notes

Test Results – Standardised

Psychological Assessments etc.


Accident Reports

Child Protection Reports/Records

S.29 Appeals

Class Lists

Medical Indemnity Forms

Parental Complaints (mundane)

Parental Complains (serious)

Pupil End of Year Reports

Pupil Transfer Forms

HSE referrals on Child

Tour permission slips

Web-site permission slips

Section 29 Appeals                                              


Hold until Pupil is 25 Years                             

Never Destroy                                             

Hold until pupil is 25 Years

Never Destroy

Never Destroy                                        

Never Destroy                                                 

Never Destroy                                             

Never Destroy

Retain for 10 years

Retain for 4 years

Hold until Pupil is 25 Years                             

Never Destroy

Hold until Pupil is 25 Years 

Hold until Pupil is 25 Years                             

Hold until Pupil is 25 Years 

Never destroy    

Never destroy    

Never destroy    

Why we share pupil information:

We do not share information about our pupils with anyone without parental consent unless obliged to do so by law.

We share pupils’ data with the DES on a statutory basis.  This data sharing underpins school funding and resourcing for special education.

A note on the Pupil Online Data (POD) system

The Primary Online Database (POD) is a nationwide individualised database of primary school pupils, facilitating the monitoring of educational progress as pupils move through the primary education system and on to post-primary. The system allows schools to make online returns to the Department of Education and Skills (DES) and provides the Department with the comprehensive and in-depth information needed to develop and evaluate educational policy. It is also used for the following:

  • Completion of the National School Annual Census – As of September 2016, POD is the mechanism for schools to complete the Annual Census
  • Teacher allocation and payment of capitation and other grants – Information submitted through the Annual Census forms the basis for teacher allocation, capitation and grant payments for each school
  • Resource allocation and planning purposes
  • Statistical Information  POD is the source of statistical information for the primary school sector
  • Register of pupils – POD has removed the need for schools to maintain a hardcopy of their school’s Clárleabhar, as all necessary information is recorded on the system
  • Centralised updating of school information – POD provides a single point for schools to view and correct the details held by the Department
A note on Aladdin

Aladdin is a DES approved electronic data base for schools. Scoil Bhríde uses Aladdin for storing information about the pupils. This includes name, address, PPS number, attendance, standardised results and report cards.

Your rights as a Data Subject in relation to data held in Scoil Bhríde
  1. Right to have your data processed in accordance with the Data Protection Acts.
  2. Right to have your personal information obtained and processed fairly, kept securely and not unlawfully disclosed to others.
  3. Right to be informed to know the identity of the data controller and the purpose for obtaining your personal information.
  4. Right of access to get a copy of your personal information.
  5. Right of rectification or erasure to have your personal information corrected or deleted if inaccurate.
  6. Right to block certain uses to prevent your personal information being used for certain purposes.
  7. Right to object to stop some specific uses of your personal information.

How to make a complaint

If you wish to make a complaint regarding the retention and use of data, you should, contact the school office.