Emergency Contact & Welfare Profile

Before completing this form, you may wish to have the following information to hand:

  1. Electronic copy of pupil’s birth certificate and passport (pdf or jpeg format)
  2. Current/previous school address and contact information
  3. GP or allergy specialist clinic address and contact information

And if applicable:

  1. Medical prescriptions (including valid expiry dates)
  2. Electronic copy of any EHC and/or SEN recent, relevant professional reports concerning your child, such as occupational therapy, speech therapy, educational psychology, specialist teacher, CAMHS, etc. (pdf or jpeg format)

Please complete all sections clearly and refer to the Guidance Notes and Privacy Notice before beginning:



We must have proof of identification to register your child – please upload either a PDF or JPEG photocopy or scan of your child’s birth certificate or passport:

Section A: Basic Details


If you already have a child within the School, please provide the following information:

Section B: Optional Parental Consent for Use of Biometric (Finger Print) Data and Photos


The school uses biometric data for cashless catering and other services. This system has significantly improved the services offered to students and staff, with benefits including:

  • Reduction in queuing time in the school café.
  • Children will not have to remember a PIN or bring a card.
Biometric consent

The school uses photos of students in printed publications, on websites and other published electronic media and in published videos.

Photo consent

I consent to my child’s photo being used for:

Section C: Family/Home Contact Details


Who Is a "Parent"?

Section 576 of the Education Act 1996 defines parent as:

  • All natural parents, whether they are married or not;
  • Any person who, although not a natural parent, has parental responsibility for a child or young person;

Having parental responsibility means assuming all rights, duties, powers, responsibilities and authority that a parent of a child has by law. People other than a child's natural parents can (only) acquire parental responsibility through:

  • Being granted a residence order
  • Being appointed a guardian
  • Being named in an emergency protection order (although parental responsibility in such a case is limited to taking reasonable steps to safeguard or promote the child’s welfare)
  • Adopting a child

In addition a local authority can acquire parental responsibility it it is named in the care order for a child.


This needs to be a Parent or Legal Guardian and is the first person the school would contact in an emergency. This contact would automatically receive all communications sent out by the school from notifications relating to the students studies, school news and postal communications i.e. Termly Reports.

The Primary contact receives all school communications automatically



EMAIL ADDRESS: This email address will be used to send school communications to you

Alternate email which would only be used if there was a problem with the one above:


If the school was unable to reach the Primary Contact this is the next contact they would ring.




If the school was unable to reach the Secondary Contact this is the next contact they would ring.



Section D: Ethnic/Cultural

Any information you provide will be used solely to compile statistics on the school careers and experiences of pupils from different ethnic backgrounds, to help ensure that all pupils have the opportunity to fulfil their potential. These statistics will not allow individual pupils to be identified. From time to time the information will be passed on to the Local Education Authority and the Department for Education (DfE) to contribute to local and national statistics, the information will also be passed on to future schools, to save it having to be asked for again.

Any information that we receive from legal documents, such as passports and birth certificates, is not used to verify information in this section. We will record all ethnic and cultural information as declared by you in the tables below.

Section E: Additional Information

If selected ‘Yes’ for either an EHC Plan or Additional Support, you will need please upload a photocopy of any recent, relevant professional reports concerning your child, such as occupational therapy, speech therapy, educational psychology, specialist teacher, CAMHS, etc. here:

Section F: Welfare (First Aid & Dietary)


Please tick all that apply:*


It is the parents and carers responsibility to review all welfare details each academic year or according to need. The School should be updated as and when your child’s treatment changes. Medicines provided should be clearly labelled (Chemist/Pharmacy labels only) with your child’s name and valid expiry date to be kept in agreement with the School’s policy, PRIOR TO YOUR CHILD’S START DATE.

Agreement and Conclusion:

  • The school and parent will hold a copy of these notes. Copies should be sent to the G.P., allergy specialist and Local Educational Authorities for information.
  • Any necessary revising will be the subject of further discussions between the school and parents.
  • On a termly basis, any change in routine will be noted and circulated.
  • It is the parent’s responsibility to ensure medications are available for the School and replaced before the expiry date indicated on the label.
  • Parents are responsible for providing emergency contact details and keeping them up to date.
  • It is the parent's responsibility to provide details of medical conditions, to update the school concerning any changes (see Section 2).
  • Following receipt of this information a care plan or Individual Health Care Plan (IHCP) will be prepared and kept with any medication for reference by the First-Aid team (see Section 2).
  • It is the parent’s responsibility to provide up-to-date medication for their child, and to renew before the expiry date


Should you have any queries or concerns in regards to your child’s Individual Health Care Plan, please contact the Welfare Office.

Section G: Signature of Consent

It is important you review the privacy notice. Download a copy

Privacy Notice – Pupils/Parents Who are we?

The Twyford C of E Academies Trust, Twyford Crescent, London W3 9PP is the Data Controller for the purposes of the Data Protection Act 1998 and the General Data Protection Regulation (EU 2016/679) (GDPR).

Why do we collect and use pupil information?

We collect and use personal information to perform a task carried out in the public interest and in the exercise of official authority (GDPR Article 6 1(e)) and sensitive personal information also for reasons of substantial public interest on the basis of law (GDPR Article 9 2(g)). The specific legal basis for the collection of pupil information is the Education Act 1996. We collect information from you and may receive information about you from your previous school and the Learning Records

Service. We hold this pupil data and use it to: - Support pupil learning; - Monitor and report on pupil progress; - Provide appropriate pastoral care; - Assess the quality of our services; - Comply with the law regarding data sharing.

What information is collected?
  • Personal information (such as name, unique pupil number, address, details of parents and other contacts);
  • Characteristics (such as ethnicity, language, nationality, country of birth, and free school meal eligibility);
  • Assessment information;
  • Attendance information (such as sessions attended, number of absences and absence reasons);
  • Exclusions and behavioural information;
  • Special educational needs and medical information;
  • Post 16 learning information including bursary eligibility and progression information.
Collecting pupil information

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 GDPR, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We hold pupil data for up to 25 years so that we are able to respond to requests from former pupils for details of their education including qualifications.

Who do we share pupil information with?

We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us;
  • our/your local authority;
  • the Department for Education (DfE);
  • The National Health Service.
Aged 14+ qualifications

For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications

Why we share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We do not expect to transfer data to a non-EU country for offsite storage or processing but if we did we would ensure that appropriate safeguards were in place.

We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

We are required to share information about our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Youth support services
What is different about pupils aged 13+?

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers

A parent / guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 16.

Our pupils aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • careers advisers

For more information about services for young people, please visit our local authority website.

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received

To contact DfE: https://www.gov.uk/contact-dfe

 Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the Trust Data Team ([email protected]).

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/


If you would like to discuss anything in this privacy notice, please contact, Richard Lane (rlane@twyford.ealing.sch.uk 020 8752 0141) or the Trust’s Data Protection Officer, Robert Bullett at the London Diocesan Board for Schools, London Diocesan House, 36 Causton Street, London SW1P 4AU (robert.bullett@london.anglican.org 020 7932 1161).

To acknowledge that you have read and understood the Trust Privacy Notice and the Trust Guidance Notes for Completing an Emergency Contact & Welfare Profile, as well as any other relevant legislation and/or school policies relating to your child’s enrolment and/or welfare, please provide your signature of consent as well as the date signed:

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