Why we collect

Why we collect

In order to carry out its ordinary duties to staff, pupils and parents / guardians / agents / benefactors / alumni and wider community, the School may process a wide range of personal data about individuals (including, but not limited to, current, past and prospective staff, pupils or parents and its wider community) as part of its daily operation.

Some of this activity the School will need to carry out in order to fulfil its legal rights, duties or obligations – including those under a contract with its staff, alumni, benefactors, wider community, or parents of its pupils.

Other uses of personal data will be made in accordance with the School’s legitimate interests, or the legitimate interests of another, provided that these are not outweighed by the impact on individuals, and provided it does not involve special or sensitive types of data.

The School expects that the following uses may fall within that category of its (or its community’s) “legitimate interests”:

  • For the purposes of pupil selection (and to confirm the identity of prospective pupils and their parents);
  • To provide education services, including musical education, physical training or spiritual development, career services, and extra-curricular activities to pupils, and monitoring pupils' progress and educational needs;
  • Maintaining relationships with alumni, benefactors and its wider community, including direct marketing or fundraising activity;
  • For the purposes of donor due diligence, and to confirm the identity of prospective donors and their background
  • For the purposes of management planning and forecasting, research and statistical analysis, including that imposed or provided for by law (such as diversity or gender pay gap analysis and taxation records);
  • To enable relevant authorities to monitor the School's performance and to intervene or assist with incidents as appropriate;
  • To give and receive information and references about past, current and prospective pupils, including relating to outstanding fees or payment history, to/from any educational institution that the pupil attended or where it is proposed they attend; and to provide references to potential employers of past pupils;
  • To enable pupils to take part in national or other assessments, and to publish the results of public examinations or other achievements of pupils of the School;
  • To safeguard pupils' welfare and provide appropriate pastoral care;
  • To monitor (as appropriate) use of the School's IT and communications systems in accordance with the School's IT acceptable use policy;
  • To make use of photographic images of pupils in School publications, on the School website and (where appropriate) on the School's social media channels in accordance with the school's policy on taking, storing and using images of children;
  • For security purposes, including CCTV in accordance with the School’s CCTV policy; and
  • Where otherwise reasonably necessary for the School's purposes, including to obtain appropriate professional advice and insurance for the School.

In addition, the School may need to process special category personal data (concerning health, ethnicity, religion, biometrics or sexual life) or criminal records information (such as when carrying out DBS checks) in accordance with rights or duties imposed on it by law, including as regards safeguarding and employment, or from time to time by explicit consent where required. These reasons may include:

  • To safeguard pupils' welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual's medical condition where it is in the individual's interests to do so: for example for medical advice, social services, insurance purposes or to organisers of School trips;
  • To provide educational services in the context of any special educational needs of a pupil;
  • To provide spiritual education in the context of any religious beliefs;
  • In connection with employment of its staff, for example DBS checks, welfare or pension plans;
  • To run any of its systems that operate on biometric data, such as for security and other forms of pupil identification (lockers, lunch etc.); or
  • For legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with its legal obligations and duties of care.

Our legal grounds for using your information

This section contains information about the legal basis that we are relying on when handling your child's information.

Legitimate interests

This means that the processing is necessary for legitimate interests except where the processing is unfair to your child. The School relies on legitimate interests for most of the ways in which it uses your child's information.

Specifically, the School has a legitimate interest in:

  • Providing your child with an education.
  • Safeguarding and promoting your child's welfare and the welfare of other children.
  • Promoting the objects and interests of the School. This includes fundraising e.g. if we want to raise money to build new buildings etc.
  • Facilitating the efficient operation of the School.
  • Ensuring that all relevant legal obligations of the School are complied with.

In addition your child's personal information may be processed for the legitimate interests of others. For example, we may use information about your child when investigating a complaint made by another pupil. If you object to us using your child's information where we are relying on our legitimate interests as explained above please speak to the Privacy and Compliance Officer.

Legal obligation

Where the School needs to use your child's information in order to comply with a legal obligation, for example, to report a concern about your wellbeing to Children's Services, we may also have to disclose your information to third parties such as the courts, the local authority or the police where legally obliged to do so.

Vital interests

For example, to prevent someone from being seriously harmed or killed.

Public interest

The School considers that it is acting in the public interest when providing education.

Haileybury Hertford SG13 7NU 01992 706200 Registered charity number 310013