We take privacy seriously and we are are committed to ensuring that your personal data is protected.
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What is this for
This policy is intended to provide information about how the School will use (or “process”) personal data about individuals including: its staff; its current, past and prospective pupils; and their parents, carers or guardians (referred to in this policy as “parents”) and wider community. Read more here.
Who to contact
This section contains details of who to contact for more information and our process for queries and complaints. If an individual believes that the School has not complied with this policy or acted otherwise in accordance with Data Protection Law, they should utilise the School complaints/grievance procedure. Read more here.
Why we collect
The School uses data to confirm identities, maintain relationships and provide education services. We also collect for the purpose of donor due diligence, forecasting, monitoring the school’s performance and dealing with references. Read more here.
What we collect
Information collected includes academic records, financial details and images. We also collect car details about those who use our car parking facilities, contact details for next of kin and references given or received by the School about pupils. Read more here.
How the School collects data
The School primarily collects data from the individual or in the case of pupils their parents or their agents. However, in some cases personal data may be supplied by third parties such as another school, or other professionals or authorities working with that individual; or collected from publicly available resources. Read more here.
Who has access to personal data and who we share it with/transfer it to
For the most part, personal data collected by the School will remain within the School, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). Occasionally, the School will need to share personal information relating to its community with third parties, such as professional advisers (lawyers and accountants) or relevant authorities (HMRC, police or the local authority). Read more here.
How long we keep personal data
The School will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary staff and pupil personnel files is up to 7 years following departure from the School. However, incident reports and safeguarding files will need to be kept much longer, in accordance with specific legal requirements. Read more here.
Keeping in touch and supporting the School
The School will use the contact details of parents, pupils, alumni, benefactors and the wider community to keep them updated about the activities of the School, or alumni and parent events of interest, including by sending updates and newsletters, by email and by post. Unless the relevant individual objects. Read more here.
Individuals have various rights under Data Protection Law to access and understand personal data about them held by the School, and in some cases ask for it to be erased or amended or for the School to stop processing it, but subject to certain exemptions and limitations. Read more here.
Pupils can make subject access requests for their own personal data, provided that, in the reasonable opinion of the School, they have sufficient maturity to understand the request they are making. Indeed, while a person with parental responsibility will generally be entitled to make a subject access request on behalf of younger pupils, the information in question is always considered to be the child’s at law. Read more here.
Where the School is relying on consent as a means to process personal data, any person may withdraw this consent at any time (subject to similar age considerations as above). Please be aware however that the School may have another lawful reason to process the personal data in question even without your consent. Read more here.
The rights under Data Protection Law belong to the individual to whom the data relates. However, the School will often rely on parental consent to process personal data relating to pupils (if consent is required) unless, given the nature of the processing in question, and the pupil’s age and understanding, it is more appropriate to rely on the pupil’s consent. Read more here.
Data accuracy and security
The School will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must please notify the School of any significant changes to important information, such as contact details, held about them, please refer to the ‘Who to contact section’. Read more here.