Generally, the School receives personal data from the individual directly (including, in the case of pupils, from their parents or their agents). This may be via a form, or simply in the ordinary course of interaction or communication (such as email or written assessments).
However in some cases personal data may be supplied by third parties (for example another School, or other professionals or authorities working with that individual); or collected from publicly available resources.
We set out below examples of the different ways in which we use personal information and where this personal information comes from. Our primary reason for using your child's information to provide your child with an education.
The admissions forms which you complete give us personal information about your child. We get information from your child, their teachers and other pupils. Your child's old School also gives us information about your child if we need this to teach and care for them.
Sometimes we get information from your child's doctor and other professionals where we need this to look after your child.
We collect this information to help the School run properly, safely and to let others know what we do here. Here are some examples:
- We need to tell all appropriate members of staff if your child is allergic to something or might need extra help with some tasks.
- We may need to share information about your child's health and wellbeing with the School Nurse or counsellor.
- We may use CCTV to make sure the School sites are safe. CCTV is not used in private areas such as changing rooms.
- We may need to report some of your child's information to the government. For example, we may need to tell the local authority if we have any concerns about your child's welfare.
- We may need information about any court orders or criminal petitions which relate to your child. This is so that we can safeguard your child's welfare and wellbeing and the other pupils at the School.
- If your child is from another country we have to make sure that they have the right to study in the UK. We might have to provide their information to UK Visas and Immigration.
- Depending on where your child will go when they leave us we may need to provide their information to other schools. For example, we may share information about your child's exam results and provide references. We may need to pass on information, which they need to look after your child.
- If your child takes public examinations we will need to share information about them with examination boards. For example, if your child requires extra time in exams.
- We may need to share information with the police or our legal advisers if something goes wrong or to help with an inquiry. For example, if one of your child's classmates is injured at School or if there is a burglary.
- Occasionally we may use consultants, experts and other advisors to assist the School in fulfilling its obligations and to help run the School properly. We might need to share your child's information with them if this is relevant to their work.
- If your child have misbehaved in a serious way, and the police have become involved, we may need to use information about the action taken by the police.
- We may share your child's academic and (where fair) their behaviour records with you or their education guardian so you can support their schooling.
- We will only share your child's information with other people and organisations when we have a good reason to do so. In exceptional circumstances, we may need to share it more widely than we would normally.
- We will monitor your child's use of email, the internet and mobile electronic devices e.g. iPads. This is to check that your child is not misbehaving when using this technology or putting themselves at risk of harm. If you would like more information about this you can read the acceptable use of IT and email policy or speak to your child's class teacher.
- We may use photographs or videos of your child for our websites, local news and social media sites or prospectus to show prospective pupils what we do here and to advertise Haileybury. We obtain specific consent for this.
- Sometimes we use photographs and videos for teaching purposes, for example, to record a drama lesson.
- We sometimes use third parties to handle personal information on our behalf. The following are examples:
- IT consultants who might access information about your child when checking the security of our IT network or through the provision of software services; and
- We use third party "cloud computing" services to store some information rather than the information being stored on the School's servers.
If you have any concerns about the above, please speak to the Privacy and Compliance Officer.