Reviewed and updated September 2019
This notice is to help you understand how and why we collect your personal information and what we do with that information. It also explains the decisions that you can make about your own information.
What is "personal information"?
Personal information is information that the School holds about you and which identifies you.
This includes information such as your name, date of birth and address as well as things like exam results, medical details and behaviour records. The School may also record your religion or ethnic group.
CCTV, biometric data, photos and video recordings of you are also personal information.
How and why does the School collect and use personal information?
We set out below examples of the different ways in which we use personal information and where this personal information comes from. The School's main reasons for using your personal information are to support your learning, to monitor and report on your progress and to provide appropriate care.
Admissions forms give us personal information. We get information from you, your parents, your teachers and other pupils. Your old school also gives us information about you so that we can teach and care for you.
Sometimes we get information from your doctors and other professionals where we need this to look after you.
We collect this information to help the School run properly, safely and to let others know what we do here. Here are some examples:
Who do we share pupil information with?
We routinely share pupil information with:
Our legal grounds for using your information
This section contains information about the legal basis that we are relying on when handling your information.
This means that the processing of your data is necessary for public interests. The School relies on public interests for most of the ways in which it uses your data.
Specifically, the School has a public interest in:
If you object to us using your information where we are relying on our public interests as explained above please speak to your Key Stage Coordinator.
Where the School needs to use your 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.
Personal data may be processed on the basis that the school has a legitimate interest in processing that data, provided that such legitimate interest is not overridden by your rights or freedoms.
The School must also comply with an additional condition where it processes special categories of personal information. These special categories include: personal information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic information, biometric information, health information, and information about sex life or orientation.
To protect the vital interests of any person where that person cannot give consent, for example, if they are seriously hurt and are unconscious.
The processing is necessary for the establishment, exercise or defence of legal claims. This allows us to share information with our legal advisors and insurers.
This includes medical treatment and the management of healthcare services.
Collecting Personal Information
Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with Data Protection law, we will inform you whether you are required to provide certain information to us or if you have a choice in this.
We may ask for your consent to use your information in certain ways. If we ask for your consent to use your personal information you can take back this consent at any time. Any use of your information before you withdraw your consent remains valid.
For how long do we keep your information?
We keep your information for as long as we need to in order to educate and look after you. We will keep some information after you have left the School, for example, so that we can find out what happened if you make a complaint.
In exceptional circumstances we may keep your information for a longer time than usual, but we would only do so if we had a good reason and only if we are allowed to do so under data protection law.
What decisions can you make about your information?
From May 2018 you will be able to make various decisions about your information. Some of these are new rights whilst others build on your existing rights. Your rights are as follows:
Further information and guidance
This notice is to explain how we look after your personal information. Your teacher can answer any questions which you might have.
Please speak to your teacher if:
The Headteacher is the person responsible at our School for managing how we look after personal information and deciding how it is shared. If you have any questions you can ask your teacher about how it works in our School. Alternatively, you can ask your parents to speak to us on your behalf if you prefer.
If you consider that we have not acted properly when using your personal information you can contact the Information Commissioner's Office: ico.org.uk.