Privacy Policy

September 2022

How and why we use your information

We will only process personal data where we have a lawful basis to do so under General Data Protection Regulations (GDPR) on the basis of:

the need to comply with a legal obligation;
the requirement to fulfil a contractual obligation;
the need to process data to perform a public task;
the requirement to protect the vital interests of an individual; or
if there is a legitimate interest to process the data.

For further activities (such as fundraising), processing data will be carried out with your consent, which you have the right to remove at any time.

Information Collected:

Personal information (such as name, unique pupil number and address);
Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility);
Family Information (emergency contact details)
Financial Details (remission of fees)
Attendance information (such as sessions attended, number of absences and absence reasons);
Assessment information (such as grades, forecasts and test results);
Medical information (such as: allergies, medication);
Additional Learning Needs;
Behaviour information (positive and negative behaviour, and exclusion information);

We also process sensitive classes or special types of information that may include:

Physical or Mental Health Details
Religious or other beliefs of a similar nature
Trade Union Membership
Offences and alleged offences

Why we collect and use this information

We use the pupil data:

to support pupil learning;
to monitor and report on pupil progress;
to provide appropriate pastoral care;
to maintain our records
for fundraising activities
for cashless catering (biometric data)
for security, the prevention and detection of crime (CCTV)
to comply with the law regarding data sharing;

The categories of Parent/Guardian information that we collect, hold and share include:

personal information (such as name, address);
relationship to pupil.

We use the Parent/Guardian data:

to contact you;
to share information with you.

Where necessary or required we share information with:

Education, Training, Careers and Examining Bodies
School Staff and the Governing Body
Family, Associates and Representatives of the person whose personal data we are processing
Local Authorities
Welsh Government
Healthcare Professionals
Social and Welfare Organisations
Police Forces
Courts
Current, past and prospective employers
Voluntary and Charitable Organisations

These organisations are required to retain your information in a secure manner and only use it to undertake the services they provide to you.

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 share pupils’ data with the Welsh Government on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

To find out more about how the Welsh Government uses pupil data go to:

https://gov.wales/data-management-information-privacy-notice

We are required to share information about our pupils with our Local Authority (LA) and the Welsh Government.

Data collection requirements:

To find out more about the data collection requirements placed on us by the Welsh Government (for example; via the school census) go to:

https://gov.wales/data-collection-and-information-management-for-schools

How we use personal information

We apply the following principles where we use personal information:

Processed lawfully, fairly and in a transparent manner
Collected for specified, explicit and legitimate purposes
Adequate, relevant and limited to what is necessary
Accurate and, where necessary, kept up to date
Kept in a form which permits identification of data subjects for no longer than is necessary

What you can do with your information

The law gives you a number of rights to control what personal information is used by us, and also how it is used by us:

You have the right to be informed
You can ask for access to the information we hold on you
You can ask to change information you think is inaccurate
You can ask to delete information
You can ask to limit what we use your personal data for
You can ask to have your information moved to another provider (portability)
You have rights over automated decision making and profiling

How do we protect your information?

Under the General Data Protection Regulations, we must protect any information that we collect from you. We take measures to safeguard your data and apply security standards and controls to prevent any unauthorised access to it. Information which you have provided will be stored securely. It will only be used for the purpose(s) stated when the information was collected.

How long do we keep your personal information?

We only keep your information for as long as necessary. There is often a legal reason for keeping your personal information for a set period of time. This ranges from months for some records to decades for more sensitive records.

Education records are transferred to other schools, when necessary.

The school uses guidance provided by the Information Toolkit for Schools (provided by the Information & Records Management Society) and in some instances our Data Protection Officer may also provide advice on how long it is appropriate to keep types of information.

Where can I get advice?

If you would like to discuss anything in this privacy notice, please contact:

The School Data Protection Lead: (Miss A Perrett, School Business Manager)

Data Protection Officer

The school have appointed a Data Protection Officer. The DPO, David Bridge (GDBR Consultancy Ltd), can be contacted at david@gdbr.co.uk.

Welsh Government Data Protection Officer

Data Protection Officer

Welsh Government

Cathays Park

CARDIFF

CF10 3NQ

E-mail: data.protectionofficer@gov.wales

Information Commissioner’s Office

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate)

Alternatively, visit: www.ico.org.uk