This policy sets out how Hethersett Old Hall School uses and protects any information that you give us about yourself when you use this website or by any other means.
Hethersett Old Hall School is committed to ensuring that your privacy is respected and protected. Any information that you give us about yourself will only be used in accordance with this privacy notice.
Hethersett Old Hall School may alter this policy from time to time and this notice will be updated on the website. Please check periodically to ensure that you are happy with any changes.
- What this policy and privacy notice tells you
This policy is intended to provide information about how the school will use (or “process”) personal data about individuals including its staff; its current and prospective pupils; their parents, carers or guardians (referred to in this policy as “parents”).
This information is provided in accordance with the rights of individuals under General Data Protection Regulation (GDPR) to explain how we use personal data provided to us. Staff, parents, pupils and alumnae (former pupils) are all encouraged to read this privacy notice and understand the school’s obligations to its stakeholders and visitors.
This privacy notice applies alongside any other information the school may provide about a particular use of personal data; for example, when collecting data via an online or paper form.
This privacy notice also applies in addition to the school’s other relevant terms and conditions and policies, including:
- any contract between the school and its staff or the parents of pupils,
- the school’s policy on taking, storing and using images of children,
- the school’s retention of records policy,
- the school’s safeguarding, pastoral, or health and safety policies, including information on how concerns or incidents are recorded,
- the school’s IT policy.
Anyone who works for, or acts on behalf of, the school (including staff, volunteers, governors and service providers) should also be aware of and comply with this privacy notice, which also provides further information about how personal data about those individuals will be used.
- Why the school needs to process personal data
In order to carry out its ordinary duties to staff, pupils and parents, the school may process a range of personal data about individuals (including current, past and prospective staff, pupils and parents) 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, 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.
- 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 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.
- 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 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.
- 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, 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.
- In connection with employment of its staff, for example DBS checks, welfare or pension plans.
- For legal and regulatory purposes and to comply with its legal obligations and duties of care.
- Types of personal data processed by the school
This will include by way of example:
- names, addresses, telephone numbers, email addresses and other contact details,
- car details (about those who use our car parking facilities),
- bank details and other financial information, eg. about parents who pay fees to the school,
- past, present and prospective pupils’ academic, disciplinary, admissions and attendance records (including information about any special needs), academic reports and examination scripts and marks,
- where appropriate, information about individuals’ health, and contact details for their next of kin,
- references given or received by the school about pupils, and information provided by previous educational establishments and/or other professionals or organisations working with pupils,
- images of pupils (and occasionally other individuals) involved in school activities and events in accordance with the school’s policy on taking, storing and using images of pupils.
- How the school collects data
Generally, the school receives personal data from the individual directly (including, in the case of pupils, from their parents). 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 third party or publicly available resources (for example, if you post something on the Hethersett Old Hall School Facebook page, Twitter or the School Blog, or if we find out about one of your achievements through a story in the local newspaper, or if someone else tells us).
- Who has access to personal data and who the school shares it with
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).
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 (ie on a ‘need to know’ basis). Particularly strict rules of access apply in the context of:
- medical records (held and accessed only by the School Nurse or otherwise in accordance with her express consent),
- pastoral files,
- safeguarding files held by the DSL.
However, a certain amount of any SEN pupil’s relevant information will need to be provided to staff more widely in the context of providing the necessary care and education that the pupil requires.
Staff, pupils and parents are reminded that the school is under duties imposed by law and statutory guidance (including Keeping Children Safe in Education) to record or report incidents and concerns that arise or are reported to it, in some cases regardless of whether they are proven, if they meet a certain threshold of seriousness in their nature or regularity. This may include file notes on personnel or safeguarding files, and in some cases referrals to relevant authorities such as Social Services, the LADO or police. For further information about this, please view the school’s safeguarding policy.
Finally, some of the school’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely, in accordance with Data Protection Law, and only following the school’s specific directions.
- 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.
- Your rights
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. Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation should put their request in writing to the Headmaster. The school will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits, which is one month in the case of requests for access to information. The school will be better able to respond quickly to smaller, targeted requests for information. If the request is manifestly excessive or similar to previous requests, the school may ask you to reconsider or charge a proportionate fee, but only where Data Protection Law allows it.
You should be aware that certain data is exempt from the right of access. This may include information which identifies other individuals, or information which is subject to legal professional privilege. The school is also not required to disclose any pupil examination scripts nor any confidential reference given by the school for the purposes of the education, training or employment of any individual.
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; that reason will usually have been asserted under this privacy notice or may otherwise exist under some form of contract or agreement with the individual (eg an employment or parent contract, or because a purchase of goods, services or membership of an organisation has been requested).
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. Parents should be aware that in such situations they may not be consulted, depending on the interests of the child, the parents’ rights at law or under their contract, and all the circumstances. In general, the school will assume that pupils’ consent is not required for ordinary disclosure of their personal data to their parents, eg for the purposes of keeping parents informed about the pupil’s activities, progress and behaviour, and in the interests of the pupil’s welfare, unless, in the school’s opinion, there is a good reason to do otherwise.
However, where a pupil seeks to raise concerns confidentially with a member of staff and expressly withholds their agreement to their personal data being disclosed to their parents, the school may be under an obligation to maintain confidentiality unless, in the school’s opinion, there is a good reason to do otherwise; for example where the school believes disclosure will be in the best interests of the pupil or other pupils, or if required by law.
Pupils are required to respect the personal data and privacy of others, and to comply with the school’s IT policy and the school rules. Staff are under professional duties to do the same and are covered under the relevant staff policy.
- 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 notify the school of changes to data supplied to the school to ensure the school holds accurate records of all data subjects.
An individual has the right to request that any inaccurate or out-of-date information about them is erased or corrected (subject to certain exemptions and limitations under Act): please see above.
The school will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies governing the use of technology and electronic devices, and access to school information systems.
All staff and governors will be made aware of this policy and their duties under data protection law and receive relevant training.