What this policy is for
This policy is intended to provide information about how the school will use (or “process”) personal data about individuals including: its current, past and prospective pupils; and their parents, carers or guardians (referred to in this policy as “parents”).
This information is provided in accordance with the rights of individuals under data protection law to understand how their data is used. Parents are encouraged to read this privacy notice and understand the school’s obligations to its entire community.
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 the parents of pupils
- the school’s policy on taking, storing and using images of children;
- the school’s cctv policy where applicable;
- the school’s retention of records policy;
- the school’s safeguarding, pastoral, or health and safety policies, including as to how concerns or incidents are recorded; and
- the school’s it & digital policies.
Anyone who works for, or acts on behalf of, the school (including volunteers, governors and service providers) should also be aware of and comply with this privacy notice and the school’s data protection policy for staff, which also provides further information about how personal data about those individuals will be used.
Responsibility for data protection
the inspired learning group has appointed a chief privacy officer (cpo). The cpo will deal with all your requests and enquiries concerning the school’s use of your personal data (see section on your rights below) and endeavour to ensure that all personal data is processed in compliance with this policy and data protection law.
The cpo can be contacted via the address given below, or the following email address: cpo@inspiredlearninggroup.Co.Uk
f.A.O: the cpo
Inspired Learning Group
Old Brewery House
189 Stanmore Hill
Why the school needs to process personal data
In order to carry out its ordinary duties to pupils and parents, the school may process a wide range of personal data about individuals (including current, past and prospective pupils or 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 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’s admission (and to confirm the identity of prospective pupils and their parents);
- to provide educational services, including musical education, physical training or spiritual development, 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 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 past, 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.
- To enable pupils to take part in assessments, and to publish the results of public examinations or other achievements of pupils of the school;
- 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 it: acceptable use 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;
- for security purposes, including cctv in accordance with the school’s cctv policy where applicable; and
- 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, or religion) 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 pupil’s 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; or
- for legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) 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, e-mail addresses and other contact details;
- bank details and other financial information, e.G. 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), 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; and
- images of pupils (and occasionally other individuals) engaging in school activities, and images captured by the school’s cctv system (in accordance with the school’s policy on taking, storing and using images of children and cctv policy);