We will only use personal information when the law allows us to. Most commonly, we will use personal information relating to our pupils and their parents/families/carers/legal guardians where we need to comply with our legal obligations and where it is needed in the public interest for us to exercise our authority as a public educational body.
In some cases we may use personal information where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example, the school has a legitimate interest in providing pupils with an education, safeguarding and promoting pupil welfare, facilitating the efficient operation of the school.
We may also use your personal information, less frequently to protect a pupil’s or their family’s interests (or someone else’s interests). For example, when investigating a complaint made by another pupil.
We keep personal information electronically on the School’s information management systems, the School’s IT network, or manually in indexed filing systems.
Situations in which we will use personal data, including special category data, include:
Personal data collected, as an example, could be names, dates of birth, contact details, nationality, medical and health information (where appropriate), passports or other national identification documents, curriculum and assessment information, attendance records, level of English proficiency, information relating to special educational needs or disabilities, previous school(s) information (including references and assessment data), information relating to safeguarding (where appropriate), images of pupils and the financial information of parents and guardians.
Special category data is data that would be defined as special category or ‘sensitive’ personal data which is only processed with your consent.
Highgrove Education may collect personal data in a number of ways. For example, parents, guardians and mentors will provide personal data about themselves and their children in correspondence, forms (including enquiry and application forms), documents, in discussions with the School and via agents or websites. Information about pupils will be gathered directly as part of their tuition and be created and developed by the School over the course of their education at the School. It may also be provided by third parties such as local or government bodies or medical professionals where appropriate.
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We only permit access to personal data for specified purpose and in accordance with our instructions.
We will only keep personal information for as long as necessary to fulfil the purposes we collected it (for example, to educate and look after pupils) and including for the purposes of satisfying any legal, accounting, or reporting requirements.
We do not store personal data forever; we only hold pupil and family data for as long as we are legally able to do so. However, sometimes we will keep personal information for historical reasons (e.g. year group or sports team photographs) but you will always have a right to ask for it to be destroyed.
This is a link to the Department of Education Document Retention and Disposal Policy which can be found at https://www.education-ni.gov.uk/publications/disposal-records-schedule. This will give you more information about how long we keep personal information.
In determining the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Under certain circumstances individuals have rights under data protection laws in connection with their personal data. Those rights include the right to access personal data, the right to correction, request erasure, object to processing, request the restriction of the processing of personal data, to transfer personal data and to withdraw consent. Please note that some of these rights are qualified and whether they are available may vary depending on the circumstances. We will not charge a fee to provide access to personal data (or to enable the exercise of any other rights), but we may charge a reasonable fee if a request is clearly unfounded, repetitive or excessive, in which case, we may refuse to comply with a request in those circumstances. We may need to request specific information from individuals to help it confirm identity and verify the right to access personal data or to any of the other rights that have been referred to ensure we are in accordance with the law and have not disclosed to anyone that does not have the right to receive it.
Any questions about this policy or our privacy practices (including any requests to exercise rights such as the right to access) should be addressed via email to: email@example.com
Individuals have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://www.ico.org.uk). However, the School would appreciate the opportunity to address any concerns before the ICO is approached.