General Data Protection Regulations
You may be aware that from May 2018, the rules around data protection changed. The ‘General Data Protection Regulation’ (GDPR) changed how we can use personal data relating to you and your child and keep it safe. It will also strengthen your rights over this personal data.
The point of this is to make sure sensitive or private information about you and your child stays safe. Whilst it is similar to the current Data Protection Act in many ways, there are a few differences, so we have made a few changes at school in order to ensure we remain compliant.
This area of our website informs you about the implementation of The General Data Protection Regulations.
How we process, use and store personal data
This policy is intended to ensure the safety and security of any material of a personal or sensitive nature we collect and store.
Our Data Protection Policy
Our Privacy Notice
In accordance with the Data Protection Act 1998, it is our duty to advise parents and carers of pupils attending our school about the information we collect relating to their child, in both paper and electronic formats.
Our privacy notice provides you with this information.
Freedom of information
Freedom of information: publication scheme
All public authorities, including schools, are required under the Freedom of Information Act to adopt a publication scheme that has been approved by the Information Commissioner.
There is currently one approved model publication scheme, which has been produced by the Information Commissioner’s Office (ICO).
Schools must adopt the ICO’s model scheme and make it publicly available.
Published guide to information
Schools should publish a guide to information alongside the publication scheme.
The guide should specify:
- the documents available
- the format of the documents
- any charges made for the information
What are subject access requests?
Individuals have the right to access the personal data and supplementary information we hold about them. This allows them to be aware of, and verify the lawfulness of, you processing this data.
This right applies to everyone whose personal data our school holds, including staff, governors, volunteers, parents, carers and pupils.
Under the General Data Protection Regulation (GDPR), we:
- must provide the information free of charge
- must comply within 1 month
- should provide the information in a commonly used electronic format, if the request was made electronically
Subject Access Requests
Who deals with subject access requests?
The school’s Data Protection Officer will deal with all subject access requests received. This is based on advice from the Information Commissioner’s Office’s guidance.
How we will respond to subject access requests
On receiving a request, our Data Protection Officer will contact the individual via phone to confirm the request was made. We will then verify the identity of the person making a request using ‘reasonable means’. Generally, this means we will ask for two forms of identification.
In most cases, we will provide the information within 1 month, and free of change. If the request is complex or numerous, we can comply within 3 months, but we will inform the individual of this within 1 month and explain why the extension is necessary.
If the request is made electronically, we will provide the information in a commonly used electronic format.
We recognise that school holidays are counted in the response time and if we receive a request in the school holidays, we will still respond within the same time frame.
‘Unfounded or excessive’ requests
If the request is unfounded or excessive, we will either:
- charge a reasonable fee for you to comply, based on the administrative cost of providing the information
- refuse to respond
- comply within 3 months, rather than the usual deadline of 1 month; however, we will always inform the individual of this and will explain why
Usually, ‘unfounded or excessive’ means that the request is repetitive, or asks for further copies of the same information.
Refusing a request
When we refuse a request, we will:
- respond to them within 1 month
- explain why we are refusing the request
- inform the individual that they have the right to complain to the Information Commisioner's Office