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Privacy Policy

PRIVACY NOTICE FOR PARENTS/CARERS

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about pupils.

We, Beyond Schools Trust, Fort Pitt School, Fort Pitt Hill, Rochester, Chatham, Kent. ME4 6TJ. are the ‘data controller’ for the purposes of data protection law.

Our data protection officer is: Craig Stilwell (see ‘Contact us’ below).

THE PERSONAL DATA WE HOLD

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:

  • Contact details, contact preferences, date of birth, identification documents

  • Results of internal assessments and externally set tests

  • Pupil and curricular records

  • Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs

  • Exclusion information

  • Details of any medical conditions, including physical and mental health

  • Attendance information

  • Safeguarding information

  • Details of any support received, including care packages, plans and support providers

  • Photographs

  • CCTV images captured in school

We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.

WHY WE USE THIS DATA

We use this data to:

  • Support pupil learning

  • Monitor and report on pupil progress

  • Provide appropriate pastoral care

  • Protect pupil welfare

  • Assess the quality of our services

  • Administer admissions waiting lists

  • Carry out research

  • Comply with the law regarding data sharing

OUR LEGAL BASIS FOR USING THIS DATA

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation

  • We need it to perform an official task in the public interest

Less commonly, we may also process pupils’ personal data in situations where:

  • We have obtained consent to use it in a certain way

  • We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

COLLECTING THIS INFORMATION

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

HOW WE STORE THIS DATA

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations. Information is retained I accordance with the Information and Records Management Society’s toolkit for schools.

DATA SHARING

We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with:

  • Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions

  • The Department for Education (including Education Skills Funding Agency)

  • The pupil’s family and representatives

  • Educators and examining bodies

  • Our regulator e.g. Ofsted

  • Suppliers and service providers – to enable them to provide the service we have contracted them for

  • Financial organisations

  • Central and local government

  • Our auditors

  • Survey and research organisations

  • Health authorities

  • Security organisations

  • Health and social welfare organisations

  • Professional advisers and consultants e.g Finance system Support (Edufin) / IT system support

  • Charities and voluntary organisations

  • Police forces, courts, tribunals

  • Professional bodies

  • Legal advisers

  • Universities and Colleges – Higher and further education

  • Schools – Feeder and receiver schools

NATIONAL PUPIL DATABASE

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census

Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research.

The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.

The Department for Education may share information from the NPD with other organisations which promote children’s education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data.

For more information, see the Department’s webpage on how it collects and shares research data.

You can also contact the Department for Education with any further questions about the NPD.

YOUTH SUPPORT SERVICES

Once our pupils reach the age of 13, we are legally required to pass on certain information about them to Medway local authority as it has legal responsibilities regarding the education or training of 13-19 year-olds.

This information enables it to provide youth support services, post-16 education and training services, and careers advisers.

Parents/carers, or pupils once aged 16 or over, can contact our data protection officer to request that we only pass the individual’s name, address and date of birth to Medway local authority.

TRANSFERRING DATA INTERNATIONALLY

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

PARENTS AND PUPILS’ RIGHTS REGARDING PERSONAL DATA

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

Parents also have the right to make a subject access request with respect to any personal data the school holds about them.

If you make a subject access request, and if we do hold information about you or your child, we will:

  • Give you a description of it

  • Tell you why we are holding and processing it, and how long we will keep it for

  • Explain where we got it from, if not from you or your child

  • Tell you who it has been, or will be, shared with

  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this

  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request please contact our data protection officer.

OTHER RIGHTS

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress

  • Prevent it being used to send direct marketing

  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)

  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

  • Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our data protection officer.

COMPLAINTS

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance

To make a complaint, please contact the head teacher.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

  • Report a concern online at https://ico.org.uk/concerns/

  • Call 0303 123 1113

  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

CONTACT US

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:

Telephone: 0203 326 9174

 

Cookie Policy

WE ASK THAT YOU READ THIS COOKIE POLICY CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON AND OUR USE OF COOKIES ON OUR WEBSITE.

WHAT ARE COOKIES? 

Cookies are small data files that are placed on your computer or mobile device when you visit a website. Cookies are widely used by online service providers to help build a profile of users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

You can set your browser not to accept cookies and the websites below explain how to remove cookies from your browser. However, some of our website features may not function as a result.

 

TYPES OF COOKIES 

The cookies we place on your device fall into the following categories: 

  • Session cookies — these allow our website to link your actions during a particular browser session. These expire each time you close your browser and do not remain on your device afterwards

  • Persistent cookies — these are stored on your device in between browser sessions. These allow your preferences or actions across our website to be remembered. These will remain on your device until they expire, or you delete them from your cache

  • Strictly necessary cookies — these cookies are essential for you to be able to navigate our website and use its features. Without these cookies, the services you have asked for could not be provided

  • Performance cookies — these cookies collect information about how you use our website, eg which pages you go to most often. These cookies do not collect personally identifiable information about you. All information collected by these cookies is aggregated and anonymous, and is only used to improve how our website works

  • Functionality cookies — these cookies allow our website to remember the choices you make (such as your user name, language, last action and search preferences) and provide enhanced, more personal features. The information collected by these cookies is anonymous and cannot track your browsing activity on other websites 

THE COOKIES WE USE 

The table below provides more information about the cookies we use and why:

HOW WE USE YOUR COOKIES
 

The Beyond Schools Trust may request cookies to be set on your computer or device. Cookies are used to let us know when you visit our website, how you interact with us and to make your experience using the school website better for you. The cookies we collect will differ depending on what you are looking at on our website. You are able to adapt your cookie preferences, but by blocking certain types of cookie it may mean that your experience on the website is impacted.  

 

CONSENT TO USE COOKIES

We will ask for your permission (consent) to place cookies or other similar technologies on your device, except where these are essential for us to provide you with a service that you have requested (eg to enable you to put items in your shopping basket and use our check-out process). 

There is a notice on our home page which describes how we use cookies and requests your consent to place cookies on your device.

HOW TO TURN OFF COOKIES 

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website. For further information about cookies and how to disable them please go to the Information Commissioner’s webpage on cookies:

https://ico.org.uk/for-the-public/online/cookies/

 

HOW TO CONTACT US

Please contact us, if you have any questions about this cookie policy. 

If you wish to contact us, please send an email to office@beyondschools.co.uk

 

CHANGES TO THIS POLICY

This policy was published on 18 August 21 and last updated on 18 August 21. 

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