Parent/Carers Privacy Notice   

Policy Statement

We are Exmouth Community College.  During your child’s time with us, we will gather and use information relating to you.  Information that we hold in relation to individuals is known as their "personal data."  This will include data that we obtain from you directly and data about you that we obtain from other people and organisations.  We might also need to continue to hold your personal data for a period of time after your child has left the Academy.  Anything that we do with an individual’s personal data is known as "processing."

This document sets out what personal data we will hold about you, why we process that data, who we share this information with and your rights in relation to your personal data processed by us.

What information do we process in relation to you?

We will collect, hold, share and otherwise use the following information about you:

• Personal information (such as - name, address, home and mobile numbers, personal email address, emergency contact details and relationship marital status)
• Financial details (such as - bank account or credit card details) and other financial details such as - eligibility for free school meals or other financial assistance
• CCTV footage and images obtained when you attend the Academy site
• Your relationship to your child, including any Court orders that may be in place

We will also use special categories of data such as gender, age, ethnic group, sex or sexual orientation, religious or similar beliefs, information about health, genetic information and biometric data.  These types of personal data are subject to additional requirements.

Where do we get your personal data from?

We will obtain an amount of your personal data from you, by way of information gathering exercises at appropriate times, such as when your child joins the Academy and when you attend the Academy site and are captured by our CCTV system.

We may also obtain information about you from other sources.  This might include information from the local authorities or other professionals or bodies, including a Court, which might raise concerns in relation to your child.

Why do we use your personal data?

We will process your personal data for the following reasons:

Where we are required by law, including:

• To provide reports and other information required by law in relation to the performance of your child
• To raise or address any concerns about safeguarding
• To the Government agencies including the police
• To obtain relevant funding for the school
• To provide or obtain additional services including advice and/or support for your family

Where the law otherwise allows us to process the personal data as part of our functions as an Academy or we are carrying out a task in the public interest, including:

• To confirm your identity
• To communicate matters relating to the Academy to you
• To safeguard you, our students and other individuals
• To enable payments to be made by you to the Academy
• To ensure the safety of individuals on the Academy site
• To aid in the prevention and detection of crime on the Academy site

Where we otherwise have your consent: 

Whilst the majority of processing of personal data we hold about you will not require your consent, we will inform you if your consent is required and seek that consent before any processing takes place.

Why do we use special category personal data?

We may process special category personal data in relation to you for the following reasons:

1. Where the processing is necessary for reasons of substantial public interest, including for purposes of equality of opportunity and treatment, where this is in accordance with our Data
2.  Protection Policy. Where the processing is necessary in order to ensure your health and safety on the Academy site, including making reasonable adjustments for any disabilities you may have.
3. Where we otherwise have your explicit written consent.

There may also be circumstances where we need to use your information in relation to legal claims or to protect your vital interests of those of your child and where it is not possible to seek your consent.

Failure to provide this information

If you fail to provide information to us we may be prevented from complying with our legal obligations.

How long will we hold your personal data for?

We will hold your personal data only as long, as is necessary.  How long we need to hold on to any information will depend on the type of information.  For further details please ask for our Retention and Destruction Policy.

Who will we share your personal data with?

We routinely share information about you with:

• Local authorities, to assist them in the exercise of their responsibilities in relation to education and training, youth support and safeguarding purposes
• The Department for Education [and/or the Education and Skills Funding Agency], in compliance with legal obligations of the school to provide information about students and parents as part of statutory data collections
• Contractors, such as payment processing providers to enable payments to be made by you to the Academy

The Department for Education may share information that we are required to provide to them with other organisations.  For further information about the Department’s data sharing process, please visit: https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data

Contact details for the Department can be found here 

Local authorities may share information that we are required to provide to them with other organisations. For further information about Devon local authority’s data sharing process, please visit

Your rights in relation to your personal data held by us:

You have the right to request access to personal data that we hold about you, subject to a number of exceptions.  To make a request for access to your personal data, you should contact:

Mr Matt Burrell
Data Protection Officer, Exmouth Community College
Gipsy Lane
Exmouth
EX8 3AF

Email: matt.burrell@exmouthcollege.devon.sch.uk

Please also refer to our Data Protection Policy for further details on making requests for access to your personal data.

You also have the right, in certain circumstances, to:

• Object to the processing of your personal data
• Have inaccurate or incomplete personal data about you rectified
• Restrict processing of your personal data
• Object to the making of decisions about you taken by automated means
• Have your data transferred to another organisation
• Claim compensation for damage caused by a breach of your data protection rights

If you want to exercise any of these rights then you should contact the relevant Key Stage Office for changes in personal data.  For objections or more complex requests please contact, Mrs Malton. The law does not oblige the Academy to comply with all requests.  If the Academy does not intend to comply with the request then you will be notified of the reasons why in writing.

Concerns

If you have any concerns about how we are using your personal data then we ask that you contact our Data Protection Officer in the first instance.  However, an individual can contact the Information Commissioner’s Office should you consider this to be necessary, at https://ico.org.uk/make-a-complaint/

If you would like to discuss anything in this privacy notice, please contact Mr Burrell (see above).

 

Students

Why are we giving this to you?

As your College, we need to use information about you.  We do this for a number of reasons.  This form tells you what information we use about you and why we use it.  It is very important that information about you is kept safe.  We explain below how the College keeps your information safe.

If you want to know anything about what we do with information about you then please ask your teacher, or speak to your Parents/Carers and ask them to contact the College.  The College wants you to feel free to raise any questions at all.

We also have a person called the "Data Protection Officer" at the College.  They can answer any questions you have about what the College does with your information.  If you or your Parents/Carers want to speak to them, then contact:

Mr Matt Burrell
Data Protection Officer, Exmouth Community College
Gipsy Lane
Exmouth
EX8 3AF

Email: matt.burrell@exmouthcollege.devon.sch.uk

 

Student Privacy Notice

Policy Statement:

We are Exmouth Community College.  During your time with us, we will use information that we gather in relation to you for various purposes.  Information that we hold in relation to you is known as "personal data."  This will include data that we obtain from you directly and data about you which we obtain from other people and organisations.  We might also need to continue to hold your personal data for a period of time after you have left the College.  Anything that we do with your personal data is known as "processing."

This document sets out what personal data we will hold about you, why we process that data, who we share this information with and your rights in relation to your personal data processed by us.

What information do we use about you?

We will collect, hold, share and otherwise use information about you set out below:

• Name     
• Telephone and email contact details              
• Date of birth        
• Address
• Assessment information    
• Details of previous/future schools
• Unique pupil number         
• Behavioural information   
• Language(s)          
• Nationality            
• Country of birth  
• Eligibility for free school meals        
• Photographs        
• Attendance information    
• CCTV images        

We will also collect, hold, share and otherwise use some information about you which is "special category personal data" and we will take extra care to make sure that this is kept safe:

• Racial or ethnic origin        
• Religious beliefs  
• Special educational needs and disability information
• Medical / health information        
• Genetic and biometric data         
• Information relating to keeping you safe      
• Sexual life             
• Sexual orientation              
• Dietary requirements        

Where do we get this information from?

We get this information from:

• You
• Your Parents/Carers and other children’s Parents/Carers
• Teachers and other staff
• People from other organisations, like doctors or the local authority for example

Why do we use this information?

We use this information for lots of reasons, including:

• To make sure that we give you a good education and to support you through this
• To make sure that we are able to address and support any educational, health or social needs you may have
• To make sure everyone is treated fairly and equally
• To keep you and everyone at the school safe and secure
• To deal with emergencies involving you
• To celebrate your achievements
• To provide reports and additional information to your parents/carers

Some of these things we have to do by law.  Other things we do because we need to so that we can run the College.

Sometimes we need permission to use your information.  This includes taking pictures or videos of you to be used on our website or in the newspaper.  Before we do these things we will ask you or if necessary, your Parent/Carer for permission.

Why do we use special category personal data?

We may need to use the information about you which is "special" (mentioned above), where there is a specific interest to do so, for example, health and social care purposes or to provide you with equal opportunities and treatment.  We will also use this information where you have given us permission to do so. 

There may also be circumstances where we need to use your information in relation to legal claims or to protect your vital interests and where you are unable to provide your consent. 

How long will we hold information in relation to our pupils?

We will hold information relating to you only for as long, as is necessary.  How long we need to hold on to any information will depend on the type of information.  If you change school we will usually pass your information to your new school.

Who will we share pupil information with?

We may be give information about you with:

• Other schools or educational institutions you may attend or require support from Local Authorities, to assist them in the exercise of their responsibilities in relation to education and training, youth support and safeguarding purposes
• The Department for Education [and/ or ESFA] as required by the law
• Contractors, to enable them to provide an effective service to the school, such as school meal providers or external tutors

 Keeping this information safe:

It is very important that only people who need to use your information can see it.  The school keeps you information safe by:

• Keeping it on password protected computers
• Having lockable offices and desk drawers
• Taking great care of paper copies of personal data
• Having very strong security for our computer network

Your rights in relation to your information:

You can ask to see the information we hold about you. If you wish to do this you should contact your form tutor who will help you.

You also have the right to:

• Object to what we are doing with your information
• Have inaccurate or incomplete information about you amended
• Ask us to stop doing certain things with your information in some cases
• Ask that decisions about you are not made using automatic systems
• Claim against the College in certain circumstances, where you have suffered as a result of the school breaching your data protection rights

If you feel it necessary to do any of the above, you can speak with Mr Burrell.  The College does not have to meet all of your requests and we will let you know where we are unable to do so.

Concerns:

If you are concerned about how we are using your personal data then you can speak with Mr Burrell or if necessary, you or your Parent/Carer can contact an outside agency - the Information Commissioner’s Office who could also help at https://ico.org.uk/make-a-complaint/