Privacy Notice for Parents
Date of Notice: June 2020 | Review Date: June 2021
Under Data Protection law, individuals have a right to be informed about how the College uses any personal data that we hold about them. We comply with this right by providing 'Privacy Notices' to individuals where we are processing their personal data.
This Privacy Notice explains how we collect, store and use personal data about students. The Hayling College is the 'Data Controller' for the purposes of Data Protection law. The Data Protection Officer is Mrs D Young (see 'Contact us' below).
The Personal Data We Hold
Personal data that we may collect, use, store and share (when appropriate) about students includes, but is not restricted to:
- Contact details, contact preferences, date of birth, identification documents
- Results of internal assessments and externally set tests
- Student and curricular records
- Characteristics, such as ethnic background, eligibility for free College 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 College
We may also hold data about students that we have received from other organisations, including other Colleges, local authorities and the Department for Education.
Why We Use This Data
- To support pupil learning
- To monitor and report on pupil progress
- To provide appropriate pastoral care
- To protect student welfare
- To assess the quality of our services
- To administer admissions waiting lists
- For statistical forecasting and planning
- To comply with the law regarding data sharing
Our Legal Basis for Using This Data
We only collect and use students' personal data when the law allows us to. Most commonly, we process it where we need to comply with a legal obligation or perform an official task in the public interest. Less commonly, we may process data where we have obtained consent or need to protect vital interests. Consent can be withdrawn at any time.
How We Store This Data
We keep personal information about students while they are attending our College, and may keep it beyond their attendance if required by our legal obligations. We use Hampshire County Council's record retention schedule, which is available on request.
Data Sharing
We do not share information about students with any third party without consent unless the law and our policies allow us to. Where legally required, we may share personal information with: our local authority; the Department for Education; the student's family and representatives; educators and examining bodies; Ofsted; central and local government; our auditors; health authorities; health and social welfare organisations; and police forces, courts and tribunals.
National Student Database
We are required to provide information to the Department for Education as part of statutory data collections such as the school census. Some of this information is stored in the National Pupil Database (NPD), which is managed by the Department and provides evidence on College performance to inform research. The Department for Education may share information from the NPD with other organisations which promote children's education or wellbeing in England, subject to strict terms and conditions.
Youth Support Services
Once our students reach the age of 13, we are legally required to pass on certain information about them to Hampshire County Council. Parents/carers, or students 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.
Parents and Students' Rights Regarding Personal Data
Individuals have a right to make a 'subject access request' to gain access to personal information that the College holds about them. If you make such a request, we will give you a description of the data, explain why we hold it and how long we will keep it, tell you who it has been shared with, and provide a copy in an intelligible form.
Parents/carers also have a legal right to access their child's educational record. To request access, please contact [email protected]
Other Rights
Under Data Protection law, individuals also have the right to: object to use of personal data causing damage or distress; prevent it being used for direct marketing; object to automated decision-making; have inaccurate data corrected, deleted or restricted; and claim compensation for damages caused by a breach of 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. To make a complaint, please contact our Data Protection Officer at [email protected]
Alternatively, you can make a complaint to the Information Commissioner's Office: ico.org.uk/concerns | Tel: 0303 123 1113 | ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact Us
If you have any questions or concerns, please contact our Data Protection Officer: Mrs D Young, [email protected]
Privacy Notice for Parents