At Littleton Green Community School, we are committed to protecting the privacy and security of your personal information. As an academy school maintained by SUA Trust, we take our responsibility for data protection seriously, and this privacy notice outlines how we collect, use, and safeguard the personal data we hold about individuals including its current, past and prospective pupils and their parents, carers, guardians or wider family members (for instance siblings or other extended family members who may be named as emergency contacts) – referred to in this notice as ‘parents’.
What is this Privacy Notice for?
This privacy notice explains how we collect, store, and use personal data about pupils, their parents or carers, and staff. It applies to all personal data, regardless of the way it is collected, used, recorded, stored, and destroyed.
Personal information is information that identifies you as an individual and relates to you. This makes the academy a data controller of your personal information, and this Privacy Notice sets out how we will use that information and what your rights are. Parents are encouraged to read this Privacy Notice and understand the academy’s obligations.
This Privacy Notice applies alongside any other information the academy may provide about a particular use of personal data, for example when collecting data via a form (written or online), or images captured on closed circuit television (CCTV).
Anyone who works for, or acts on behalf of, the academy, including staff, volunteers, governors and service providers, should also be aware of and comply with this Privacy Notice and the academy’s data protection policy for staff, which provides further information about how personal data on those individuals will be used.
Responsibility for Data Protection
The school is the “data controller” for data protection law. This means we are responsible for deciding how we hold and use personal information about you. Our Data Protection Officer is responsible for overseeing questions to this privacy notice. The Trust’s Data Protection Officer is Hope Brooks. She can be contacted at hbrooks@suatrust.co.uk.
Requests and enquiries concerning the academy’s use of your personal data (see section on Your Rights below) should be directed to the academy in the first instance.
How we collect information
We collect information about pupils, parents, and staff through application forms, registration forms, and ongoing communications. We may also receive information from previous schools, the local authority, or other professionals involved with the child.
The types of information we collect
The personal data we collect may include:
Why we need to collect personal data
We collect and use personal data to:
Sharing information with others
Occasionally, the academy will need to share personal information relating with third parties, such as:
For the most part, personal data collected by the academy will remain within the academy and will be processed by appropriate individuals only in accordance with access protocols on a ‘need to know’ basis. Particularly strict rules of access apply in the context of medical records and pastoral or safeguarding files.
Criminal Offence information
In limited circumstances, we may use information about criminal convictions and offences, in accordance with the law.
How long we keep personal data
We keep personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of educating and looking after your child, and satisfying any legal, accounting, or reporting requirements. The academy will keep some information after a child has left, for example, to refer back to a complaint. If you have any specific queries about how our Information and Records Retention policy is applied or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact the academy.
Your rights
Rights of access, rectification, portability and deletion
Individuals have various rights under Data Protection Law to access personal data about them held by the academy, and in some cases to ask for it to be erased or amended or have it transferred to others, or for the academy to stop processing it – subject to certain exemptions and limitations.
You can ask what information we hold about you and be provided with a copy. This is known as making a subject access request. Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation in a format which can be read by computer, or who has some other objection to how their personal data is used, should put their request in writing to the academy.
Requests that cannot be fulfilled
You should be aware that the right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals or information which is subject to legal privilege.
The academy is also not required to disclose any pupil test scripts or provide test marks ahead of any ordinary publication, nor share any confidential reference given by the academy itself for the purposes of the education, training or employment of any individual.
However, we may have a compelling reason to refuse a request to amend, delete or stop processing your, or your child’s, personal data: for example, a legal requirement, or where it falls within a legitimate interest identified in this Privacy Notice. All such requests will be considered on their own merits.
Consent
Where the academy is relying on consent as a means to process personal data, any person may withdraw this consent at any time. We may ask for your consent to use your information as an alternative to relying on any of the bases above.
You can find out more about your rights under applicable data protection legislation from the Information Commissioner’s Office website available at www.ico.org.uk.
Data Accuracy and Security
The academy endeavours to ensure the information we hold about you is accurate and up to date. Individuals should notify the academy of any significant changes to important information, such as contact details, held about them.
An individual has the right to request that any out-of-date, irrelevant or inaccurate or information about them is erased or corrected. The academy will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to systems. All staff and governors will be made aware of this policy and their duties under Data Protection Law and receive relevant training.
This Notice
The academy will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.
Contact and Complaints
If you have any questions about this privacy notice or how we handle your personal information, please contact our Data Protection Officer: Hope Brooks. She can be contacted at hbrooks@suatrust.co.uk.
If an individual believes that the academy has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should use the academy’s complaints procedure. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the academy before involving the regulator.
