We Ryedene Primary and Nursery School are a data controller for the purposes of the Data Protection Act. We collect information from you and may receive information. We hold this personal data and use it to:
This information includes your contact details, national curriculum assessment results, attendance information and personal characteristics such as your ethnic group, any special educational needs and relevant medical information.
We will not give information about you to anyone outside the school without your consent unless the law and our rules allow us to.
We are required by law to pass some information about you to the Local Authority and the Department for Education (DfE).
Ryedene Primary and School has a Data Protection Officer whose role it is to ensure that any personal information processed by the Organisation is processed fairly and lawfully (respecting your rights and ensuring we follow the law). If you have any concerns or questions regarding how we look after your personal information, please contact the Data Protection Officer,Mr David Ruck C/O Lee Chapel Primary School, The Knares, Essex, SS16 5RU or call, 01268 474177.
Why we use personal information
We may need to use some information about you to:
What are our legal reasons for processing personal information?
There are a number of legal reasons why we need to collect and use personal data. Each privacy notice from the menu on the left explains for each service which legal reason is being used. Generally we collect and use personal information in the following circumstances:
Where we are using your consent to process your personal data, you have the right to withdraw that consent at any time. If you wish to withdraw your consent, please contact firstname.lastname@example.org so that your request can be dealt with.
What is Personal Information?
Personal information is often records that can identify and relate to a living person. This can also include information that when put together with other information can then identify a person.
What are Special Categories of Information?
This is personal information that needs more protection due to its sensitivity. This information is likely to include:
How we limit the use of personal information
Where necessary Ryedene Primary and Nursery School processes personal data to deliver our services effectively; but wherever possible, the data that we process will be anonymised, pseudonymised or de-personalised. This means the information can no longer identify a person. When using personal data for research purposes, the data will be anonymised/pseudonymised to avoid the identification of a person, unless you have agreed that your personal information can be used for the research project.
We do not sell personal data to any other organisation for the purposes of selling products.
The law provides you with a number of rights to control the processing of your personal information:
Accessing the information we hold about you
You have the right to ask for all the information we have about you. When we receive a request from you in writing, we must normally give you access to everything we have recorded about you. However, we will not let you see any parts of your record which contain:
This applies to paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies). If you cannot ask for your records in writing, we will make sure there are other ways you can apply. If you have any queries regarding access to your information please contact email@example.com or call 01268 559291.
Changing information you believe to be inaccurate
You should let us know if you disagree with something written on your file. We may not always be able to change or remove the information; however, we will correct factual inaccuracies and may include your comments in the records. If you have any queries regarding access to your information please contact firstname.lastname@example.org or call 01268 559291.
Asking for your information to be deleted (right to be forgotten)
In some circumstances you can request the erasure of the personal information used by the Organisation, for example:
Where personal information has been shared with others, the Organisation shall make every reasonable effort to ensure those using your personal information comply with your request for erasure.
Please note that the right to erasure does not extend to using your personal information where:
Restricting what your information is used for
You have the right to ask us to restrict what we use your personal data for where one of the following applies:
When information is restricted it cannot be used other than to securely store the data, and with your consent, to handle legal claims, protect others, or where it is for important public interests of the UK.
Where restriction of use has been granted, we will inform you before the use of your personal information is resumed.
You have the right to request that the Organisation stop using your personal information for some services. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request, but we may need to hold or use information in connection with one or more of the Organisation’s legal functions.
Computer based decisions about you and if you are ‘profiled’
You have the right to object about decisions being made about you by automated means (by a computer and not a human being), unless it is required for any contract you have entered into, required by law, or you have consented to it. You also have the right to object if you are being ‘profiled’. Profiling is where decisions are made about you based on certain things in your personal information. If and when the Organisation uses your personal information to profile you, you will be informed.
If you have concerns regarding automated decision making, or profiling, please contact the Data Protection Officer who will be able to advise you about how your information is being used.
Who will we share your personal information with?
We use a range of companies and partners to either store personal information or to manage it for us. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisation complies with data protection law. We complete privacy impact assessments before we share personal information to ensure their compliance with the law.
Sometimes we have a legal duty to provide information about people to other organisations, e.g. Child Protection concerns or Court Orders.
We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:
The law does not allow us to share your information without your permission, unless there is proof that someone is at risk or it is required by law.
This risk must be serious before we can go against your right to confidentiality. When we are worried about physical safety or we feel that we need to take action to protect someone from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation.
We may still share your information if we believe the risk to others is serious enough to do so.
There may also be rare occasions when the risk to others is so great that we need to share information straight away. If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why as soon as or if we think it is safe to do so.
How do we protect your information?
We will do what we can to make sure we hold personal records (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them. Our security includes:
If your information leaves the country
Sometimes, for example where we receive a request to transfer Organisation records to a new Organisation, it is necessary to send that information outside of the UK. In such circumstances additional protection will be applied to that data during its transfer, and where the receiving country does not have an adequacy decision from the European Commission, advice will be sought from the Information Commissioners Office prior to the data being sent.
How long do we keep your personal information?
For each reason why we use your personal information there is often a legal reason for why we need to keep it for a period of time. We try to capture all of these and detail them in what’s called a ‘retention schedule’. This schedule lists for each service how long your information may be kept for. Please ask the office for a copy
Where can I get more information?
You can contact our Data Protection Officer on 01268 474177
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number