Data Protection
At St George's School we take data protection seriously. We are careful about what information we hold, and never sell data about children or families to companies. We consider the proper management of data to be important in keeping children and families safe. We are publishing a number of Privacy Notices on this page that explain clearly how and why we collect and keep data. If you have any questions about this, please do not hesitate to ask.
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Information about Privacy Notices
St George's School respects you and your child’s privacy when you use the Organisation’s services and is committed complying with privacy legislation.
The information here is what is referred to as a ‘Privacy Notice’ which explain how the Organisation uses and protects your personal information.
Before we start, if you look on this website you’ll see a list of services that the Organisation provides. Each service provides detailed information about how we use and protect your personal information.
St George's 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 Lauri Almond, at IGS@essex.gov.uk or by calling
03330 0322970. -
Why we use your personal information
Why we use personal information
We may need to use some information about you to:
- deliver services and support to you;
- manage those services;
- train and manage the employment of our workers who deliver those services;
- help investigate any worries or complaints you have about your services;
- keep track of spending on services;
- check the quality of services; and
- to help with research and planning of new services.
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 you, or your legal representative, have given consent
- Where you have entered into a contract with us
- Where it is necessary to perform our statutory duties
- Where it is necessary to protect someone in an emergency
- Where it is required by law
- Where it is necessary for employment purposes
- Where you have made your data publicly available
- Where it is necessary to establish, exercise or defend a legal claim
- Where it is in the substantial public interest
- Where it is necessary to protect public health
- Where it is necessary for archiving public interest material, research, or statistical purposes
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 IGS@essex.gov.uk 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:
- sexuality and sexual health
- religious or philosophical beliefs
- ethnicity
- physical or mental health
- trade union membership
- political opinion
- genetic/biometric data
How we limit the use of personal information
Where necessary St George's New Town Junior 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.
- Your Privacy Rights
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:
- Confidential information about other people; or
- Data an information professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
- If we think that the prevention or detection of crime may be adversely affected by disclosing data to you.
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 us via contact@stgeorgesschool.org or
01206 506800. 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. Please use the contact details above to report inaccurate information.
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 the personal information is no longer needed for the purpose for which it was collected
- Where you have withdrawn your consent to the use of your information (where there is no other legal basis for the processing)
- Where there is no legal basis for the use of your information
- Where erasure is a legal obligation
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:
- Is required by law
- It is used for exercising the right of freedom of expression
- It is in the public interest in the area of public health
- It is for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes where it would seriously affect the achievement of the objectives of the processing
- It is necessary for the establishment, defense or exercise of legal claims.
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:
- You have identified inaccurate information, and have notified us of this
- Where using your information is unlawful, and you wish us to restrict rather than erase the information
- Where you have objected to us using the information, and the legal reason for us using your information has not yet been provided to you
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.
- With whom will we share your personal information?
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:
- For the find and stop crime or fraud; or
- if there are serious risks to the public, our staff or to other professionals; or
- to protect a child.
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 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:
- Encryption allows information to be hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or cypher. The hidden information is said to be encrypted.
- Pseudonymisation allows us to hide parts of your personal information from view so only we can see it. This means that someone outside of ECC could work on your information for us without ever knowing it was yours.
- Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
- Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
- Ways for us to access your information should something go wrong and our systems not work, including how we manage your information in event of an emergency or disaster.
- Regular testing of our technology and processes including keeping up to date on the latest security updates (commonly called patches). Our policy is provided on this page.
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 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.
- Where you can get advice
You can contact our Data Protection Officer at IGS@essex.gov.uk or by calling
03330 322970. 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) or01625 545 745 if you prefer to use a national rate numberAlternatively, visit ico.org.uk or email casework@ico.org.uk.
- Cookies (not the yummy ones!) and use of our website
To make this website easier to use, we sometimes place small text files on your device (for example your iPad or laptop). These are known as ‘cookies’. Most big websites do this too.
They improve things by:
- remembering the things you’ve chosen, so you don’t have to keep re-entering them whenever you visit a new page
- remembering data you’ve given (for example, your address) so you don’t need to keep entering it
- measuring how you use the website so we can make sure it meets your needs.
By using our website, you agree that we can place these types of cookies on your device.
We do not use cookies on this website that collect information about what other websites you visit (often referred to as privacy intrusive cookies).
Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these files as you wish.
To learn more about cookies and how to manage them, visit AboutCookies.org or watch a video about cookies.
How you use this website (something called ‘Google Analytics’)
We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting peoples’ needs and to understand how we can make the website work better.
Google Analytics stores information about what pages on this site you visit, how long you are on the site, how you got here and what you click on while you are here. We do not collect or store any other personal information (e.g. your name or address) so this data cannot be used to identify who you are.
Name
Typical Content
Expires
_utma
randomly generated number
2 years
_utmb
randomly generated number
30 minutes
_utmc
randomly generated number
when you close your browser
_utmx
randomly generated number
2 years
_utmxx
randomly generated number
2 years
_utmz
randomly generated number and data on how the site was reached (e.g. direct or via a link, organic search or paid search)
We also collect data on the number of times a word is searched for on the site and the number of failed searches. We use this information to improve access to the site and to identify gaps in the content and see if it is something we should add to the site.
Unless the law allows us to, we do not:
- share any of the data we collect about you with others, or
- use this data to identify individuals.
Other people’s cookies
We use videos from YouTube and feeds from other websites such as Facebook and Twitter. These websites place cookies on your device when watching or viewing these pages.
Below are links to their cookie policies:
Turning off cookies
You can stop cookies being downloaded on to your computer or other device by selecting the appropriate settings on your browser. If you do this, however, you may not be able to use the full functionality of this website.
There is more information about how to delete or stop using cookies on AboutCookies.org. If you wish, you can also opt out of being tracked by Google Analytics.
Further guidance on the use of personal information can be found at ico.org.uk
- Data Protection Policy
This policy sets out how we will protect personal data, special category data and criminal convictions personal data.
It meets the requirement at paragraph 1 of Schedule 1 to the Data Protection Act 2018 that an appropriate policy document be in place where the processing of special category personal data is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment, social security or social protection.
It also meets the requirement at paragraph 5 of Schedule 1 to the Data Protection Act 2018 that an appropriate policy document be in place where the processing of special category personal data is necessary for reasons of substantial public interest. The specific conditions under which data may be processed for reasons of substantial public interest are set out at paragraphs 6 to 28 of Schedule 1 to the Data Protection Act 2018.
Principle 1 – Personal data shall be processed lawfully, fairly and in a transparent manner in relation to individuals.
We ensure that processing is fair by providing detailed privacy notices to individuals whose personal data is being processed. All individuals are advised of their right to contact the Data Protection Officer with any queries regarding the processing of their personal data. We will only process personal data fairly, and will not mislead individuals about how their data may be used.
Principle 2 - Personal data shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
We meet this obligation by explaining through our privacy notices which legal basis we are relying on when processing personal data. We will only use the data for the purposes for which it was collected unless we advise individuals, prior to any additional use, of our intentions and the rights they have in relation to any further use.
Principle 3 – Personal data shall be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
We meet this obligation by only collecting what is required for a particular purpose, and ensuring that we have sufficient relevant information for that purpose.
Principle 4 – Personal data shall be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay
We meet this obligation by ensure that personal data is accurate, and kept up to date where necessary. We will take particular care to do this where our use of the personal data has a significant impact on individuals.
Principle 5 – Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals
We meet this obligation by ensuring that personal data is managed in line with our retention schedule, and either deleted or completely anonymised when it is no longer necessary for us to use it. The period for which we retain personal data is explained in each privacy notice relevant to that service.
Principle 6 – Personal data shall be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures
We meet this obligation by ensuring that our technical and organisational controls. Our organisational controls include:
- Appropriate roles and responsibilities including a Data Protection Officer and Senior Information Risk Owner
- Robust policies and procedures which are regularly reviewed
- Regularly training our staff in their data protection responsibilities
- Ensuring our processing activities are transparent and secure, including
- Records of Processing Activities
- Data Protection Impact Assessments
- Contractual Controls to govern the use of personal data by our suppliers
- Physical security controls including
- Restricted access to physical storage of sensitive personal data
- Visitor management
- Security breach management
Our Technical Controls include:
- Firewalls, anti-malware and patching
- Disaster Recovery and Business Continuity arrangements
- Role based access controls to personal data
- Password management
- Sending email securely
Principle 7 - The controller shall be responsible for, and be able to demonstrate, compliance with the principles
We meet this obligation by maintaining Records of Processing Activities which are available on demand to the Information Commissioner. We routinely carry out Data Protection Impact Assessments for any processing of special categories of data or where there is a high risk to individuals’ privacy. We have appointed a Data Protection Officer and have defined policy and process to manage the exercising of data subjects’ rights.
For further information about how we process personal data please see our online privacy notices on our website or contact our Data Protection Officer.
Privacy notices for specific areas of data processing
These are privacy notices related to specific areas of data processing: