Privacy Policies - St Mary's School Ascot

WEBSITE PRIVACY NOTICE

This Privacy Notice relates to information tells you how we do that and sets out your rights when it comes to the personal information that we hold about you.

The school only holds the personal information we are permitted to hold about you, and only uses it for limited purposes relating to your daughter’s education, health and wellbeing at the school.

What kind of information do we collect about you?   

Your personal information (such as your name, title, addresses, telephone numbers, email addresses, marital status, profession)

Your personal information as it relates to any concerns or complaints you have raised with the school

Where given, your consent for your daughter(s) to participate in school trips, for us to administer health remedies, and for us to use images of your daughter for marketing purposes

Where appropriate, information about your health and welfare, and the health and welfare history of your family

Where appropriate, criminal records information if you volunteer for school outings or activities where a DBS check is required

Other financial information in connection with fees in advance payments and donations, in accordance with the Proceeds of Crime Act and money laundering regulations

Bank and financial information, particularly with regard to the payment of school fees

Financial and personal information in support of an application for a means-tested bursary

Information from CCTV cameras when you visit the school site.

How do we collect your personal information?  

We collect personal information from you directly. This may be through a form or meeting, or simply in our day-to-day contact with you (such as emails, conversations and via the parent portal).

From time to time we may also collect information about you and your daughter(s) supplied by others. For example, we may receive personal information about you in admissions forms from your daughter’s previous school or from doctors, professionals or authorities.

Some of the personal information you provide to us is mandatory, which means that you must provide it to us so that we can provide our services to you and your daughter(s). Other personal information you provide to us is optional, which means that you may decide not to provide it to us. We will let you know when the personal information we request is optional.

Why do we use your personal information?  

We use your personal information:

to decide whether your daughter can be admitted to the school

to decide whether you daughter is eligible for a bursary or scholarship

to support your daughter’s learning and education

to monitor and report on your daughter’s progress

to make sure your daughter’s health and wellbeing are looked after

to make sure we provide your daughter with a high quality of education

to ensure the school complies with the law and meets its legal obligations

to facilitate the payment of school fees.

We will only use your personal information for the reasons set out above. You can find more information about these reasons below.

The lawful basis for using your personal information

Most of the personal information we collect about you is needed to make sure we are able to fulfil our obligations to you under the parent contract. For example, we require your personal contact details to fulfil our contractual obligations to keep you informed of your daughter’s health, wellbeing and educational development. We also use your personal information to make sure that the school is acting within the law and meets its legal obligations.

There are also some situations where we use your personal information for other reasons (these are known as the ‘legitimate interests’ of the school). This will usually be the case when the parent contract we have with you does not apply (or is not yet in place) or when there is no specific law which requires us to use your personal information. For example, we will use your personal information when deciding whether your daughter can be admitted to the school and when we ask for professional advice from someone outside the school.

It is important to be aware that, where appropriate, we also use some sensitive personal information about you, such as your medical and health information. This information is used to ensure your daughter’s welfare and provide us with the information we require to meet your daughter’s specific needs.

Who do we share your information with?  

We routinely share your personal information with:

schools that your daughter attends after leaving us

our local authority

the Department for Education.

We may also share your information with others where we are required or permitted to do so by law, or where we have a legitimate interest in sharing your personal information. This might include the Independent School’s Inspectorate, the Charity Commission, Ofsted, professional advisers, or other regulators.

How secure is your information when others use it?  

All our service providers have to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal information for their own purposes. We only allow them to use your personal information for specified purposes and in accordance with our instructions.

Transfer of your information out of the UK

We may transfer or transmit your personal information outside the UK in limited situations. For example, we may do this when you contact us from outside the UK, when the school makes arrangements for trips and travel abroad, or when you access our online portal abroad. We will take steps to ensure that your personal information is protected when this happens and may also let you know about this when it takes place.

Data Security

We protect the security of your information. If you want to know how we do that, please contact Christopher Ellott, Data Protection Lead, at cjellott@st-marys-ascot.co.uk.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those individuals who have a need to know it. They will only use your personal information on our instructions and they will be required to treat it as confidential.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will we keep your information for?

The school will keep your personal information for as long as it is necessary. When we do not have a lawful reason to hold it, we will delete or destroy your personal information securely. Typically, we will hold your personal information for seven years after your daughter leaves the school. However, any of your personal information which relates to incident reports and safeguarding must be kept much longer, as required by the law.

In some circumstances we may anonymise your personal information, so that it can no longer be linked to you. If we do this, we may use such information without telling you.

If your child does not take up a place at St Mary’s, we will hold your information until the summer after her 18th birthday.

What about changing the data that we hold about you?

If you move house or any of your personal details change, it is important that you let us know so that the information we hold is accurate.

What can you do with the personal information that we use?

You have the following rights in connection with your personal information. You can:

ask to see the personal information we hold about you

ask for a correction of your personal information to ensure it is accurate

ask for your personal information to be deleted

object to processing of your personal information

ask for us to limit the processing of your personal information

request the transfer of your personal information to another party.

If you want to do any of the above, please contact Christopher Ellott, Data Protection Lead, at cjellott@st-marys-ascot.co.uk in writing.

Right to withdraw consent  

Where you have voluntarily supplied us non-mandatory personal information, you can withdraw this consent at any time. If you do wish to withdraw your consent, please contact Christopher Ellott, Data Protection Lead, in writing at cjellott@st-marys-ascot.co.uk.

Point of contact

Christopher Ellott, the school’s Data Protection Lead, is responsible for overseeing compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact him at cjellott@st-marys-ascot.co.uk.

If you are unhappy with how we are processing your personal information, you can make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, although the ICO recommends that you take steps to resolve the matter with the school before involving them. 

Changes to this privacy notice  

We may update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact Christopher Ellott, Data Protection Lead, at cjellott@st-marys-ascot.co.uk.

ST MARY’S SCHOOL ASCOT

PRIVACY NOTICE FOR PUPILS

Your privacy is important to us and we want to keep your personal information safe. This Privacy Notice tells you how we do that and sets out your rights when it comes to the personal information that we hold about you.

The school only holds the personal information it is allowed to hold about you, and only uses it for purposes related to your education at the school.

What kind of information do we collect about you?

Your personal information (such as your name, title, date of birth, nationality, religion, addresses, telephone numbers, email addresses)
Biometric information, if you or your parents have given consent for this
Your academic, admissions and attendance records (including information about any special needs), examination scripts and marks, reports, and other assessment information
Where appropriate, information about your health and welfare, and contact details for someone in case of an emergency
Information about your educational progress and emotional wellbeing
References we give or receive about you, and information provided by your previous schools and professionals and organisations that have worked with you
Copies of your official documents (such as passport, birth certificate, UKVI visa and CAS)
Medical information (such as medication you are required to take and food allergies)
Testing and quarantine information if you have recently travelled abroad
Images and video footage of you taking part in school activities, and images captured by the school’s CCTV system (in accordance with the school’s policies: please see Images and Recordings of Pupils Policy and CCTV Policy)
Recordings of online lessons and meetings in which you take part
Any court order relating to you (if relevant).

How do we collect your personal information?

We collect personal information from you and your parents or guardians directly. This may be through a form, or simply in our day-to-day contact with you (such as emails or verbal conversations).

From time to time we may also collect information about you supplied by others. For example, we may receive information from:

another school
professionals or authorities that have worked with you
your UK guardian
an agent that helped you get a place at the school.

The majority of the personal information you give us is mandatory, which means that you must provide it to us. Other personal information you give us is optional, which means that you may decide not to provide it to us. We will let you know when the personal information we request is optional.

Why do we collect your personal information?

We use your personal information:

to decide whether you can join the school (and consider whether bursaries or scholarships will apply)
to support your learning, education and development
to monitor and report on your progress
to make sure your health and wellbeing, and the health and wellbeing of the school community, are looked after
to make sure we provide you with a high quality of education, including the full range of activities we provide
to ensure the school complies with the law and meets its legal obligations
to celebrate you and the school in school publications and online platforms, in recordings and live streams, and to maintain the school’s archive.

For full details about how we use photograph and video images of you, please see the Images and Recordings of Pupils Policy.

We will only use your personal information for the reasons set out above. You can find more information about these reasons below.

The lawful basis for using your personal information

We have promised to your parents, under a contract with them, that we will support your education and welfare at the school. Most of the personal information we collect about you, and our communications about you with your parents, are needed to make sure we are able to provide this support to you under that contract.

We also use your personal information to make sure that the school is acting within the law and meets its legal obligations. For example, we need your personal information to ensure you are kept healthy and safe.

There are some situations where we use your personal information for other reasons (these are known as the ‘legitimate interests’ of the school). For example, we will use your personal information to celebrate the school community when publishing the school magazine.

If we want to use information about you that does not fall into any of these categories, such as photographs for the school website or biometric information, we will ask you or your parent/s for permission to use it.

It is important for you to know that some of the information that we hold about you is sensitive, for example your medical and health records, religion and biometric information.

Who do we share your information with?

We share your personal information with:

education institutions that you attend after leaving us
our local authority
the Department for Education
companies who organise trips and other activities
companies who provide educational services, such as exam boards
organisations which provide us with IT services that help us to run the school
your parents and/or guardian.

We also share your information, or ask you to share it, with organisations that provide other services, such as UCAS or eDofE.

We may share your information with others where we are required or permitted to do so by law, or where we have a legitimate interest in sharing your personal information. This might include the Independent School’s Inspectorate, the Charity Commission, Ofsted, the NHS, professional advisers, or other regulators.

Does your personal information go abroad?

We may use your information outside the UK, but we will only do this in certain situations. For example, we may do this when you or your parents contact us from outside the UK, when the school makes arrangements for trips and travel abroad, when we contact previous schools you attended abroad, or when you access our portal abroad. We will take steps to protect your personal information when this happens and may also let you know about this when it takes place.

How secure is your personal information?

We understand that it is our responsibility to protect your information. We have procedures in place to make sure that your personal information is not accidentally lost, damaged or compromised, and that it is not used, accessed, changed or shared with others without our permission. Your personal information will only be shared with people who need it. They will only use your personal information on clear instructions from us. We will make sure that they treat your personal information as confidential. If your personal information is used in a way that is not acceptable, we have procedures in place to deal with this.

If you want to know more about how we keep your information safe, please contact Mr Ellott, the school’s Data Protection Lead, at the email address below.

How long will we keep your information for?

The school will keep your personal information only for as long as we have a lawful reason to do so. When we no longer have a lawful reason to hold it, we will delete or destroy your personal information securely. Typically, we will hold your personal information for a period of seven years after you leave the school. If we have information about events that concern your safety and health, the law requires us to keep this for much longer. Recordings of online lessons and meetings are typically deleted after seven days, unless a safeguarding concern has been raised. We may keep some information about you as part of the school’s historical archive. More information is available in the Record Keeping Policy in the School Handbook.

In some circumstances we may anonymise your personal information. This means that your information can no longer be linked to you and you will not be identified. If we do this, we may use this information without telling you.

What about changing the information that we hold about you?

If any of your personal information changes, it is important that you let us know so that we can update our records to keep them accurate.

What can you do with the personal information that we hold?

You can:

ask to see the personal information we hold about you
ask for your personal information to be corrected to keep it accurate
ask for your personal information to be deleted
object to our use of your personal information
ask us to limit the way we use your personal information
request the transfer of your personal information to another person.

If you want to do any of the above, please contact Mr Ellott, the school’s Data Protection Lead, at the email address below.

When you do not want us to use your personal information

Most of your personal information has to be used by us for the reasons we have given in this notice. There are certain times when we do not have to use your personal information but we think that there are good reasons why we might want to use it. For example, we ask for permission to use biometric information in order to make registration easier and more accurate. If you give us permission to use personal information, you can always ask us to stop using it. If you want to do this, please contact Mr Ellott, the school’s Data Protection Lead, at the email address below.

Point of contact

Mr Ellott, the school’s Data Protection Lead, is responsible for this privacy notice. If you have any questions about it, or about how we handle your personal information, please contact him at the address below.

If you are unhappy with how we are using your personal information, you can make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We recommend that you discuss any concerns with us first before going to the ICO.

Changes to this privacy notice

We may update this privacy notice at any time and we will provide you with a new privacy notice when we make any big changes. We may also let you know in other ways about how we use your personal information.

If you have any questions about this privacy notice, please contact Mr Ellott, the school’s Data Protection Lead, at dpl@st-marys-ascot.co.uk.

ST MARY’S SCHOOL ASCOT

PRIVACY NOTICE FOR PARENTS AND GUARDIANS

St Mary’s School Ascot is a data controller. This means that we are responsible for deciding how we hold and use personal information about you.

The school only holds the personal information it is permitted to hold about you, and only uses it for limited purposes relating to your daughter’s education, health and wellbeing at the school.

In respect of guardians, the school only holds the personal information it is permitted to hold about you in respect of your role as guardian. In this Notice, where relevant, ‘parent’ includes guardian, and ‘daughter’ includes pupils for whom you act as guardian.

WHAT KIND OF INFORMATION DO WE COLLECT ABOUT YOU?

Your personal information (such as your name, title, addresses, religion, telephone numbers, email addresses, marital status, profession) Your personal information as it relates to any concerns or complaints you have raised with the school
Where appropriate, information about your health and welfare, and the health and welfare history of your family
Where appropriate, criminal records information if you volunteer for school outings or activities where a DBS check is required
Other financial and biometric information in connection with fees payments and donations, in accordance with the Proceeds of Crime Act and anti-money laundering regulations
Bank and financial information, particularly with regard to the payment of school fees
Financial and personal information in support of an application for a means-tested bursary or an insurance policy or claim
Information from CCTV cameras when you visit the school site
Photographs and video of you at school events.

HOW DO WE COLLECT YOUR PERSONAL INFORMATION?

We collect personal information from you directly. This may be through a form or meeting, or simply in our day-to-day contact with you (such as emails, conversations and via the parent portal, or when you visit the school).

Reception

Address

Admissions

Living at
St Mary's

Studying at
St Mary's

Applying To
St Mary's

Working at
St Mary's

Information
About St Mary's

Supporting
St Mary's

Reception

Address

Admissions

Living at St Mary's

Studying at St Mary's

Applying To St Mary's

Working at St Mary's

Information About St Mary's

Supporting St Mary's