Governor’s Privacy Notice

This privacy notice explains how we collect, store and use personal data about individuals who are School Governors.

We are Oliver Thomas Nursery School & Children’s Centre.  The school is the Data Controller as defined in Data Protection Legislation.

The categories of information that we collect, hold, and share include:

• basic details (such as name, age, gender, national insurance number, and medical information)
• contact details (such as an address, telephone number, and email address)
• contact information (such as employee or teacher number, start dates, hours worked, post, roles, and salary information)
• work absence information (such as number of absences and reasons)
• qualifications (and, where relevant, subjects taught)
• relevant information regarding safeguarding
• photographs
• emergency contact details
• CCTV Footage
• details of governing board memberships including application and nomination details
• details of attendance training courses and development activities attended

Why we collect and use this information

The purpose of processing this data is to allow us to maintain and operate a governing board.  This may include:

• Enabling ethnicity and disability monitoring
• Providing you with appropriate information about your duties as a governor and training and development opportunities that might be of interest to you
• Contacting next of kin

The lawful basis on which we use this information

We only collect and use personal information when the law allows us to. Most commonly, we process it where:

• We need to comply with a legal obligation
• We need it to perform an official task in the public interest
• We have a contractual requirement

Less commonly, we may also process personal information in situations where:

• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use personal information, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal information. This includes information relating to:

• Race, ethnicity, religious beliefs
• Health, including any medical conditions, and sickness records

Collecting information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the UK General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing Information

Personal information relating to Governors is stored in line with the school’s Data Retention Policy.

In accordance with the UK GDPR, the school does not store personal information indefinitely; data is only stored for as long as is necessary to complete the task the data was collected for originally.

Who we share information with

We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:

• Central and Local Government – to meet our legal obligations to share certain information, such as safeguarding concerns and information about staff performance and dismissals
• The Department for Education
• Suppliers and service providers (including professional advisers and consultants) – to enable them to provide the service we have contracted them for

Transferring data internationally

Where we transfer personal information to a country or territory outside the United Kingdom, we will do so in accordance with data protection law.

Requesting access to your personal information

Under data protection legislation, you have the right to request access to information about you that we hold.  To make a request for your personal information, please contact the school.

You also have the right to:

• object to the processing of personal information that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal information rectified, blocked, erased, or destroyed
• claim compensation for damages caused by a breach of the Data Protection regulations

Further information

If you have a concern about the way we are collecting or using your personal information, we ask that you raise your concern with us in the first instance.  Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ 

Our Data Protection Officer is The Education Space who can be contacted at dpo@theeducationspace.co.uk

If you would like to discuss anything contained within this privacy notice, please contact:

info@oliverthomas.newham.sch.uk

Pupils / Parents / Carers Privacy Notice

We are Oliver Thomas Nursery School & Children’s Centre.  The school is the Data Controller as defined in Data Protection Legislation.

The categories of information that we collect, hold, and share includes:

• Basic details (such as name, age, gender, and unique pupil number)
• Contact details (such as an address, telephone number, and email address)
• Characteristics (such as ethnicity, language, nationality, free school meal eligibility)
• Attendance information (such as sessions attended, number of absences, and absence reasons)
• SEND information
• Child Protection information
• Relevant medical information
• National Curriculum Assessments/results
• Individual Assessment Data
• Exclusion/Behaviour Information
• School pupils attend after they leave us
• Photographs
• CCTV Footage

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data.  This may include information about:

• disability
• ethnicity
• health
• religion

Why we collect and use this information

We collect and hold personal information relating to our pupils/parents/carers. We may also receive information about pupils from their previous school, local authority, and/or the Department for Education (DfE). We use personal information:

• to support pupil learning
• to monitor and report on pupil progress
• to provide appropriate pastoral care
• to safeguard pupils
• to assess the quality of our services
• to comply with the law regarding data sharing
• to contact next of kin (educational matters & emergencies)

The lawful basis on which we use this information

We only collect and use personal information when the law allows us to. Most commonly, we process it where:

• We need to comply with a legal obligation
• We need it to perform an official task in the public interest

Less commonly, we may also process personal information in situations where:

• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use personal information, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Collecting information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the UK General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing information

Personal information relating to pupils/parents/carers is stored in line with the school’s Data Retention Policy.

In accordance with the UK GDPR, the school does not store personal information indefinitely; data is only stored for as long as is necessary to complete the task the data was collected for originally.

Who we share information with

We routinely share personal information with:

• schools which pupils attend after leaving us
• our local authority
• the Department for Education (DfE)
• Management Information System software suppliers (Safeguard, BROMCOM)
• the school photographers (once/twice a year)
• school-to-school networks
• relevant NHS staff including school nurses, physiotherapists, occupational therapists, audiologists, CAMHS, education psychologists, etc.
• school social media network (school website, school newsletter, Facebook, local magazines, and newspapers)

Why we share information

We do not share information without consent unless the law and our policies allow us to do so.

We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.

To find out more about the data collection requirements placed on us by the Department for Education (for example, via the school census) go to:

https://www.gov.uk/education/data-collection-and-censuses-for-schools

We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Transferring data internationally

Where we transfer personal information to a country or territory outside the United Kingdom, we will do so in accordance with data protection law.

Requesting access to your personal information

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, please contact the school.

You also have the right to:

• object to the processing of personal information that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal information rectified, blocked, erased, or destroyed
• claim compensation for damages caused by a breach of the Data Protection regulations

Further information

If you have a concern about the way we are collecting or using your personal information, we ask that you raise your concern with us in the first instance.  Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Our Data Protection Officer is The Education Space who can be contacted at dpo@theeducationspace.co.uk

If you would like to discuss anything contained within this privacy notice, please contact:

info@oliverthomas.newham.sch.uk

Visitor’s Privacy Notice

We are Oliver Thomas Nursery School & Children’s Centre.  The school is the Data Controller as defined in Data Protection Legislation.

The categories of information that we collect, hold, and share includes:

• Name
• Contact details (such as an address, telephone number, and email address)
• Visit information (purpose, vehicle details, accessibility requirements, time in/out)
• Photographs
• CCTV Footage

Why we collect and use this information

We collect and hold personal information relating to our visitors to:

• Identify you and keep you safe while on the school site
• Keep pupils and staff safe
• Maintain accurate records of visits to the school
• Provide appropriate access arrangements

The lawful basis on which we use this information

We only collect and use personal information when the law allows us to. Most commonly, we process it where:

• We need to comply with a legal obligation
• We need it to perform an official task in the public interest

Less commonly, we may also process personal information in situations where:

• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use personal information, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Collecting information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the UK General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing information

Personal information relating to visitors is stored in line with the school’s Data Retention Policy.

In accordance with the UK GDPR, the school does not store personal information indefinitely; data is only stored for as long as is necessary to complete the task the data was collected for originally.

Who we share information with

We routinely share personal information with:

• our local authority
• government departments/agencies
• OFSTED
• Management Information System software suppliers (e.g. Inventry)

Transferring data internationally

When we transfer personal information to a country or territory outside the United Kingdom, we will do so in accordance with data protection law.

Requesting access to your personal information

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, please contact the school.

You also have the right to:

• object to the processing of personal information that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal information rectified, blocked, erased, or destroyed
• claim compensation for damages caused by a breach of the Data Protection regulations

Further information

If you have a concern about the way we are collecting or using your personal information, we ask that you raise your concern with us in the first instance.  Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Our Data Protection Officer is The Education Space who can be contacted at dpo@theeducationspace.co.uk

If you would like to discuss anything contained within this privacy notice, please contact:

info@oliverthomas.newham.sch.uk