We respect you and your child’s privacy and are committed complying with privacy legislation. The information below is what is referred to as a ‘Privacy Notice’ which explains how we use and protect your personal information.
We have a Data Protection Officer whose role it is to ensure that any personal information processed by the school is processed fairly and lawfully. 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 0333 032 2970.
- 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, for example online identifiers or location data.
- 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
- physical or mental health
- trade union membership
- political opinion
- genetic/biometric information
- How we limit the use of personal information
We use personal information to deliver education effectively; but wherever possible, the information that we process will be anonymised, pseudonymised or de-personalised. This means the information can no longer identify a person.
When using personal information for research purposes, the information 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 information to any other organisation for the purposes of selling products.
- Why we use personal information
We use personal information to help us run the school effectively, deliver a quality education, and safeguard pupils and staff. Please see our service specific notices which explains how we use personal information for each of our activities and which legal basis we rely on for that processing. Most of our use of personal data is for the delivery of our statutory education services, and as such relies on legal obligation and public task, as cited in legislation such as:
- Keeping children safe in education 2021
- The Education (Individual Pupil Information) (Prescribed Persons) (England) Regulations 2009
- The Education (Pupil Registration) (England) Regulations, 2006
- The Education Act 1996, 2002 & 2011
- The Education and Inspections Act 2006, Academies
- The Education and Skills Act 2008
- The Equalities Act 2010
- The Learning and Skills Act 2000
- The Non-Maintained Special Schools (England) Regulations 2015
- The School Admissions (Admission Arrangements and Co-ordination of Admission Arrangements) (England) Regulations 2012
- The School Admissions Code 2014
- The School Standards and Framework Act 1998
- The SEND Regulations
- The Special Educational Needs and Disability Regulations 2014
- The SEND Code of Practice Jan 2015
- Working Together to Safeguard Children 2019
- The Apprenticeships, Skills, Children and Learning Act 2009
- The Counter Terrorism and Security Act 2015
- Sexual Violence and Sexual Harassment Between Children in Schools and Colleges 2018
- The Children and Families Act 2014
- The Children and Young People Act 2014
- The Children Act 1989 & 2004
- The Anti-Social Behaviour Act, 2003
Our processing of special category personal data relies on Substantial Public Interest (Data Protection Act 2018, Schedule1, Part 2, 6 (2)(a); and 18 (1)(a)).
- 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, 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
- Information professionals 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 information 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 have any queries regarding access to your information, please contact email@example.com or 01992 715885.
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. We will correct factual inaccuracies but cannot correct the opinions of professionals working with you although we are able to 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 us, for example:
- Where the personal information is no longer needed for the purpose for which it was collected
- Where we are relying on your consent to use the data, and you remove your consent
- 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, we will 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 for public health
- It is for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes and erasure would seriously affect the achievement of the objectives of the processing
- It is necessary for the establishment, defence 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 information 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 information, 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 we stop using your personal information in some circumstances, for example where we are relying on your consent. However we are required by law to use personal information to deliver education services so for those purposes we could not grant your request.
Computer based decisions about you and if you are ‘profiled’
You have the right to object about decisions being made about you solely by automated means (by a computer and not a human being), unless it is required for any contract you have entered, 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 you have concerns regarding automated decision making, or profiling, please contact the school who will advise you about how your information is being used.
- Who will we share your personal information with?
As explained in our service specific notices 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 school complies with data protection law. We complete data privacy impact assessments before we share personal information to ensure compliance with the law.
Sometimes we have a legal duty to provide information about people to other organisations, e.g. Child Protection concerns or statutory returns to the Department for Education, for example the school census. 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:
- To 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.
We are required by law to share certain information with the Department for Education; for more details on how they use personal information please click here
We are also required to share some information with Essex County Council; for more details on how they use personal information please click here
If you live or attend school in Southend Borough Council area you will find their privacy notice here
If you live or attend school in the Thurrock Council area you will find their privacy notice here
- 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 measures include:
- Encryption- this 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.
- Controlling access to systems, networks and buildings 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.
- Ensuring there are 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).
If your information leaves the country
Sometimes, for example where we receive a request to transfer school records to a new school, it is necessary to send that information outside of the UK. In such circumstances additional protection will be applied to that information during its transfer, and where the receiving country does not have an adequacy decision, advice will be sought from the Information Commissioners Office prior to the information being sent.
Sometimes a data processor providing storage or technical services is based outside the UK. Where this is the case, we will carry out a risk assessment and ensure that personal data only leaves the UK where it is in accordance with UK data protection law and with appropriate protection.
- How long do we keep your personal information?
Our retention schedule lists how long your information may be kept for different purposes. A copy of our retention schedule can be requested from our school office.
- Where can I get advice?
You can contact our Data Protection Officer at IGS@essex.gov.uk or by calling 0333 032 2970.
For independent advice about information protection, privacy and information sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Alternatively, visit ico.org.uk or email firstname.lastname@example.org.
- Cookies & how you use this 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 information 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.
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.
Other people’s cookies
We sometimes 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 Statement
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
Data Protection Rights
GDPR Policies and Procedures
- Acceptable Personal Use of Resources and Assets Policy October 2022
- Data Handling Security Policy October 2022
- Data Protection Policy October 2022
- Privacy Notice Procedure October 2022
- Publication Scheme October 2022
- Records Management Policy October 2022
- Security Incidents Policy October 2022
- Security Measures October 2022
- Statutory Requests for Information Policy October 2022
GDPR Privacy Notices
- Privacy Notice Child Friendly
- Privacy Notice Delivery of the Curriculum and Pastoral Care
- Privacy Notice Ex-Pupils
- Privacy Notice Managing Employment
- Privacy Notice Managing Governors' Information
- Privacy Notice Managing Security
- Privacy Notice Marketing Activities
- Privacy Notice Online Payments
- Privacy Notice Publishing Pupil Coursework
- Privacy Notice School Photos and Additional Activities
- Privacy Notice School Visitors
- Privacy Notice Volunteers' Information