Gildredge House collects and uses personal information about staff, students, parents and other individuals who come into contact with the school. This information is gathered in order to enable the school to provide education and other related services. There is also a legal requirement for schools to collect and use information to ensure that the school complies with its statutory obligations.
From 25th May 2018, the rules around data protection changed. The General Data Protection Regulation (GDPR) has changed how the school can use an individual’s personal data, and has also strengthened an individual’s rights over their own data. Whilst it is similar to the old Data Protection Act in many ways, there are a few differences, so the school has made a few changes in order to ensure it remains compliant. One of these changes is that our Privacy Notices have been updated.
- Gildredge House Privacy Notice: Students [PDF]
- Gildredge House Privacy Notice: Parents and use of your child’s personal data [PDF]
- Gildredge House Privacy Notice: Governors and Volunteers [PDF]
- Gildredge House Privacy Notice: School Workforce [PDF]
- Gildredge House Privacy Notice: Job Applicants [PDF]
Processing Personal Data in Support of COVID-19 Testing
There is a small amount of processing of personal data which will be needed as part of the COVID-19 testing programme in school. This specific Privacy Notice for COVID-19 Testing outlines how the personal data is to be used in the event of both positive and negative tests and the rights that individuals have.
The Data Protection FAQs for Parents – COVID-19 Testing document should answer any queries parents may have about the processing of their child’s personal data in relation to the COVID-19 tests.
NHS Test and Trace Service
The NHS Test and Trace service has two purposes: ensuring the quick testing of those with COVID-19 symptoms; and tracing close recent contacts of those who test positive for COVID-19, to inform them to self-isolate. The school may need to provide information we already hold about our staff, students and parents or collect visitors contact details in order to assist the NHS Test and Trace system to help contain clusters or outbreaks of COVID-19. The lawful basis for this data processing activity is Public Task – to help minimise the transmission of COVID-19 and support public health and safety.
Individuals can find out more about why certain information is being collected and what we intend to do with it by referring to the guidance documents below.
- NHS Test and Trace Service for Staff, Students and Parents [PDF]
- NHS Test and Trace Service for Visitors [PDF]
The Freedom of Information Act requires every public authority to have a publication scheme, approved by the Information Commissioner’s Office (ICO), and to publish information covered by the scheme. Gildredge House has adopted the ICO’s model publication scheme which can be accessed below.
Subject Access Requests
Individuals have the right to access the personal data and supplementary information the school holds about them. This right applies to everyone whose personal data the school holds, including staff, Governors, volunteers, parents and students.
The school has a specific Subject Access Request Template Letter that is available for individuals to use if they wish. The completed Subject Access Request Template Letter can be handed into the School Office or emailed to email@example.com The Subject Access Request Template Letter can be accessed below.
Special Category Data
This policy outlines the school’s obligations under Data Protection Legislation with regard to the processing of Special Category Personal Data. This should be read alongside the school Data Protection and Information Security Policy, and the Privacy Notice.