UK GENERAL DATA PROTECTION REGULATION (GDPR)
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018.
The lawful basis on which we use this information
GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that an individual’s data should not be processed without their knowledge but only with their ‘explicit’ consent.
All data we process is in accordance with the rules as laid down in statute, including the General Data Protection Regulations, the Education Act 1996, the Education and Skills Act 2008 and the Apprenticeship, Skills, Children and Learning Act 2009 and Children Act 2014.
We are obliged to inform you of the information we hold on you and your child(ren), what we use it for, who we share it with, and for how long we keep it. GDPR covers personal data relating to individuals. Woodford County High School is committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents’, visitors’ and staff personal data.
We use personal data about pupils and parents to ensure that we fulfil our legal obligation to offer educational opportunities to our pupils, and are able to look after the needs and requirements of everyone in our learning community. We use personal data about our staff to ensure that we can support them in offering teaching and learning and in their personal development.
Where we rely on consent to process personal data about individuals in our school, we ensure that we obtain that consent freely and in a positive manner. Anyone whose personal data is processed on the basis of consent can withdraw that consent easily and quickly. See “Requesting access to personal data & individual rights” listed later in this notice”.
Please note that the main reasons for our processing of personal information is due to
- We need to, to comply with the law
- We need to, to carry out a task in the public interest
- We need to, protect someone’s interests
- To communicate with you/parents/carers
A comprehensive list of data processing is kept in the school’s Record of Processing Activities. Within this register we will record the lawful reason for each instance of personal data being processing, along with special categories for sensitive information. Where there is limited statutory instrumentation the legal basis for processing special category of data will be 9(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;
If you would like to discuss this in greater detail please contact the school’s Data Protection Administrator, details at the end of this form.
The General Data Protection Regulation gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly
Woodford County High School is registered with the ICO (Information Commissioner's Office)
Who This Privacy Notice Applies to?
Woodford County High School for Girls is deemed to be the “data controller” for all personal information processed by staff, students and suppliers – (as defined in UK general data protection legislation).
The School is situated in High Road, Woodford Green, Essex IG8 9LA.
What is 'personal information'?
Personal information is information that the School collects about staff, pupils and parents. This includes information such as name, date of birth, National Insurance Number, address as well as exam results, medical details, nationality and behaviour records. The School may also record religion and ethnicity.
How and why does the School collect personal information?
The School collects and / or processes substantial volumes of personal data on students and those related to them as well as on staff. A pupil’s previous school will pass on personal information that is kept by the school. We obtain other information from pupils, parents, and teachers. On occasion, the School may also obtain information from doctors and other professionals
CCTV, photos and video recordings of pupils are also considered to be ‘personal information’. The School collects this information to help it run properly and safely.
As a Secondary School, we will keep information relating to a pupil’s education record until the 25th birthday of that pupil.
Storing Pupil Data
We will only keep your information for as long as we need it or for as long as the law requires us to. Most of the information we have about you will be in our pupil file. We usually keep these until your 25th birthday unless you move to a new school, in which case we send your file to your new school. We have a policy which explains how long we keep information, it is called the Records Retention Policy and if you would like to discuss this in greater detail please contact the school’s Data Protection Administrator, details at the end of this page.
Any personal data that we are required to keep about pupils is securely stored, with limited access for staff. It will not be accessed except in response to a query about our actions in the education of a particular pupil. No decisions will be made about you based on this data and you will not suffer any detriment or harm by having it stored in/on our secure systems.
We keep an overall summary of attainment and performance of pupils in our school, in order to monitor trends in teaching and learning. This data is anonymised and does not allow us to identify individual learners, once they have left our learning community.
Here are some examples:
- The School will need to advise Teaching and some Support staff if a pupil is allergic to something or may need extra help with some tasks.
- The School may need to report some information to the Government (including information regarding UK Visas and Immigration) and to universities.
- The School may need to share information with the police or legal advisers if something goes wrong, or to help with an enquiry.
- The School will share some information with its insurance company.
- Where it is fair, the School may share pupil academic and behaviour records with their parents or education guardian so that it can support the pupil’s schooling.
- The School also uses pupil biometrics to record what has been purchased for school lunch so that billing is accurate. Pupils place their finger on the scanner in order to access their account. To find out more about how biometric information is used, please see the School’s Biometric Information Notice which is published on our website in the Admissions area.
- The School uses photographs or videos of pupils for teaching purposes. Photographs and videos may also be used on the School’s website, social media sites or in the School Prospectus and other marketing materials.
- The School publishes its public exam results, sports fixtures and other news on the School website. Articles and photographs may also appear in the local news.
- The School will retain contact details for both pupils and parents. This information may be used to keep former pupils informed about School events and will also be used by the School’s Alumni Office.
- The School uses CCTV around the site and at the Pedestrian and Vehicle entrances to keep students and staff safe and to maintain the security of the site.
- We process personal data relating to those we employ to work at, or otherwise engage to work at, our school. This is for employment purposes to assist in the running of the school and/or to enable individuals to be paid.
All “personal data” and/or “special category data” (as defined in the legislation) is processed in order to provide education for students and associated services. All processing is conducted in accordance with current laws/regulations.
The School may share data with third parties in the provision of its services, for example (but not exclusively): catering, IT software, administration or to fully utilise school buildings by hiring them to outside organisations.
It may be necessary to share data with other public authorities as may be required by law or to prevent harm to the individual. The school does not accept liability for any processing by any third party outside the school .
The school collects and or processes substantial volumes of personal data on students and those related to them as well as staff. Data is retained as long as it is relevant to the reasons for collection. Some data is collected for government statistics. Certain data is retained for a period dictated by statute. All feasible security measures are in place. All destruction of data (whether manual or electronic) is by secure means.
Where cashless canteens are in place, biometric information is collected and used only with consent. This is sought when a pupil joins the school but can be withdrawn at any point, for further details please contact the school’s Data Protection Administrator, details at the end of this form
Our school uses Closed Circuit Television cameras for the purposes of monitoring our premises. There are visible signs showing that CCTV is in operation and images from this system are securely stored where only a limited number of authorised persons may have access to them. We may be required to disclose CCTV images to authorised third parties such as the police to assist with crime prevention or at the behest of a court order.
COVID 19 – Coronavirus Pandemic
For the duration of the pandemic there may be times the school have to record Teams sessions, these recordings will be deleted from the system automatically after 20 days.
Data collected for the purpose of COVID 19 Mass testing in schools is collected and used only with consent. The information will only be stored securely on local spreadsheets in school whilst it is needed. It will also be entered directly onto Department for Health and Social care digital services for the NHS Test and Trace purposes. We will not have access to the information on the digital service once it has been entered.
International transfers and processing
We do not process any personal information outside of the European Economic Area.
For more information on how this sharing process works, please visit:
For information about with which third party organisations (and for which project) pupil level data has been shared, please visit:
If you need more information about how our local authority and/or DfE collect and use your information, please visit:
London Borough of Redbridge: http://www.redbridge.gov.uk or
Department for Education: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
In accordance with legislation we have completed a cookie audit on our website. Click on the link below for more information.
None of the above affects your rights under the legislation, in particular your right to access the data we hold on you.
The Data Protection Officer is responsible for overseeing data protection within the School so if you do have any questions in this regard, please do contact them on the information below: -
Data Protection Officer: Judicium Consulting Limited
Address: 72 Cannon Street, London, EC4N 6AE
Telephone: 0203 326 9174
Lead Contact: Craig Stilwell
Please include enough information to enable us to identify you and to search for appropriate data.
If you are dissatisfied with this policy, have queries about our data protection procedures or wish to lodge a complaint, please contact the School in the first instance. Thereafter you have the right to submit a complaint to the Supervisory Authority, the Information Commissioner’s Office (ICO):
Information Commissioner’s Officer
Cheshire SK9 5AF
Tel: 01625 545 745
Fax: 01625 524 510