Privacy Notice What happens to information held about you? Your rights and our obligations to you.
How We Use Personal Data This document explains how Beaufort Hill Primary school, holds, uses and discloses information about people (their personal data), the steps we take to ensure that it is protected, and also describes the rights individuals have in regard to their personal data handled by the school. The use and disclosure of personal data is governed by the Data Protection Act 2018 (‘the Act’). Beaufort Hill Primary school is registered with the Information Commissioner’s Office as a ‘data controller’ for the purposes of the Act. As such Beaufort Hill Primary School is obliged to ensure that it handles all personal data in accordance with the Act. Beaufort Hill Primary School takes that responsibility very seriously and takes great care to ensure that personal data is handled appropriately in order to secure and maintain individuals’ trust and confidence in the school.
1. Why do we handle personal data? Beaufort Hill Primary School processes personal information to enable it to provide a range of public services to local people and businesses which include:
Maintaining our own accounts and records
Supporting and managing our employees
Promoting the services the School provides
2. What type/classes of personal data do we handle? In order to carry out the purposes described under section 1 above Beaufort Hill Primary School may obtain, use and disclose personal data including the following:
Lifestyle and social circumstances
Employment and education details
Student and pupil records
Case file information
Physical or mental health details
Racial or ethnic origin
Religious or other beliefs of a similar nature
Beaufort Hill Primary School will only use appropriate personal data necessary to fulfil a particular purpose or purposes. Personal data could be information which is held on a computer, in a paper record i.e. a file, as images, but it can also include other types of electronically held information e.g. CCTV images.
3. Who information is processed about In order to carry out the purposes described under section 1 above Beaufort Hill Primary School may obtain, use and disclose personal data about the following:
Staff / persons contracted to provide a service
Professional advisors and consultants
Students / pupils
Individuals with parental responsibility for students / pupils
Carers or representatives
People captured by CCTV images
Representatives of other organisations
4. Where do we obtain personal data from? In order to carry out the purposes described under section 1 above Beaufort Hill Primary School may obtain personal data from a wide variety of sources, including the following: · HM Revenue and Customs; · Defence solicitors; · Courts; · Prisons; · Voluntary sector organisations; · Approved organisations and people working with the School; · Auditors; · Central government, governmental agencies and departments; · Emergency services; · Individuals themselves; · Relatives, guardians or other persons associated with the individual; · Current, past or prospective employers of the individual; · Healthcare, social and welfare advisers or practitioners; · Education, training establishments and examining bodies; · Business associates and other professional advisors; · Employees and agents of the School; · Persons making an enquiry or complaint; · Medical consultants and GPs · Local government; · Voluntary and charitable organisations; · Ombudsman and regulatory authorities; · The media; · Data Processors working on behalf of the School; · Information openly available on the internet. Beaufort Hill Primary School may also obtain personal data from other sources such as its own CCTV systems, or correspondence.
5. How do we handle personal data? In order to achieve the purposes described under section 1 Beaufort Hill Primary School will handle personal data in accordance with the Act. In particular we will ensure that personal data is handled fairly and lawfully with appropriate justification. We will strive to ensure that any personal data used by us or on our behalf is of the highest quality in terms of accuracy, relevance, adequacy and non-excessiveness, is kept as up to date as required, is protected appropriately, and is reviewed, retained and securely destroyed when no longer required.
6. How do we ensure the security of personal data?Beaufort Hill Primary School takes the security of all personal data under our control very seriously. We will ensure that appropriate policy, training, technical and procedural measures are in place, including audit and integrity monitoring, to protect our manual and electronic information systems from data loss and misuse, and only permit access to them when there is a legitimate reason to do so, and then under strict guidelines as to what use may be made of any personal data contained within them. These procedures are continuously managed and enhanced to ensure up-to-date security.
7. Who do we disclose personal data to? We sometimes need to share information with the individuals we process information about and other organisations. Where this is necessary we are required to comply with all aspects of the Act. What follows is a description of the types of organisations we may need to share some of the personal information that we process with for one or more reasons:
Family, associates or representatives of the person whose personal data we are processing
Healthcare, social and welfare organisations
Educators and examining bodies
Local and central government
Press and the media
Professional advisers and consultants
Courts and tribunal
Survey and research organisations
Voluntary and charitable organisations
Students and pupils including their relatives, guardians, carers or representatives
Local and central government
Partner agencies and approved organisations
Current past and prospective employers and examining bodies
Law enforcement and prosecuting authorities
Legal representatives / defence solicitors
The disclosure and barring service
It may sometimes be necessary for the School to transfer personal information overseas. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the Act.
8. What are your rights in relation to your personal data which is handled by Beaufort Hill PrimarySchool? Individuals have various rights under the Act:
Right of access You can obtain a copy, subject to exemptions, of your personal data held by the School by contacting the headteacher Mr. P. T. Brookman.
Under the Act you are also entitled to obtain confirmation as to whether or not data concerning you is being processed by the School. Where that is the case, you are entitled to the following information subject to exemptions:
The purposes of and legal basis for the processing
The categories of personal data concerned
The recipients to whom the personal data has been disclosed
The period for which it is envisaged that the personal data will be stored
Communication of the personal data undergoing processing and of any available information as to its origin.
*Please note that ‘processing’ means an operation or set of operations performed on personal data such as collection, recording, organisation, structuring, storage, adaption, alteration, erasure, restriction, retrieval.
Proof of ID and any further information needed to locate the information may be required before the School can comply with your request.
Any request for the above information should be made in writing to the Data Protection Officer and the School will respond within one month.
Rectification of data You can request the School to rectify inaccurate personal data relating to you. If the data is inaccurate because it is incomplete, the School must complete it if required to do so by you. A request should be made in writing to the Data Protection Officer and a response will be sent within one month.
Erasure or restriction of personal data You can request that the School erase your data or restrict any processing of your data, subject to exemptions.
All requests should be made to the Data Protection Officer. The School will then inform you of whether the request has been granted and if it has been refused, the reasons for the refusal.
Right not to be subject to automated decision-making Under the Act you have the right, subject to exemptions, not to be subject to a decision when it is based on automated processing and it produces a legal effect or a similarly significant effect on you. You have a right to express your point of view and obtain an explanation from the School of its decision and challenge it.
However, it should be noted that this right does not apply to all decisions as there are exemptions for example authorisation by law, performance of a contract to which you are a party.
9. How long does Beaufort Hill Primary School retain personal data? The School keeps personal data as long as is necessary for the particular purpose or purposes for which it is held in accordance with the School’s Retention Policy.
Contact Us Any individual with concerns over the way Beaufort Hill Primary School handles their personal data may contact the Data Protection Officer at the Council as below:
You can also raise concerns with the Information Commissioner for Wales. The Information Commissioner can be contacted at:
Information Commissioner’s Office – Wales 2nd Floor Churchill House Churchill Way Cardiff CF10 2HH Telephone: 02920 678400 Fax: 02920 678399 Email: firstname.lastname@example.org Website: https://ico.org.uk/
Privacy Notice – Service provision
This notice is provided for clarification on what information the Council needs in order to process requests for information relating to you and your child. It is necessary for the school to gather, collect, store and process personal information in order to deliver its services. The Council puts measures in place to protect the privacy of individuals throughout this process.
Who is responsible for your information? All personal information is held and processed by Blaenau Gwent County Borough Council in accordance with Data Protection legislation. For information on the role of the Data Controller, Data Protection Officer and Contact Details for the Council, please refer to the ‘Data Protection’ page of the Council’s website: https://blaenau-gwent.gov.uk/en/Council/data-protection-foi/data-protection-act/
What Information do we need? Beaufort Hill Primary School will collect personal information about you, your child and if necessary, your family and other parties. This information will include: Details about you, such as, your name, address, telephone number, email address, date of birth; Other relevant information needed to process your request, such as a description of the service required;
We will use this information to process your request and/or administer the necessary action. We may check some of the information with other sources to ensure the information you have provided is accurate.
Why do we need your information? This information is required by the school in order to deliver the services you are requesting and to carry out its statutory functions.
Who will we share your information with? To enable the school to process your request and comply with our legal obligations, we will share your information with partner organisations, including: Department for Work and Pensions and other Government departments; Environment Agency; Gwent Police; Social care providers; Welsh Government; Auditors; External regulators.
The school will also use the information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.
How long do we keep your information? The school will only keep your information for as long as necessary. Full details of how long the school retains your information can be obtained by contacting the relevant Department responsible for the services you require. Council contact centre: email@example.com / 01495 311556.
Providing accurate information It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you tell us as soon as possible so that we can update your records.
Automated Decision Making Some decisions are computer-based as the Council uses automated systems to support its services. If your personal data is processed by automated means, you will be notified of the outcomes and a summary of the criteria used in this process. The results are subject to a final decision by the relevant service manager.