Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about pupils.
We, British International College, are the ‘data controller’ for the purposes of data protection law.
Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:
· Contact details, contact preferences, date of birth, identification documents
· Results of internal assessments and externally set tests
· Pupil and curricular records
· Characteristics, such as ethnic background or special educational needs
· Exclusion information
· Details of any medical conditions, including physical and mental health
· Attendance information
· Safeguarding information
· CCTV images captured in school
We use this data to:
· Support pupil learning
· Monitor and report on pupil progress
· Provide appropriate pastoral care
· Protect pupil welfare
· Assess the quality of our services
· Administer admissions waiting lists
· Carry out research
· Comply with the law regarding data sharing
We only collect and use pupils’ personal data 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 pupils’ personal data 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Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.
While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.
Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.
We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations.
We do not share information about pupils with any third party without 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 pupils with:
· Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions.
· The pupil’s family and representatives - to meet our legal obligations to share certain information with them, such as safeguarding concerns and exclusions.
· Educators and examining bodies - to meet our legal obligations and as it is necessary for the performance of a task carried out in the public interest and in the exercise of authority.
· Suppliers and service providers – to enable them to provide the service we have contracted them for.
· Our auditors – necessary for compliance with a legal obligation (Ministry of Education).
· External survey and research organisations – with parents/carers consent.
· Health authorities – necessary for compliance with a legal obligation, such as safeguarding. In other cases the health professional seeks consent through the school.
· Professional advisers and consultants – necessary for the performance of a contract.
· Charities and voluntary organisations - necessary for the performance of a task carried out in the public interest and in the exercise of authority.
· Police forces, courts, tribunals – necessary for compliance with a legal obligation.
· Professional bodies – necessary for the performance of a contract.
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
Parents/carers can make a request with respect to their child’s data, with or without the child’s consent.
Parents also have the right to make a subject access request with respect to any personal data the school holds about them.
If you make a subject access request, and if we do hold information about you or your child, we will:
· Give you a description of it.
· Tell you why we are holding and processing it, and how long we will keep it for.
· Explain where we got it from, if not from you or your child.
· Tell you who it has been, or will be, shared with.
· Let you know whether any automated decision-making is being applied to the data, and any consequences of this.
· Give you a copy of the information in an intelligible form.
· Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request please contact our data protection officer.
Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact us on +252 636155557 or at email@example.com.
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance. To make a complaint, please contact our data protection officer. If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: firstname.lastname@example.org.