Privacy Policies

For Parent / Carer

Policy Statement

During your child’s time with us, we will gather and use information relating to you. Information that we hold in relation to individuals is known as their “personal data”. This will include data that we obtain from you directly and data about you that we obtain from other people and organisations. We might also need to continue to hold your personal data for a period of time after your child has left the Trust. Anything that we do with an individual’s personal data is known as “processing”.

This document sets out what personal data we will hold about you, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us.

What information do we process in relation to you?

We will collect, hold, share and otherwise use information about you:

personal information (such as name, address, home and mobile numbers, personal email addresses, emergency contact details, relationship marital status, job details and national insurance numbers)
financial details(such as bank account) and other financial details such as edibility for free school meals
CCTV footage and images obtained when you attend the school site
your relationship to your child, including Court orders that may be in place

We may also use special categories of data such as gender, age, ethnic group, sex or sexual orientation, religious or similar beliefs, information about health, genetic information and biometric data. These types of personal data are subject to additional requirements.

Where do we get this information from?

We will obtain an amount of your personal data from you, by way of information gathering exercises at appropriate times such as when your child joins the academy, and when you attend the site and are captured by our CCTV system.

We may also obtain information about you from other sources. This might include information from the local authorities or other professionals or bodies, including a Court, which might raise concerns in relation to your child.

Why do we use this information?

1. Where we are required by law, including,

To provide reports and other information required by law in relation to the performance of your child
To raise or address any concerns about safeguarding
To the Government agencies including the police
To obtain relevant funding for the school
To provide or obtain additional services including advice and/or support for your family

2. Where the law otherwise allows us to process the personal data as part of our functions as an Academy or we are carrying out a task in the public interest, including:

To confirm your identity
To communicate matters relating to the Academy
To safeguard you, our pupils and other individuals
To enable payments to be made to you by the Trust
To ensure the safety of individuals on the Academy sites
To aid in the prevention and detection of crime on the Academy sites

3. Where we otherwise have your consent

Whilst the majority of processing of personal data we hold about you will not require your consent, we will inform you if your consent is required and seek that consent before any processing takes place.

Why do we use special category personal data?

We may process special category personal data in relation to you for the following reasons:

Where the processing is necessary for reasons of substantial public interest, including for purposes of equality of opportunity and treatment, where this is in accordance with our Data Protection Policy.
Where the processing is necessary in order to ensure your health and safety on the Academy sites, including making reasonable adjustments for any disabilities you may have.
Where we otherwise have your explicit written consent.

There may also be circumstances where we need to use your information in relation to legal claims, or to protect your vital interests of those of your child, and where it is not possible to seek your consent.

Failure to provide this information

If you fail to provide information to us we may be prevented from complying with our legal obligations.

How long will we hold your personal data for?

We will hold your personal data only for as long as necessary. How long we need to hold on to any information will depend on the type of information. For further detail please see our Retention and Destruction Statement of Practice.

Who will we share pupil information with?

We may be give information about you with:

Local authorities, to assist them in the exercise of their responsibilities in relation to education and training, youth support and safeguarding purposes
The Department for Education and Education and Skills Funding Agency, in compliance with legal obligations of the school to provide information about students and parents as part of statutory data collections
Contractors, such as payment processing providers to enable payments to be made by you to the school, communication providers to enable electronic communications etc.

The Department for Education may share information that we are required to provide to them with other organisations. For further information about the Department’s data sharing process, please visit: https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data.

Contact details for the Department can be found at https://www.gov.uk/contact-dfe.

Local authorities may share information that we are required to provide to them with other organisations. For further information about Nottingham City local authority’s data sharing process, please visit: www.nottinghamcity.gov.uk.

Concerns

If you have any concerns about how we are using your personal data then we ask that you contact our Data Protection Officer in the first instance. However an individual can contact the Information Commissioner’s Office should you consider this to be necessary, at https://ico.org.uk/concerns/.

Contact

If you would like to discuss anything in this privacy notice, please contact: Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk

Visitors

Policy Statement

As a visitor to our Academies, we will gather information relating to you. Information that we hold in relation to individuals is known as their “personal data”. This will include data that we obtain from you directly and data about you that we obtain from other people and organisations. We might also need to continue to hold an individual’s personal data for a period of time after you visit. Anything that we do with an individual’s personal data is known as “processing”.

This document sets out what personal data we will gather and hold about individuals who visit with us, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us.

What information do we process during your visit?

We will collect, hold, share or otherwise use the following information about you during your visit:

personal information (name, photograph)
who you are visiting
what organisation you are from
date and time of your visit
details of vehicle registration (if you are parked onsite)
proof of identity
CCTV footage and images obtained when you attend school site

Where do we get information from about during your application process?

Depending on who has arranged the visit, we may collect this information directly from you, your organisation or the person you are visiting.

Why do we use this information?

We will process your personal data during your visit for the purposes of safeguarding and security.

How long will we hold information in relation to your application?

We will hold information relating to your visit only for as long as necessary. For further detail please see our Retention and Destruction Policy.

Who will we share information with about your application?

We will not share information gathered during your visit unless under a legal obligation to do so.

Concerns

Contact

If you would like to discuss anything in this privacy notice, please contact: Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk

For Students

Policy Statement

During your time with us, we will gather and use information relating to you for various purposes. This document sets out what personal data we will hold about you, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us. Information that we hold in relation to you is known as “personal data”. This will include data that we obtain from you directly and data about you which we obtain from other people and organisations. We might also need to continue to hold your personal data for a period of time after you have left the school. Anything that we do with your personal data is known as “processing”.

This document sets out what personal data we will hold about you, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us.

What information do we process in relation to you?

We will collect, hold, share and otherwise use information about you set out in the boxes below:

Name	Telephone and email contact details	Date of Birth
Address	Assessment information	Details of previous/future schools
Unique pupil number	Behavioural information	Language(s)
Nationality	Country of birth	Eligibility for free school meals
Photographs	Attendance information	CCTV images

We will also collect, hold, share and otherwise use some information about you which is special “special category personal data” and we will take extra care to make sure that this is kept safe:

Racial or ethnic origin	Religious beliefs	Special educational needs and disability information
Medical / health information	Genetic and biometric data	Information relating to keeping you safe
Sexual life	Sexual orientation	Dietary requirements

Where do we get this information from?

We get this information from:

You
Your parents/guardians
Your previous school or college
Teachers and other staff
Department of Education (DfE) and Learning Records Service
People from other organisations, like doctors or the local authority for example

Why do we use this information?

We use this information for lots of reasons, including:

To make sure that we give you a good education and to support you through this
To make sure that we are able to address and support any educational, health or social needs you may have
To make sure everyone is treated fairly and equally
To keep you and everyone at the school safe and secure
To deal with emergencies involving you
To celebrate your achievements
To provide reports and additional information to your parents/carers

Some of these things we have to do by law. Other things we do because we need to so that we can run the school.

Sometimes we need permission to use your information. This includes taking pictures or videos of you to be used on our website or in the newspaper. Before we do these things we will ask you or if necessary your parent/carer for permission.

Why do we use special category personal data?

We may need to use the information about you which is special (mentioned above) where there is a specific interest to do so for example health and social care purposes or to provide you with equal opportunities and treatment. We will also use this information where you have given us permission to do so.

There may also be circumstances where we need to use your information in relation to legal claims, or to protect your vital interests and where you are unable to provide your consent.

How long will we hold information in relation to our pupils?

We will hold information relating to you only for as long as necessary. How long we need to hold on to any information will depend on the type of information. Where you change school we will usually pass your information to your new school.

Who will we share pupil information with?

We may be give information about you with:

Other schools or educational institutions you may attend or require support from Local Authorities, to assist them in the exercise of their responsibilities in relation to education and training, youth support and safeguarding purposes

The Department for Education and Education and Skills Funding Agency as required by the law

Contractors, to enable them to provide an effective service to the school, such as school meal providers or external tutors

Keeping this information safe

It is very important that only people who need to use your information can see it. The school keeps you information safe by restricting access to your information by taking reasonable steps to ensure that members of staff will only have access to personal data where it is necessary for them to carry out their duties and take all reasonable steps to ensure that all personal information is held securely and is not accessible to unauthorised persons.

Concerns

If you are concerned about how we are using your personal data then you can speak with Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk, or if necessary you or your parent/ carer can contact an outside agency – the Information Commissioner’s Office who could also help at https://ico.org.uk/concerns/.

Recruitment

Policy Statement

As part of your application to join us, we will gather and use information relating to you. Information that we hold in relation to individuals is known as their “personal data”. This will include data that we obtain from you directly and data about you that we obtain from other people and organisations. We might also need to continue to hold an individual’s personal data for a period of time after the recruitment process, even if you are unsuccessful. Anything that we do with an individual’s personal data is known as “processing”.

This document sets out what personal data we will gather and hold about individuals who apply for a position with us, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us.

What information do we process during your application process?

We will collect, hold, share or otherwise use the following information about you during your application process:

Up to and including shortlisting stage:

personal information (such as name, address, date of birth, home and mobile numbers, email address)
details of your qualifications, training, experience, duties, employment history (including job titles, salary, relevant dates and working hours), details of driving licence (if relevant for role), membership of professional bodies and interests;
your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
information regarding your criminal record;
details of your referees;
whether you are related to any member of our workforce; and
details of any support or assistance you may need to assist you at the interview because of a disability.

We will also use special categories of data including such as gender, age, ethnic group, sex or sexual orientation, religious or similar beliefs and information about health. These types of personal data are subject to additional requirements.

Following shortlisting stage, and prior to making a final decision

information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;*
- confirmation of your academic and professional qualifications (including seeing a copy of certificates);*
- information via the DBS process, regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs), whether you are barred from working in regulated activity;*
- your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;*
- medical check to indicate fitness to work;*
- a copy of your driving licence (or other appropriate documentation as listed on the Home Office list);*
- if you are a teacher, we will check the National College of Teaching and Leadership (“NCTL”) Teachers Services about your teacher status, whether you are subject to a prohibition from teaching order and any other relevant checks (for example Section 128 direction for management posts and EEA teacher sanctions);* and
- equal opportunities’ monitoring data.

You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked (*) to us to enable us to verify your right to work and suitability for the position. Without providing us with this information, or if the information is not satisfactory, then we will not be able to proceed with any offer of employment.

If you are employed by us, the information we collect may be included on our Single Central Record.

Where do we get information from about during your application process?

Depending on the position that you have applied for, we may collect this information from you, your referees (details of whom you will have provided), your education provider, any relevant professional body, the Disclosure and Barring Service (DBS), NCTL and the Home Office, during the recruitment process.

Why do we use this information?

We will process your personal data during your application process for the purpose of complying with legal obligations, carrying out tasks which are in the public interest, and taking steps with a view to entering into an employment contract with you. This includes:

to assess your suitability for the role you are applying for;
to take steps to enter into a contract with you;
to check that you are eligible to work in the United Kingdom or that you are not prohibited from teaching; and
so that we are able to monitor applications for posts in the Trust to ensure that we are fulfilling our obligations under the public sector equality duty under the Equality Act 2010

How long will we hold information in relation to your application?

We will hold information relating to your application only for as long as necessary. If you are successful then how long we need to hold on to any information will depend on type of information. For further detail please see our Retention and Destruction Policy.

If you are unsuccessful we will hold your personal data only for six months, after which time it is securely deleted.

Who will we share information with about your application?

We will not share information gathered during your application process with third parties.

Rights of our workforce in relation to their personal data

All of our workforce have the right to request access to personal data that we hold about them. To make a request for access to their personal data, individuals should contact: HR@bluecoat.uk.com

Please also refer to our Data Protection Policy for further details on making requests for access to workforce information.

Concerns

Contact

If you would like to discuss anything in this privacy notice, please contact: Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk

Website Visitors

PRIVACY NOTICE

Website Visitors

Policy Statement

We collect information about you when you visit our website for the first time, and when you interact with our pages. We also collect information when you voluntarily complete contact forms, provide feedback and submit queries. Website usage information is collected using cookies.

How we use your information?

We use your information collected from the website to personalise your repeat visits to our website, and to help us understand what works and what doesn’t on our website. We’ll use information you submit through our contact forms and other ways of giving feedback to help you with your specific issues.

Under the UK GDPR and Data Protection Act 2018 we must establish a legal basis for processing your personal data and let you know what this is. It is in the Trusts / Academies legitimate interest to process your personal data for the outline above. This processing shouldn’t impact on you negatively and is necessary for our website to function correctly.

Who do we share it with?

We use a number of different third-party services to process your data, which allow us to give you the best possible experience. If we do want to collect personally identifiable information through our website, we will be up front about this. We always make clear when we collect personal information and explain what we intend to do with it.

We can’t take responsibility for the behaviour of sites linked to or from our website. You should consult their individual privacy policies for more information.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

Embedded content

Sometimes we’ll embed content in our pages that we don’t control or operate. This is common for social media sites such as Facebook and Twitter. When you interact with these elements, which are always marked clearly, you’ve not interacted with our website but instead the service embedded, and we can’t guarantee what data is collected.

Google Analytics

We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

CODA

CODA support and host our website and content management system. We’d only ever give them personal information if it was strictly necessary to fix specific faults or errors, and we ensure no data is kept or copied.

How long do we keep your data?

Personally identifiable data that’s used at a top level for the maintenance and upkeep of the website is held in your browser in the form of cookies, which you have control over. You may delete them at any time.

Data collected through contact forms, feedback and queries will be held for a variable amount of time depending on exactly what it’s being used for, but it’ll usually be in line with our retention policy. We’ll always tell you at the point when this data is going to be collected if it’s not.

Where can I get more information?

For further information about cookies visit www.aboutcookies.org or www.allaboutcookies.org.

If you have any questions about the website please contact Archway Learning Trust.

Concerns

Contact

If you would like to discuss anything in this privacy notice, please contact: Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk

mation about cookies visit www.aboutcookies.org or www.allaboutcookies.org.

If you have any questions about the website please contact Archway Learning Trust.

Covid-19 Testing Privacy Notice for Staff & Students

Ownership of the Personal Data

To enable the Covid-19 testing to be completed at Archway Learning Trust schools we need to process personal data for staff and pupils taking part, including sharing of personal data where we have a legal obligation. Archway Learning Trust is the Data Controller for the data required for processing the tests and undertaking any actions which are needed by the school / college to ensure we meet our public health and safeguarding legal obligations (paragraph 7 of the Schedule to the Education (Independent School Standards) Regulations 2014).

Personal Data relating to staff is processed under the legitimate interest of data controller to ensure we can minimise the spread of COVID in a timely manner and enable us to continue to deliver education services safely and securely.

If you decline a test, we record your decision under the legitimate interest of school in order to have a record of your decisions and to reduce unnecessary contact with you regarding testing.

The processing of special category personal data is processed under the provisions Section 9.2(i) of GDPR, where it is in the public interest on Public Health Grounds. This data is processed under the obligations set out in Public Health legislation (Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI)) which allows the sharing of data for COVID related purposes and where it is carried out by a health care professional OR someone who owes an equivalent duty of confidentiality to that data.

Data Controllership is then passed to the Department for Health and Social Care (DHSC) for all data that we transfer about you and your test results to them. For more information about what they do with your data please see the Test and Trace Privacy Notice. The establishment remains the Data Controller for the data we retain about you.

Personal Data involved in the process

We use the following information to help us manage and process the tests:

Name
Date of birth (and year group)
Gender
Ethnicity
Home postcode
Email address
Mobile number
Unique barcode assigned to each individual test and which will become the primary reference number for the tests
Test result
Parent/guardians contact details (if required)

We will only use information that is collected directly from you specifically for the purpose of the tests, even if you have previously provided us with this information.

How we store your personal information

The information will only be stored securely on local spreadsheets in school/college whilst it is needed. It will also be entered directly onto DHSC digital services for the NHS Test and Trace purposes. Schools/colleges will not have access to the information on the digital service once it has been entered.

Processing of Personal Data Relating to Positive test results

The member of staff, pupil, student or parent (depending on contact details provided) will be informed of the result by the school/college and advised how to book a confirmatory test.

We will use this information to enact their own COVID isolation processes without telling anyone who it is that has received the positive test.

The information will be transferred to DHSC, who will share this with the NHS, GPs. PHE and the Local Government will use this information for wider test and trace activities as well as statistical and research purposes.

This information is processed and shared under obligations set out in Public Health legislation under Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) which allows the sharing of data for COVID related purposes.

This information will be kept by the school/college for up to 14 days and by the NHS for 8 years.

Processing of Personal Data Relating to Negative test results

We will record a negative result and the information transferred to DHSC, NHS. PHE and the Local Government who will use the information for statistical and research purposes.

This information will be kept by the school/college for up to 14 days and by the NHS for 8 years.

Processing of Personal Data relating to declining a test

We will record that you have declined to participate in a test and this information will not be shared with anyone.

Data Sharing Partners

The personal data associated with test results will be shared with

DHSC, NHS, PHE – to ensure that they can undertake the necessary Test and Trace activities and to conduct research and compile statistic about Coronavirus.
Your GP – to maintain your medical records and to offer support and guidance as necessary
Local Government to undertake local public health duties and to record and analyse local spreads.

Your Rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we will respond within the statutory time period.

Concerns

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

Contact

If you would like to discuss anything in this privacy notice, please contact: Michelle Walshe, Data Protection Officer: DPO@archwaytrust.co.uk

In This Section

For Parent / Carer

Visitors

For Students

Recruitment

Website Visitors

Covid-19 Testing Privacy Notice for Staff & Students