Privacy Policy
Privacy Notices
A full list of our Privacy Notices can be found below.
The school does not collect biometric data (e.g. fingerprints). For more information about the school’s use of photographs, see the relevant privacy notice on this website.
Managing Security
To ensure the school premises are a safe environment for children, school employees, visitors and parents/ guardians, for example by the use of Security ID Cards, Visitor registration, Employee and Governor photographic displays. The types of personal information we need for this purpose include:
- Personal Images (Photographs)
- Name, vehicle registration (Visitor registration)
The purpose of this use of data is for public safety and the prevention of crime, and our legal basis for using the information in this way is a task in the public interest.
The school is the data controller. We may share this information with the Police or other certified investigators.
Our visitor records will be held for seven years.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
Closed Circuit Television Surveillance (CCTV)
To ensure the school premises are a safe environment for children, school employees, visitors and parents/ guardians by using CCTV.
The types of personal information we need for this purpose include:
- Personal Images (CCTV)
- Vehicle registration
The purpose of this use of data is for public safety and the prevention of crime, and our legal basis for using the information in this way is a task in the public interest.
The school is the data controller. We may share this information with the Police or other certified investigators.
We retain CCTV footage for 30 days before it is overwritten. The information may be retained for a longer period if imagery is required for evidential purposes.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see of our overarching privacy notice.
We sometimes use personal information for marketing purposes, for example school prospectuses, newsletters (which include advertisements for events and products external to the school) and marketing emails to let you know what is available within the school and the wider community. Direct marketing only applies when communications are targeted to named individuals.
The personal information likely to be used for these activities is:
- Names
- Contact Details
- School Year/Class
- Digital Images
Where the activity is not directly linked to the school’s provision of education we will be relying on your consent. We will seek the consent of the parent/carer, or where pupils are aged 12 or above, from the pupil themselves. As we are relying on your consent you can withdraw consent at any time by contacting the school.
Every effort will be made to delete the information when consent is withdrawn, but please note that where consent has been provided for publication, the school may not be able to locate and delete the information on request, although reasonable steps will be taken to do so.
Where consent has been provided for the use of personal information, and the pupil has left the school, we will rely on legitimate interests as our legal basis when retaining digital information for archiving purposes. If you would like a copy of the Legitimate Interest Assessment we have completed for this activity, please contact the school office.
The school is the Data Controller for this information. The information might be shared with:
- Social Media applications
- Communications providers (for example ParentMail)
- School website providers
- Prospective parents (in the case of the prospectus)
No personal information is routinely available outside of the UK. However, where information is used on social media, in publications, or on our website we cannot restrict the access to such information to the UK.
The personal information will be retained for the duration of its purpose plus one year, unless it is retained in perpetuity for archiving purposes.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
School photos and additional activities
We are required by law to retain a photo of each pupil as part of our educational record. We sometimes wish to use digital images, e.g. photos, videos, audio recordings to enhance education provision, inclusion and recreation. When this is the case we will seek the consent of the parent/carer, or where pupils are aged 12 or above, from the pupil themselves. Where consent has been provided for the use of images, and the pupil has left the school, we will rely on legitimate interests as our legal basis when retaining digital images for archiving purposes. If you would like a copy of the Legitimate Interest Assessment we have completed for this activity, please contact the school office.
As we will be relying on consent when displaying or publishing digital images, that consent can be withdrawn at any time simply by contacting the school. Every effort will be made to delete the images, but please note that where consent has been provided for the publication of the images, the school may not be able to locate and delete the image on request, although reasonable steps will be taken to do so.
The school is the Data Controller for this information. This information may be shared in order to celebrate successes or promote our education services. Please note we only share information required for that particular purpose and then only the minimum required. We may share digital images with your consent with:
- The school website provider
- Local media
- School photographer
- Essex Records Office
- Social Media platforms
No digital images are routinely available outside of the UK. However, where digital images are used on social media, in publications, or on our website we cannot restrict the access to such images to the UK.
Additional school activities
We may offer extra-curricular activities, for example recreational school trips, sporting events and pupil support services (e.g. Speech and Language Therapy). The types of personal information we may use include:
- Names
- Emergency contacts
- Health information
- Date of birth
- Passport information
In these circumstances we rely on your consent. We will seek the consent of the parent/carer, or where pupils are aged 12 or above, from the pupil themselves. Permission for pupils to go on trips will be sought from the parent/carer. As we are relying on your consent you can withdraw consent at any time by contacting the school.
Personal information used for such purposes will be kept for the duration of the planning and execution of the event, and for as long post event is reasonable to handle any resulting queries or complaints.
No personal information is routinely available outside of the UK. However, in the case of overseas trips information will be used in other countries. Where this is the case this will be with your consent and with appropriate safeguards in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
We sometimes have volunteers who come in to support our school activities. We are required to collect some information about them, for example:
- Name and contact details
- Vetting information
- Relationship information
Our legal basis for collecting and using this information is consent, but where we collect vetting information this is on the basis of our Legal Obligation. Where we are using your information with your consent you can withdraw your consent at any time by contacting the school.
We will keep your information whilst you are volunteering at the school, and retain for one year after your last support activity.
We also use personal information to:
- help investigate any worries or complaints you have about your/your child’s education;
- keep track of spending;
- check the quality of education delivery; and
- to help with research and planning of new education initiatives.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
We use limited personal data about Pupils and Parents/ Guardians with online payment providers to manage payments to the school. The personal information used for this purpose is likely to include:
- Child’s name
- Child’s identifiers (class, year, UPN)
- Dietary needs (where relevant)
- Medical needs (where relevant)
- Parent’s names and contact details
This information is shared with our online payments provider who works for us under contract. The school is the data controller and the online payment provider is the data processor. Our legal basis for using personal data for this purpose is that it is a task in the public interest.
The information will be retained in line with our statutory pupil record.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
We may wish to celebrate the achievements of pupils and promote the School through publishing of coursework. When this is the case we will seek the consent of the parent/carer, or where pupils are aged 12 or above, from the pupil themselves. As we are relying on your consent you can withdraw consent at any time by contacting the school. Every effort will be made to delete the coursework, but please note that where consent has been provided for the publication, the school may not be able to locate and delete the coursework on request, although reasonable steps will be taken to do so.
Where consent has been provided for the use of coursework, and the pupil has left the school, we will rely on legitimate interests as our legal basis when retaining coursework for promotional purposes.
The personal information likely to be used in this activity is:
- Student Name
- School Year
- Coursework
The school is the Data Controller for this information. The information might be shared with:
- Other students
- Social Media applications
- School website providers
No coursework is routinely available outside of the UK. However, where it is used on used on social media, in publications, or on our website we cannot restrict the access to the UK.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
The school uses software to automatically monitor the activity of all users of the school’s network: the software will store the websites visited and will look for certain keywords entered by a user. The school employs this software to help it carry out its legal obligation to safeguard children. The software is not used to provide information for any issues relating to work productivity. The logs generated by the software will be looked at for the purposes of safeguarding or investigating pastoral incidents – they will not be looked at for any other purpose.
The school regularly receives visitors. Visitors may be from other organisations, or be emergency contacts for pupils, parent/carers or suppliers.
To ensure the safety of our students and staff we ask visitors to sign in on arrival. For this purpose, we collect the following data where relevant:
- Name
- Car registration
- Car make/model
- Who they are visiting
- The purpose of the visit
- The date and time of arrival
- The date and time of departure
- A digital image of the visitor
The records may also contain special category personal information, for example:
- Ethnicity (only if determined from the digital image)
- Religion (only if determined from the digital image)
The school is the data controller for this information. Data processors support this activity through the provision of systems. The legal basis we rely on when using this personal information is a Task in the Public Interest as we undertake this activity to maintain a safe environment for our students, staff and visitors.
We do not share this personal information unless we are required to by law, or where it is necessary to protect others.
This information will be retained for a minimum of 7 years from the date of the visit.
General Information
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
1. Who are we?
We are your school. We help you learn and prepare you for the future.
2. Why do we keep personal information about you?
We use the information to teach you and keep you safe.
3. What information do we keep about you?
It includes your name, where you live, who looks after you outside school, your health, and what you have learned.
4. How do we collect information about you?
We collect information from you and your family. We also get information from others, for example, your council, doctor or social worker if they tell us.
5. How do we use your information?
We securely hold information about you so that we can teach you and keep you safe. Sometimes we have to share information about you. For example:
- The Government Department for Education and Local Authority
- With Examination Boards and Inspectors
- When you take part in some of our activities – such as residential trips, or educational competitions that are hosted outside of KEGS
- Sometimes we may need to share your information if you are at risk of harm to yourself or others
6. How long do we keep your information?
We keep your information as long as we need to help you or as long as the law needs us to.
7. Your rights
- We only keep information about you that we really need
- We do not share it unless we have to
- You have the right to know what we hold about you and have a copy
- You can have incorrect information corrected
For more information please speak to the school office.
We sometimes hire out school premises. We are required to collect some information about lettings, for example:
- Name and contact details
- Email address
- Phone number
- Insurance details
- DBS checks
Our legal basis for collecting and using this information is contract.
We will keep your information whilst you are hiring school premises and retain for 2 years after your last contract with the school.
We also use personal information to:
- perform our contract with you.
- keep track of income
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
To enable our School Trustees to carry out their official functions to support our school we use personal information, for example:
- Name and contact details
- Declarations of interest
- Vetting information
- Digital images
- Behaviour
- Diversity information
- Governance details – e.g. role, start and end dates
The school is the data controller for this information. Data processors may support this activity through the provision of systems.
We are required by law to collect and use this information and our legal basis for using the personal information is a Public Task in the Public Interest and our Legal Obligations under section 538 of the Education Act 1996 and the Academies Trust Handbook . Our legal basis for using special category personal information is Substantial Public Interest.
We sometimes need to share some information, for example with:
- Our local authority
- The Department for Education (DfE)
- Other education providers
- Regulatory Bodies
Data is also entered manually on the Get Information About Schools (GIAS) system and held by DfE. Some of this information (e.g. name and role on the board) is publicly available.
We will not share your personal data with anyone else without your consent unless it is permitted by law.
The information we use will be retained until the Trustee ceases to work with the school, plus one year.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our main notice.
We use personal information, for example:
- Names and address
- Contact details
- Date of birth
- Education attainment
- Emergency contacts
- Family relationships
- General case information.
We may also use special category personal information, for example:
- Health information
- Ethnicity
- Religion.
This information is provided by parent/carers, the local authority, and any previous education settings. It is used to deliver our statutory education duties and assure the health and wellbeing of our pupils. The legislation and Statutory guidance underpinning our services are:
The school is the Data Controller for this information.
This information may be shared to provide our education service. Please note we only share information required for that particular purpose and then only the minimum required. We may share information with:
- Central & Local Government,
- Health Providers
- Other Education Providers
- Regulatory Bodies, e.g. Ofsted, The Information Commissioners Office.
This information will be held for 25 years from the date of birth of the student. When a pupil changes school, this record will go with them and will not be retained by the previous school, other than to meet statutory returns.
Our school management system is provided under contract, and our contractors are data processors for this information.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
We hold personal information, for example:
· Names and address
· Contact details
· Date of birth
· Education attainment
· Emergency contacts
· Family relationships
· Images
· General case information.
We also hold some special category personal information, for example:
· Health information
· Ethnicity
· Religion.
The law requires us to create pupil records and maintain them until the young person reaches the age of 25. When a pupil changes school, this record will go with them and will not be retained by the previous school, other than to meet statutory returns.
The information is provided by parent/carers, the local authority, the last education setting and any previous education settings.
The school is the Data Controller for this information. Our legal basis for processing personal data for this purpose is our Legal Obligation under The Education (School Records) Regulations 1989. Our legal basis for processing special category personal data is Substantial Public Interest (Data Protection Act 2018 Schedule 1, Part 2, section 6 (2) (a)).
This information may be shared in order to comply with any legal obligation to do so, for example with the Department of Education; or where we feel there is a good reason that’s more important than protecting your privacy, for example if there are serious risks to others, to protect vulnerable individuals, or where we have reason to believe there has been criminal or fraudulent activity.
Exam Certificates
Exam certificates are issued to schools by examination boards for dissemination to students. On some occasions these certificates are not collected by students. The school will retain the certificate for at least one year before destroying.
In some cases, the school may attempt to contact parents of students who have not collected their certificates to remind them that the student should collect them, or they will be destroyed in line with their retention schedule.
Information likely to be used for this process includes:
· Student name
· Student personal email (if held)
· Parent name
· Parent email or telephone number
Our legal basis for this processing is Legitimate Interest. If you require a copy of the legitimate interests assessment please contact the school office.
If certificates are not collected and are subsequently destroyed, copies can be requested from the appropriate examination board.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
Please note, digital images may be retained in line with our privacy notices for Photos & Activities, and Marketing.
Special educational needs and disabilities (SEND) can affect a child or young person’s ability to learn. They can affect their:
- behaviour or ability to socialise, for example they struggle to make friends
- reading and writing, for example because they have dyslexia
- ability to understand things
- concentration levels, for example because they have ADHD
- physical ability
Additional support is available which includes:
We need to use personal information to support young people with SEND. For example:
- Name of young person
- Home address of young person
- Date of birth and year group of young person
- Name of guardian
- Contact telephone numbers and email address of parent/carer/guardian
- Date the pupil started or left
- Needs Assessment
- Relevant educational, health and care history
- Details of other relevant professionals and agencies involved with the young person and family
- Entitlement to free school meal information and Pupil Premium Grant
- Gender
- Language spoken at home
- Appropriate Key Stage test results and current levels
- National assessment data if relevant
- Needs & Actions taken to support SEN
We also use some special category (more sensitive) personal information, for example:
- Health information
- Ethnicity
- Religion
This information is provided by parent/carers, the local education authority, health agencies, and any previous education settings. It is used to deliver our statutory education duties and supporting those with additional needs.
The school is the Data Controller for this information. Our legal basis for using personal data for this purpose is Legal Obligation and A Task in the Public Interest. Our legal basis for processing special category personal data is Substantial Public Interest (Data Protection Act 2018 Schedule 1, Part 2, section 6 (2) (a) and section 18 (1) (b) (i)). The underpinning legislation and statutory guidance are set out below:
- The Special Educational Needs and Disability Regulations 2014
- SEND Code of Practice Jan 2015
- Section 20 and Section 66 of the Children & Families Act 2014
- Keeping Children Safe in Education 2021
- Requirements of Ofsted framework and evaluation schedule
- Working Together to Safeguard Children 2018
- Statutory Advice for parents – https://www.gov.uk/children-with-special-educational-needs
We may need to share information to support a young person’s additional needs. In some cases the law requires us to share information. Sharing is supported by an Information Sharing Protocol or contract. Please note we only share the minimum information required for each purpose. We may share information with:
- Department for Education for statutory purposes – https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data
- Local Education Authority for statutory purposes – please see their website for privacy information
- Health Providers to identify and support needs
- Other Education Providers to ensure the right support is in place when young people move educational setting
- Regulatory Bodies, e.g. Ofsted, The Information Commissioners Office for compliance purposes.
This information will be held by the current school until the young person changes their compulsory education setting, in which case the SEN record moves with them. The previous school may retain limited information to meet statutory returns obligations. The last education setting attended will retain the information for a minimum of for 25 years from the date of birth of the student, in line with the Limitations Act.
To manage our records we use technology systems. Our technology suppliers are subject to contractual obligations to assure the security of the information in the system.
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our online overarching privacy notice.
Employee Records
We are required to maintain employee records for our staff. The type of information used in these records includes:
- Name and contact details
- Date of Birth
- Financial details
- Vetting information
- Pensions and payroll data
- Confidential References
- Performance data
- Photograph for ID purposes
The records also contain special category personal information, for example:
- Ethnicity
- Religion
- Health information
- Trade Union Membership
This information is generally provided by you, and sometimes it is provided by others, such as:
- Previous employers
- DBS service
- Occupational Health providers
- Online searches
This information is used to
- Support effective management of the school workforce following our policies and procedures
- Help recruit staff and support effective performance management
- Facilitate our safeguarding obligations
- Enable staff members to be paid
The school is the data controller for this information. Data processors support this activity through the provision of systems. The legal basis’s we rely on when using this personal information is our employment contract with you and legitimate interests. If you would like a copy of the Legitimate Interest Assessment we have completed for this activity, please contact the school office. The legal basis we rely on for the special category personal data is Employment, Social Security and Social Protection, and Substantial Public Interest.
Sometimes we may share this personal information, for example with one or more of the following:
- Central and local government departments
- Health providers
- Other education providers
- Regulatory bodies
- Professional Associations
- Disclosure and Barring service
- Insurance providers
This information will be retained for a minimum of 7 years from the end of the employment contract.
Recruitment Records
We collect information when recruiting to vacant posts. The information is likely to include:
- Name
- Contact Details
- Education History
- Employment History
- Vetting information
- Referee Contact Details
- Proof of Identity (e.g. Driver’s licence, passport)
- Proof of right to work in UK where required
- National Insurance Number
- Proof of professional qualifications
The records may also contain special category personal information, for example:
- Additional Needs (for interview purposes)
- Proof of right to work in UK where required
This information is generally provided by you, and sometimes it is provided by others, such as:
- Previous employers
- DBS service
- Occupational Health providers
The school is the data controller for this information. Data processors support this activity through the provision of systems. The legal basis’s we rely on when using this personal information is our Legitimate Interests and Legal Obligation. If you would like a copy of the Legitimate Interest Assessment we have completed for this activity, please contact the school office. The legal basis we rely on for the special category personal data is Substantial Public Interest.
Sometimes we may share this personal information, for example with one or more of the following:
- Health providers
- Referees
- Regulatory bodies
- Professional Associations
- Disclosure and Barring service
For unsuccessful candidates this information will be retained for a minimum of one year. Successful candidates’ information will become part of their employee record (see first section of this notice – Employee Records).
General Information
No personal information is routinely available outside of the UK. Should a transfer of personal information be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see our overarching privacy notice.
