The legal grounds for using your information
This is common for all personal and sensitive data we collect and process about staff, volunteers,
pupils, parents, carers and any other individuals.
Some data is more sensitive than other types of data. These special categories are as follows:
personal information revealing racial or ethnic origin, political opinions, religious or philosophical
beliefs, trade union membership, genetic information, biometric information, health information,
and information about sex life or orientation.
The school will ask for consent to process data about you or a pupil. The type of data that is to be
used, and how it is to be used will be specified on the consent forms.
You have the choice to opt in for certain types of data usage, and this is made clear. However, some
data that is collected and processed in schools is not optional.
This means that the processing is necessary for legitimate interests except where the processing is
unfair to you. The School relies on legitimate interests for many of the ways in which it uses information.
Specifically, the school has a legitimate interest in:
- Providing educational services to pupils
- Safeguarding and promoting the welfare of pupils and staff
- Promoting the objects and interests of the school
- Ensuring the efficient operation of the school
- Compliance with all relevant legal obligations of the school
- Keeping the whole school community informed about events, news and activities
Necessary for a contract
Information about individuals may be necessary to perform our obligations under our contracts.
For example, maintaining the school Management Information System database.
Much of school life is governed by legal obligations to supply information to organisations such as
the Department for Education or Local Authority or HMRC. We may also have to disclose information to third parties such as the courts, Disclosure and Barring Service or the police where legally obliged to do so.
For example, to prevent someone from being seriously harmed or killed.
The School considers that it is acting in the public interest when providing education. Certain
regulations, DfE and Local Authority, health and other guidance may require the school to process
data in the public interest.
The processing is necessary for the establishment, exercise or defence of legal claims. This allows us
to share information with our legal advisors and insurers.
What decisions can you make about your information?
From May 2018 data protection legislation gives you a number of rights regarding your information.
Some of these are new rights whilst others build on your existing rights.
Your rights are as follows:
- you can ask what information we hold about you and be provided with a copy. Sometimes
we are not able to share all the information, but this is set out in our Subject Access Policy
- if information is incorrect you can ask us to correct it
- you can ask us to delete the information that we hold about you or your child in certain
circumstances. For example, where we no longer need the information;
- you can ask us to send you, or another organisation, certain types of information about you in a format that can be read by computer – this does not apply to pupil records as these are
transferred by a DfE process called the Common Transfer File
- our use of information about you may be restricted in some cases. For example, if you tell us that the information is inaccurate we can only use it for limited purposes while we check its
If you disagree with any decision we make about your data you can use our complaints policy, you
also have the right to make a complaint to the Information Commissioner, and sometimes to the
Information Tribunal or through the court process. Our complaints policy is available on the