Under Data Protection Law, individuals have a right to be informed about how Hauxton Primary School, Jopling Way , Hauxton, CB22 5HY uses any personal data held 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 Visitors to the school.
We, Hauxton Primary School are the ‘Data Controller’ for the purposes of Data Protection Law.
Our Data Protection Officer is The ICT Service (see ‘Complaints’ / ‘Contact us’ below).
The personal data we hold:
We process data relating to those visiting Hauxton Primary School. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
§ Full name and address
§ Contact details
§ Information relating to the visit, e.g. company or organisation name, arrival and departure time, car number plate
We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):
§ Information about access requirements.
§ Photographs for identification purposes.
§ CCTV images captured in school.
We may also hold data about you that we have received from other organisations, including other schools and social services.
Why we use this data:
The purpose of processing this data is to:
§ Identify you and keep you safe while on the school site.
§ Keep pupils and staff safe.
§ Maintain accurate records of visits to the school.
§ Provide appropriate access arrangements for visitors that require them.
Our lawful basis for using this data:
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
§ Comply with a legal obligation.
§ Carry out a task in the public interest.
Less commonly, we may also use personal information about you where:
§ You have given us consent to use it in a certain way.
§ We need to protect your vital interests (or someone else’s interests).
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the School’s use of your data. .
Our basis for using special category data:
For ‘special category’ data, we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in Data Protection Law:
§ We have obtained your explicit consent to use your personal data in a certain way.
§ We need to perform or exercise an obligation or right in relation to employment, social security or social protection law.
§ We need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you’re physically or legally incapable of giving consent.
§ The data concerned has already been made manifestly public by you.
§ We need to process it for the establishment, exercise or defence of legal claims.
§ We need to process it for reasons of substantial public interest as defined in legislation.
§ We need to process it for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law.
§ We need to process it for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law.
§ We need to process it for archiving purposes, scientific or historical research purposes, or for statistical purposes, and the processing is in the public interest.
For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in Data Protection Law. Conditions include:
§ We have obtained your consent to use it in a specific way.
§ We need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you’re physically or legally incapable of giving consent.
§ The data concerned has already been made manifestly public by you.
§ We need to process it for, or in connection with, legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights.
§ We need to process it for reasons of substantial public interest as defined in legislation.
Collecting this information:
While most of the information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data
Personal data we collect as part of the visitor process is stored in line with Hauxton Primary School’s Data Protection Policy.
We will retain, and dispose of, the personal data of all visitors in accordance with the Retention Schedule set out in the Information and Record Management Society’s Toolkit for Schools. This can be found here .
Data sharing:
We do not share information about you with any third party without your 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 you with:
§ Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns.
§ Suppliers and service providers – to enable them to provide the service we have contracted them for, such as catering.
§ Health authorities.
§ Police forces, courts and tribunals.
Transferring data internationally:
Where we transfer personal data to a country or territory outside the United Kingdom, we will do so in accordance with Data Protection Law.
How to access the personal information we hold about you:
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Trust holds about them.
If you make a subject access request, and if we do hold information about you, 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.
§ 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.
You may also have a right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact Headteacher via office@hauxton.cambs.sch.uk
Your other rights regarding your data:
Under Data Protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
§ Object to the use of your personal data if it would cause, or is causing, damage or distress.
§ Prevent your data being used to send direct marketing.
§ Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than a person).
§ In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing.
§ Claim compensation for damages caused by a breach of the data protection regulations.
To exercise any of these rights, please contact [Insert Name of School Contact and Contact Details Here].
Complaints
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 Headteacher via office@hauxton.cambs.sch.uk
You can also contact our Data Protection Officer:
The ICT Service
Email: dpo@theictservice.org.uk
Tel: 0300 300 00 00 option 1
Address: Speke House, 17 Compass Point Business Park, Stocks Bridge Way, St Ives, Cambridgeshire, PE27 5JL
Alternatively, you can make a complaint to the Information Commissioner’s Office:
§ Report a concern online at https://ico.org.uk/concerns/
§ Call: 0345 196 8075
§ Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact us
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact the Headteacher via office@hauxton.cambs.sch.uk
This notice is based on the Department for Education’s model privacy notice for Visitors, amended to reflect the way we use data in this school.