Data Protection Policy

May 2016

Gomersal St Mary’s CE Primary School is committed to protecting and respecting the confidentiality of sensitive information relating to staff, pupils, families and governors.

  1. Introduction
    1. Gomersal St Mary’s CE Primary School needs to keep certain information about our employees, pupils and other users to allow us, for example, to monitor performance, achievement, and health and safety. This will also provide stronger legal protection for data held regarding ethnicity and health.
    2. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully. To do this, we must comply with the Data Protection Principles which are set out in the Data Protection Act 1998.
    3. In summary, these principles state that personal data shall:
      • Be obtained and processed fairly and lawfully.
      • Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
      • Be adequate, relevant and not excessive for that purpose.
      • Be accurate and kept up to date.
      • Not be kept for longer than is necessary for that purpose.
      • Be processed in accordance with the data subject’s rights.
      • Be kept safe from unauthorised access, accidental loss or destruction.
      • Not be transferred without adequate protection.
    4. All staff who process or use personal information must ensure that they follow these principles at all times. In order to ensure that this happens, the School has developed this Data Protection Policy. This policy does not form part of the contract of employment for staff, but it is a condition of employment that employees will abide by the rules and policies made by the School from time to time. Any failures to follow the policy can therefore result in disciplinary proceedings.
  1. The Data Controller and the Designated Data Controllers
    1. The School, as a body, is the Data Controller under the 1998 Act, and the Governors are therefore ultimately responsible for implementation. However, the Designated Data Controllers will deal with day to day matters.
    2. The School has identified its Designated Data Controllers as: The Headteacher, Deputy Headteacher, the Office Manager and the Computing Curriculum leader.
    3. Any member of staff, parent or other individual who considers that the Policy has not been followed in respect of personal data about himself or herself or their child should raise the matter with the Head Teacher, in the first instance.
  1. Responsibilities of Staff
    1. All staff are responsible for:
      • Checking that any information that they provide to the School in connection with their employment is accurate and up to date.
      • Informing the School of any changes to information that they have provided, e.g. change of address, either at the time of appointment or subsequently. The School cannot be held responsible for any errors unless the staff member has informed the School of such changes.
      • Handling all personal data (eg – pupil attainment data) with reference to this policy.
  1. Data Security
    1. All staff are responsible for ensuring that:
      • Any personal data that they hold is kept securely.
      • Personal information is not disclosed either orally or in writing or via Web pages or by any other means, accidentally or otherwise, to any unauthorised third party.
    2. Staff should note that unauthorised disclosure will usually be a disciplinary matter, and may be considered gross misconduct in some cases.
    3. Personal information should:
      • Be kept in a filing cabinet, drawer, or safe in a secure office, or;
      • If it is computerised, be password protected both on a local hard drive and on a network drive that is regularly backed up; and
      • If a copy is kept on a usb memory key or other removable storage media, that media must itself be password protected and/or kept in a filing cabinet, locked drawer, or safe.
  1. Rights to Access Information
    1. All staff, parents and other users are entitled to:
      • Know what information the School holds and processes about them or their child and why.
      • Know how to gain access to it.
      • Know how to keep it up to date.
      • Know what the School is doing to comply with its obligations under the 1998 Act.
    2. The School will, upon request, provide all staff and parents and other relevant users with a statement regarding the personal data held about them. This will state all the types of data the School holds and processes about them, and the reasons for which they are processed.
    3. All staff, parents and other users have a right under the 1998 Act to access certain personal data being kept about them or their child either on computer or in certain files. Any person who wishes to exercise this right should make a request in writing and submit it to the Headteacher. The School will ask to see evidence of your identity, such as your passport or driving licence, before disclosure of information.
    4. The School may make a charge on each occasion that access is requested in order to meet the costs of providing the details of the information held.
    5. The School aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 40 days, as required by the 1998 Act.
  1. Retention of Data
    1. The School has a duty to retain some staff and pupil personal data for a period of time following their departure from the School, mainly for legal reasons, but also for other purposes such as being able to provide references. Different categories of data will be retained for different periods of time.
  1. Monitoring and Evaluation

This is ongoing; where any clarifications or actions are needed the Policy will be amended at its next review.

To be reviewed May 2018

Happy Summer Holidays! Thank you for all your support this year. See you back on Tuesday 5th September!