Privacy Policy

Pupil and Parent Privacy Notice 

This notice is intended to provide information about how the school will use or “process” personal data about individuals including current, past and prospective pupils and their parents, carers or guardians and host families (referred to in this notice as “parents”).

Responsibility for Data Protection

The data controller for personal information held by Hampshire Collegiate School is United Church Schools Trust (UCST). UCST is registered with the Information Commissioner’s Office (ICO). The registration number is Z533407X.

The Company Secretary, Steve Whiffen, is responsible for ensuring that UCST complies with the Data Protection Law. He can be contacted on company.secretary@unitedlearning.org.uk or 01832 864538.

Hampshire Collegiate School is responsible for ensuring that the school complies with UCST’s policies and procedures in relation to data protection. They can be contacted on Hampshire Collegiate School info@hampshirecs.org.uk or 01794 512206

The purposes for which we process pupil and parent personal data

Hampshire Collegiate School and UCST collect, create and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We also collect and hold personal information about our pupil’s parents and carers.

How we will use this data

Parents and pupils enrolled at the school

  1. To contact parents or guardians by telephone where necessary and particularly in the event of an emergency.
  2. To communicate by email and post with parents and guardians. Communications include, but are not limited to: emails and letters regarding academic information, parents’ evenings, trips, school events, the school newsletter known as ‘Highlights’ and school reports.
  3. To provide education services (including special educational needs), career services and co-curricular activities to pupils; and to monitor pupils’ progress and educational needs.
  4. To safeguard pupils’ welfare and provide appropriate pastoral (and where necessary, medical) care.
  5. To enable pupils to take part in national or other assessments, and to publish the results of public examinations or other achievements of pupils at the school.
  6. To maintain relationships with alumni and the school community.
  7. To enable UCST to monitor the school’s performance for the purposes of management planning and forecasting, research and statistical analysis.
  8. To monitor use of the school’s IT systems in accordance with the school’s acceptable use policy.
  9. To receive information about current pupils from any educational institution that they attended, including academic records, references and information relating to outstanding fees or payment history.
  10. To make use of photographic images of pupils for identification purposes. The pupil’s photographic2image will be stored in our MIS and may be printed for staff to use to aid identification.
  11. To create a learning journal, learning record or any other visual evidence of learning we may take photographs in class from time to time. Whilst we will always endeavour to make the subject of the photograph the only pupil visible it is inevitable that other pupils may also be identifiable in the background. These photographs will not be published outside the school and will not be used for any other purposes.
  12. To raise invoices and process payments in accordance with the school’s terms and conditions.
  13. To comply with the school’s legal obligations and for security purposes, and for regulatory and legal purposes (for example child protection and health and safety).
  14. To receive reports from any external bodies who may be working with your child.
  15. Where otherwise reasonably necessary for the school’s purposes, including to obtain appropriate professional advice and insurance for the school.
  16. To comply with our obligation as a UK Visas and Immigration licenced sponsor to ensure that every pupil has permission to be in the UK.
  17. To keep you updated about school activities by sending updates and newsletters by email and post.
  18. To organise school trips and visits both in the UK and abroad.
  19. To decide what level of bursary, if any, will be awarded.
  20. To determine the outcome of bursary applications.
  21. To identify any pupils suffering with epilepsy, diabetes or serious allergies, particularly food allergies, requiring epipens. Photographs of these pupils will be displayed in medical rooms, staff rooms and kitchens.

Parents and prospective pupils

  1. To respond to enquiries by sending our prospectus.   We will follow this up with a telephone call to ensure that you have all the information you need.
  2. Where permission has been granted, to communicate by email and post with parents and guardians. Communications include, but are not limited to: emails and letters regarding the admissions process and open events.
  3. Where permission has not been granted to add you to our mailing list we will still record basic details of your enquiry on our MIS, namely parent name, postcode, child’s name and date of birth, Academic Year of Entry and Year Group on Entry.  We will not retain your contact details.
  4. To contact parents or guardians by telephone where necessary.
  5. To provide education services (including special educational needs), career services and co-curricular activities to pupils; and to monitor pupils’ progress and educational needs.
  6. To safeguard pupils’ welfare and provide appropriate pastoral (and where necessary, medical) care.
  7. To enable pupils to take part in national or other assessments, and to publish the results of public examinations or other achievements of pupils at the school.
  8. To maintain relationships with alumni and the school community.
  9. To enable UCST to monitor the school’s performance for the purposes of management planning and forecasting, research and statistical analysis.
  10. To monitor use of the school’s IT systems in accordance with the school’s acceptable use policy.
  11. To receive information about prospective pupils from any educational institution that they attended, including academic records, references and information relating to outstanding fees or payment history.
  12. To confirm the identity of prospective pupils and their parents for the purposes of pupil selection.
  13. To raise invoices and process payments in accordance with the school’s terms and conditions.
  14. To comply with the school’s legal obligations, for security purposes, and for regulatory and legal purposes (for example child protection and health and safety).
  15. To receive reports from any external bodies who may be working with your child.
  16. Where otherwise reasonably necessary for the school’s purposes, including to obtain appropriate professional advice and insurance for the school.
  17. To comply with our obligation as a UK Visas and Immigration Licenced Sponsor to ensure that every pupil has permission to be in the UK.
  18. To keep you updated about the activities of the school including by sending updates and newsletters by email and post.
  19. To decide what level of bursary, if any, will be awarded.
  20. To determine the outcome of bursary applications.

The categories of personal data that we process

The types of personal data processed by the school will include:

  1. Names, addresses, telephone numbers, email addresses and other contact details.
  2. Academic records and national curriculum assessment results, including examination scripts and marks.
  3. Attendance information, behavioural records and any exclusion information.
  4. Child protection records (where applicable).
  5. References given or received by the school about pupils and information provided by previous educational establishments and/or other professionals or organisations working with pupils
  6. Where pupils go after they leave the school.
  7. For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications.
  8. Images captured by the school’s CCTV system (in accordance with the school’s policy on taking, storing and using images of children.
  9. Fee payers’ bank details.
  10. Passport and visa details (where applicable) or other evidence of the pupil’s right to live in the UK.
  11. In the case of bursary applications, we will receive an assessment from Bursary Applications Limited regarding the parents’ lifestyle and financial circumstances.
  12. Personal characteristics such as the pupil’s date of birth, ethnic group, any special educational needs the pupil may have and any relevant medical information.
  13. Photographs of the pupils taken by the school photographer or a member of staff.The legal basis for the processing of pupil and parent data

The legal basis for processing the personal data listed in points 1-21 above are:

  • to enable us to fulfil the terms of our contract with you;
  • to comply with our legal obligations; and
  • where the processing is necessary for the purposes of UCST’s legitimate interests.

Information relating to racial or ethnic origin, religious beliefs or health (point 12) will only be processed with the explicit consent of the pupil or the pupil’s parents. Further information regarding the purposes for which these data would be processed will be provided with the data collection form.

Data retention periods

The pupil’s educational record will move with the pupil to their next school. Where the school is the last school that the pupil attends, the records will be kept until the pupil is 25 years old. Admissions information will be retained for six years. Information relating to financial transactions will be kept for seven years. For further information on how long we keep personal data for please refer to our records retention schedule which can be found on our website.

Data security

UCST has in place technical and organisational measures that ensure a level of security appropriate to the sensitive nature of the personal data that we process. For further information regarding how we keep personal data secure please refer to our security of personal data policy.

Data processors

We use third party data processors to provide us with a management information system, accounts software, cloud storage services, apps and software for use in the classroom and to facilitate the secure transfer of data between the school and central office. This use of data processors will only take place if is in compliance with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR).

Decisions on whether we contract with these third party processors are subject to a robust approval process and are based on a detailed assessment of the purpose for which the data processing is required, the level and sensitivity of data involved and the arrangements in place to store and handle the data. To be granted access to pupil level data, data processors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

We currently use the following data processors:

  • iSAMS (school MIS)
  • Microsoft 365 including Onedrive for business
  • Classroom Monitor
  • Hegarty Maths
  • Active Learning
  • Kerboodle
  • Wonde
  • CHQ (Virtual Booking System)
  • Work Ready

Sharing data with third parties (other data controllers)

We share data with the following recipients as required:

NHS School Nursing Team

For the purposes of the Government vaccination programme for Year 8 girls (HPV) and the school leaver booster administered in Year 9, we are asked to share information with the NHS school nursing team. We will notify you when your child is due for vaccination and will not supply information to them without your permission

Southampton City Council Inclusion Services & Safeguarding team, Hampshire County Council Safeguarding team

We have a legal obligation to notify the relevant safeguarding team when your child starts and finished school with us. We may be asked to supply them with information at other times and will always do so within the bounds of our legal obligations and data protection obligations.

School photographer

We arrange a photographer at the beginning of term who will take photographs of all Prep School pupils and all new pupils in the Senior School and any pupils in Year 7, Year 10 and Year 12. The photographer will supply the school with a digital copy of the image for upload to our MIS to be used for identification purposes.

Travel arrangement for school trips

When organising travel for school trips we may be required to supply ferry companies, airlines and travel agents with names with dates of birth and passport numbers for pupils in order to secure and book the appropriate travel. If you do not wish us to share this information, it may impact your child’s ability to travel.

Keeping in touch and supporting the school

We would like to share pupil and parent personal data with both our parent teacher association and our alumni association. We will only do so if you have signed the appropriate consent form. Details of how these groups use your personal data are given on the consent form. Consent may be withdrawn at any time by writing to Hampshire Collegiate School.

References

We will provide references and information regarding outstanding fees and payment history to any other educational institution that the pupil proposes to attend. We will provide references to potential employers of past pupils.

School inspections

On request, we will share academic records with inspectors from the Independent Schools Inspectorate (ISI) and Ofsted.

Redwood Collections

When fees are unpaid we may share your contact details and fee payment history with Redwood Collections, our debt collection agency. We will write to you to inform you that we may do this prior to taking such action.

UK Visas and Immigration

UCST is a Tier 4 Immigration Sponsor. As such we may be required from time to time to share personal data with UK Visas and Immigration, when they carry out sponsor inspections or when they need to assess an individual’s immigration status.

Department for Education

We are required, by law, to pass some information about our pupils to the Department for Education (DfE). This information will, in turn, then be made available for use by the local authority.

DfE may also share pupil level personal data that we supply to them with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998 and the General Data Protection Regulation.

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you need more information about how our local authority and/or DfE collect and use your information, please visit:

  • our local authority at https://www.hants.gov.uk/about or
  • the DfE website at https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

We will not give information about our pupils to any other third parties without your consent unless the law and our policies allow us to do so.

Rights of the data subject

Data protection legislation gives individuals certain rights which are detailed below. If you wish to exercise these rights, please contact Hampshire Collegiate School.

Right of access to personal data “subject access request”

You have the right to access the personal data that the school holds about you. Requests need to be made in writing. If your child is over the age of 12 they will also need to sign the request. We take the security of personal data seriously so we may ask you for proof of identity to verify that you are entitled to the information requested.

Right to withdraw consent

Where we have obtained your consent to specific processing activities you may withdraw this consent at any time.

Right to rectification

You have the right to have the personal data that we hold about you rectified if it is inaccurate or incomplete. We will respond to such requests within one month.

Right to erasure

You have the right to have personal data erased in certain specific circumstances. If you make such a request we will consider whether the right to erasure applies and give you a full and reasoned response.

Right to restrict processing

In certain circumstances you have the right to request that we restrict the processing of your personal data. If you make such a request we will consider whether the right to restrict processing applies and give you a full and reasoned response.

For further information regarding these rights please refer to UCST’s rights of the data subject policy.

If you disagree with a decision that we have taken regarding the processing of your personal data please contact UCST’s Company Secretary, Steve Whiffen on 01832 864538 or email company.secretary@unitedlearning.org.uk.

You also have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or https://ico.org.uk/for-the-public/.