Data Protection

As a school we recognise that to function correctly we need to collect and use certain types of information about staff, students and other individuals who come into contact with the school.  In addition to our own use of data; we are also obliged to collect and use data to fulfil our obligations to our local authorities, the Department for Education and other bodies.

The school aims to ensure that all personal data collected about staff, students, parents, governors, visitors and other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR) and the expected provision of the Data Protection Act 2018 (DPA 2018) as set out in the Data Protection Bill. For example, we will only share with the catering company your child’s name, class, photo, account balance and meal entitlement.  Access to all your information is strictly controlled by the school.

The Data Protection Officer (DPO) is responsible for overseeing the implementation of the school’s data protection policy, monitoring the school’s compliance with the data protection law, and developing related policies and guidelines where applicable.

If you have any queries, please contact the school Data Protection Lead, Dr Rose, at school in the first instance or alternatively contact the Data Protection Officer for the Academy Trust.

The acting Data Protection Officer (DPO) for the Academy Trust is GDPR Sentry Limited. You can contact the DPO via:

• email: info@gdprsentry.com;

• telephone: 0113 804 2035; or

• post: GDPR Sentry Limited, Unit 434 Birch Park, Thorp Arch Estate, Wetherby, West Yorkshire, LS23 7FG.

The Academy Trust policies and privacy notices are on the Academy Trust website:

https://kingedwardvifoundation.co.uk/gdpr/

 

The key systems we use frequently that require the sharing of student data are explained below.

 

Parentpay

This cashless payment system enables parents to pay for meals, school trips, music tuition, etc. and takes away the need for students to bring cash into school. This allows for secure payment using any bank card via the Parentpay website: www.parentpay.com 

Parents will receive an activation letter containing a user name and password.  Occasionally we are not able to provide the activation letter until your child starts school.  If this is the case, you will receive the letter in the first week of term. If you have any questions, please contact the School Office.

 

Biometric Systems

We use biometric systems for entry to the school and for paying for food in the dining room. The biometric door system helps to keep our site secure and our pupils safe. The biometric system in the dining room removes the need for cash on site.

In order to purchase food from the dining room, you will need to have added money onto your child’s Parentpay account.

All individuals using the biometric systems have their fingerprint scanned. This scan is converted into a number and stored on the system against that individual.  No register of fingerprints is kept, and it is impossible to reconstitute a fingerprint from the numeric reference.

Each student using the dining room biometric system is allocated an account.  Information is held on a secure server which stores details of individual balances, records where money has been spent, on what food and the exact date and time the money was spent, which is shared with you, as parents, via the Parentpay system. 

Insurance

The School insurance covers negligence, but does not cover personal effects on the school premises or on visits; we expect that personal property of both staff and students is covered by personal insurance. No unnecessary valuables should be brought to school.

For residential visits, either in this country or abroad, we have additional insurance to cover such things as cancellation, medical insurance, and loss of property. Parents will be advised of the nature of the insurance cover organised for each visit.