Holcombe Grammar School respects your rights to confidentiality and privacy, and is committed to compliance with the Data Protection Act 1998.
Information about an individual collected by Holcombe Grammar School will only be used for the purpose for which it is was provided. Personal information collected by Holcombe Grammar School will be processed and stored securely by Holcombe Grammar School and will be kept to a minimum. Information will only be retained for as long as is necessary to provide the requested service, following which the information will be disposed of securely.
For more information about our collection and processing of information, please read our Data Protection policy, available from http://www.tsatrust.org.uk/about/policies/.
Data Protection Act 1998
The processing of personal data is governed by the Data Protection Act 1998, under which The Thinking Schools Academy Trust is registered as a data controller. Any personal data you provide will be held securely and in accordance with the Data Protection Act 1998. We will use your personal data for the purpose(s) in relation to which you have provided it. We may however need to disclose personal data to a third party so that they can provide the service you have requested, or fulfil a Subject Access Request.
We collect 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 use this personal data to:
- support our pupils’ learning;
- monitor and report on their progress;
- provide appropriate pastoral care; and
- assess the quality of our services.
This information will include their names, contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information. 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.
Once pupils reach the age of 13, the law requires us to pass on certain information to the Local Authority who have responsibilities in relation to the education or training of 13-19 year olds. We may also share certain personal data relating to children aged 16 and over with post-16 education and training providers in order to secure appropriate services for them. A parent/guardian can request that only their child’s name, address and date of birth be passed to the post-16 education provider by informing Holcombe Grammar School using the contact details below. This right is transferred to the child once he/she reaches the age 16.
We are required, by law, to pass some information about our pupils to the Department for Education. This information will, in turn, then be made available for use by the Local Authority. The Department for Education 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.
We process personal data relating to those we employ to work at, or otherwise engage to work at The Thinking Schools Academy Trust. This employment based information is used to assist in the running of the The Thinking Schools Academy Trust and the collection of this information may be used to:
- enable pay and remuneration;
- meet contractual obligations and administering employment relationships;
- improve the management of workforce data across the sector;
- enable development of a comprehensive picture of the workforce and how it is deployed;
- inform the development of recruitment and retention policies;
- allow better financial modelling and planning;
- enabl ethnicity and disability monitoring; and
- support the work of the School Teachers’ Review Body.
This personal data includes identifiers such as names, dates of birth, contact information, National Insurance numbers and characteristics such as ethnic group, employment contracts and remuneration details, medical, qualifications and absence information.
We will not share information about our workforce with third parties without consent unless the law allows us to. We are required, by law, to pass on some of this personal data to the Department for Education.
Online Services Information
When using any of our web sites or services, Holcombe Grammar School reserves the right to gather information relating to how you used and accessed these services and may occasionally may collect personal information through online forms, registrations or submissions. Use of our websites or services is subject to our Terms and Conditions and Cookie policies. We may collect and use your personal information to:
- operate the web sites and services to deliver requested services;
- provide online forms, registrations or other means to submitting information to us;
- respond to requests or communications;
- inform you of other products or services available from the The Thinking Schools Academy Trust, our partners or affiliates;
- allow you to access protected content; and
- conduct research about your opinion of current services or of potential new services that may be offered;
The personal information may include names, date of birth, e-mail addresses, postal addresses and telephone numbers. Where we collect personal information, it will be entered and actively submitted by you upon our sites or services. We may also collect anonymous demographic information, such as your post code, age, gender, preferences, interests and favourites, which is not unique to you.
We will automatically collect information about your computer hardware and software and the web sites and pages visited. This information can include: your IP address, browser type, domain names, access times, device information, geographic location, referring web site addresses and accessed web addresses. We use this for the operation of the service, to maintain quality, and for statistical analysis of our sites and services, which is primarily for internal use to inform development of our services.
Throughout our standard business operations, we may collect information to help us deliver our services. For example, when contacting or making enquiries of either The Thinking Schools Academy Trust or Holcombe Grammar School, entering into agreements or visiting us, we may collect personal information to:
- assist you or to respond to the enquiry;
- our internal purposes such as management, research, analytics, corporate reporting, and to improve business efficiencies;
- send certain communications (including by email, SMS and apps) such as reminders, academy closure and other administrative messages or communications; and
- ensure security and help maintain service quality.
This personal data includes identifiers such as names, addresses, telephone numbers, email addresses, gender and any information you provide to us when completing forms or submitting requests including the contents of the communications.
Depending on how you contact us we may also get information, such as, the date, time, and duration of the contact, the telephone numbers and email addresses that you contacted us from, device information from the device used to contact us, audio recordings of telephone conversations, video recordings from visits to our locations and buildings, and details about the web site or service used to make contact with us.
Access and Control of Personal Information
We will not disclose information without their consent, unless the law and our policies allow us to do so. We may need to disclose information where there is a legitimate reason for disclosure (such as a court order) but we will ensure that we always comply with the Data Protection Act. Any information about you that we pass to a third party will be held securely by that party, in accordance with the Data Protection Act 1998, and used only to provide services or information you have requested.
As a data subject, you have the right to ask for a copy of personal data about you and to ask for inaccuracies to be corrected. Queries about our compliance with the Data Protection Act should be addressed to:Holcombe Grammar School,
Further information about Department of Education Use
We are required to provide the Department for Education (DfE) with information about a workforce and pupils. Decisions on whether Department for Education 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
Holcombe Grammar School keeps the use of personal data under review. This page was last updated on 24th March 2017.