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Privacy policy

Privacy Notice for Pupils and Parents

Individuals have a legal right to be informed about how we use their personal information.This Privacy Notice explains how we collect, store and use personal information. It is intended for pupils and parents (including carers or guardians who we refer to in this privacy notice as ‘parents’) and we encourage all to read it. We have produced a separate privacy notice for the school’s workforce and a shorter, simpler notice for pupils themselves.

Our aim is to always provide clear information about the personal information we are using and why we are using it. We have tried to keep the language in this privacy notice as simple as possible, however if anything is unclear or if you have any concerns then please contact Amelia Hartley (Business Manager).

This is the school’s main ‘overarching’ privacy notice and it applies generally to the personal information that we collect and use. It is based on the model privacy notice produced for schools by the Department for Education (DfE). Unless there is a lawful reason not to do so,
we will also 0provide more specific privacy information at the point at which we collect or use personal information, for example if we collect personal data via an online or paper form.

While much of the personal information that we collect is mandatory (i.e. it must be provided so that we can manage the school and provide an education), some of it is requested on a voluntary basis. Where this is the case, we will request consent at the point we collect the information. We will explain to you whether there is a requirement to provide certain information to us, or whether you have a choice in doing so.

For the purposes of data protection law, Three Ways School is the ‘data controller’.
Our Data Protection Officer is: One West, Lewis House, Manvers Street, Bath, BA1 1JG.

Contact details are provided at the end of this privacy notice.

The personal data we hold (categories of personal data)

We process personal information to be able to run the school, to provide pupils with an education and to make sure that we can look after our pupils appropriately. We may collect information directly from pupils or parents or from other places including other schools, the local council and the Department for Education (DfE). Examples of the types of personal data that we may collect, use, store and share (when appropriate) are listed at Appendix 1.

Special category (sensitive) personal information
We may also collect, store, and use information about you that falls into “special categories” of more sensitive personal data which has extra protection in law and requires us to identify a condition for processing under Article 9 of the GDPR.
These conditions will vary but common reasons may include where processing sensitive data is necessary for reasons of ‘substantial public interest’ such as safeguarding; statutory and government purposes (e.g. Department for Education (DfE) requirements) or for ensuring equality of opportunity or treatment. We may also require your explicit consent for things such as the use of unique identifiers (e.g. fingerprints); or we may need to share health data to maintain a person’s vital interests where they are unable to give consent (life and death situations) or for the purpose of medical diagnosis and prevention (e.g. school nurse team, ensuring staff are aware of allergies).

Special category data is personal data revealing:

  • racial or ethnic origin
  • political opinions
  • religious or philosophical beliefs
  • trade union membership
  • genetic data
  • biometric data for the purpose of uniquely identifying a natural person
  • data concerning health; or
  • data concerning a natural person’s sex life or sexual orientation

Criminal convictions

Where we process criminal convictions, for example as part of a statutory requirement we also have to identify an additional ground for processing. Usually this will either be either on the basis of our legal obligations in relation to safeguarding, preventing fraud or with your consent.

Our lawful reasons for processing pupil/parent information (lawful bases)
Data Protection law requires us to have a lawful reason (‘lawful basis’) for processing the personal data we use. These reasons are listed under Article 6 of the ‘General Data Protection Regulation’ (GDPR). Our lawful basis for processing will be explained at the point at which we collect personal information unless there is a lawful reason not to do so (for example where it is for the prevention or detection of crime).


If you have a concern or complaint about the way we are collecting or using your personal data, please raise your concern with us in the
first instance

The Information Commissioner’s Office, which is the supervisory authority, may be contacted on 0303 123 1113, or via their website, regarding any complaints about how the way that the school handles your data. However, under usual circumstances it may expect you to contact us first to see if we can help to resolve the issues first.

Updates to our Privacy Notice

We may need to update this privacy notice periodically. This version was last updated on 03/03/2020


If you would like to discuss anything in this privacy notice, please contact: Amelia Hartley on 01225 838070 or our Data Protection Officer
at 01225 395959.

To download our full privacy policy including appendixes, please use the download link below