Privacy notice for students
This privacy notice explains how we collect, store and use personal data about you.
We, Chelsea Academy, Lots Road, London. SW10 0AB, are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Dr Greene (see ‘Contact us’ below).
The personal data we hold
We hold some personal information about you to make sure we can help you learn and look after you at school.
For the same reasons, we get information about you from some other places too – like other schools, the local council and the government.
This information includes:
- Your contact details
- Your test results
- Your attendance records
- Your characteristics, like your ethnic background or any special educational needs
- Any medical conditions you have
- Details of any behaviour issues or exclusions
- CCTV images
Why we use this data
We use this data to help run the school, including to:
- Get in touch with you and your parents when we need to
- Check how you’re doing in exams and work out whether you or your teachers need any extra help
- Track how well the school as a whole is performing
- Look after your wellbeing
Our legal basis for using this data
We will only collect and use your information when the law allows us to. Most often, we will use your information where:
- We need to comply with the law
- We need to use it to carry out a task in the public interest (in order to provide you with an education)
Sometimes, we may also use your personal information where:
- You, or your parents/carers have given us permission to use it in a certain way
- We need to protect your interests (or someone else’s interest)
Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.
Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. Parents can do this via the Academy’s Parent App, or online at www.sims.parent.co.uk, or by contacting the Registrar firstname.lastname@example.org.
Collecting this information
While in most cases you, or your parents/carers, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data.
We will always tell you if it’s optional. If you must provide the data, we will explain what might happen if you don’t.
How we store this data
We will keep personal information about you while you are a student at our school. We may also keep it after you have left the school, where we are required to by law.
We store data in line with the Information and Records Management Society’s (IRMS) Retention Guidelines for Schools.
We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so.
Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:
- Our local authority RBKC (Royal Borough of Kensington and Chelsea) to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
- Schools or colleges that you attend after leaving us to meet our legal obligations to share certain information such as safeguarding, attendance and assessment data
- The Department for Education to meet our legal obligations
- Your family and representatives
- Educators and examining bodies in connection with public examination entries and results
- Our regulator, Ofsted to support statutory inspections
- Suppliers and service providers to enable them to provide the service we have contracted them for
- Central and local government to enable them to carry out statutory functions or to investigate fraud or illegal activity
- Our auditors to enable them to carry out regulatory financial and audit work
- Survey and research organisations to support educational research
- Health authorities and our school nurse in relation to your medical needs
- Security organisations where this is necessary in the public interest to maintain national security
- Health and social welfare organisations to support your health and welfare
- Professional advisers and consultants to assess and monitor the Academy’s performance
- Charities and voluntary organisations in connection with bursary and work experience opportunities
- Police forces, courts, tribunals in connection with criminal or civil proceedings
National Pupil Database
We are required to provide information about you to the Department for Education (a government department) as part of data collections such as the school census.
Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.
The database is held electronically so it can easily be turned into statistics. The information it holds is collected securely from schools, local authorities, exam boards and others.
The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.
You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.
You can also contact the Department for Education if you have any questions about the database.
Youth support services
Once you reach the age of 13, we are legally required to pass on certain information about you to the Royal Borough of Kensington and Chelsea, as it has legal responsibilities regarding the education or training of 13-19 year-olds.
This information enables it to provide youth support services, post-16 education and training services, and careers advisers.
Your parents/carers, or you once you’re 16, can contact our data protection officer to ask us to only pass your name, address and date of birth to the Royal Borough of Kensington and Chelsea.
Transferring data internationally
Where we share data with an organisation that is based outside the European Economic Area, we will protect your data by following data protection law.
How to access personal information we hold about you
You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, as long as we judge that you can properly understand your rights and what they mean.
If we do hold information about you, we will:
- Give you a description of it
- Tell you why we are holding and using it, and how long we will keep it for
- Explain where we got it from, if not from you or your parents
- Tell you who it has been, or will be, shared with
- Let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)
- Give you a copy of the information
If you want to make a request please contact our data protection officer (email@example.com). Most of the year we aim to deal with requests in a timely manner, but during school holidays this may be more difficult.
You may also ask us to send your personal information to another organisation electronically in certain circumstances.
You, or someone acting for you, can also ask for access to your educational record. This covers a more limited set of data, but includes your attendance, behaviour and assessment records and information from you, your parents and any other people engaged by the Academy or local authority. We will answer your request within 15 days. We will not charge you a fee to see your educational record. We will charge for providing a copy of your educational record, up to a maximum charge of £50 if this is more than 500 pages.
If you would like to see your educational record please contact the Principal by email: firstname.lastname@example.org
Your other rights over your data
You have other rights over how your personal data is used and kept safe, including the right to:
- Say that you don’t want it to be used if this would cause, or is causing, harm or distress
- Stop it being used to send you marketing materials
- Say that you don’t want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)
- Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it
- Claim compensation if the data protection rules are broken and this harms you in some way
We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we’ve done something wrong.
You can make a complaint at any time by contacting our data protection officer.
You can also complain to the Information Commissioner’s Office in one of the following ways:
- Report a concern online at https://ico.org.uk/concerns/
- Call 0303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
- David Greene, Assistant Principal. Chelsea Academy, Lots Road, London. SW10 0AB. email@example.com