You have a legal right to be informed about how our school uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.
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 Ms McGuinness (see ‘Contact us’ below).
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:
We use this data to help run the school, including to:
We will only collect and use your information when the law allows us to. Most often, we will use your information where:
Sometimes, we may also use your personal information where:
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.
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.
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:
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.
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.
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:
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
You have other rights over how your personal data is used and kept safe, including the right to:
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:
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: