Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Post

Old Hartford School, Scott Street, East Hartford, Northumberland, NE23 3AR, GB

Telephone

01670 708130

Email

Admin@headstart-education.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Date of birth
  • Health information (including dietary requirements, allergies and health conditions)
  • Health and safety information
  • Photographs or video recordings
  • Records of meetings and decisions
  • Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery:

  • Health information

We collect or use the following information to comply with legal requirements:

  • Name
  • Contact information
  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
  • Health and safety information

We also collect or use the following information to comply with legal requirements:

  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Video recordings of private or staff only areas
  • Witness statements and contact details
  • Relevant information from previous investigations
  • Information relating to health and safety
  • Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
  • Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
  • Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • To ensure the effective operation of the school, safeguard student welfare, and provide high-quality education and support services. The information we collect allows us to: • Deliver Educational Services: We use personal information to plan and deliver tailored learning experiences, support student progress, and communicate with parents or guardians regarding academic and pastoral matters. • Safeguard Students and Staff: We collect essential data to comply with safeguarding and child protection regulations, ensuring the safety and well-being of all individuals within our school community. • Comply with Legal and Regulatory Obligations: Schools are required to collect and store certain personal data to meet statutory requirements, such as attendance tracking, reporting to government bodies, and ensuring compliance with safeguarding laws. • Enhance Operational Efficiency: We use information to manage school operations effectively, including timetabling, staff allocation, and emergency contact procedures. • Support Special Educational Needs (SEN) and Pastoral Care: Collecting data on students’ needs helps us provide appropriate support, ensuring that every child receives the necessary interventions and adjustments to succeed in their education. • Engage with Parents, Guardians, and External Agencies: Maintaining communication with parents and relevant external bodies (such as social services or healthcare providers) allows us to support student well-being and academic progress. Balancing Interests and Privacy We recognise the importance of protecting individuals’ privacy and take measures to minimise risks, including: • Collecting only the necessary information for educational and operational purposes. • Implementing strict security measures to safeguard data from unauthorised access or misuse. • Allowing individuals to exercise their rights over their personal data, such as accessing, correcting, or requesting the deletion of certain information where appropriate. The benefits of collecting and using personal information—ensuring students receive a high-quality education, safeguarding their welfare, and meeting legal obligations—outweigh potential risks, which we mitigate through strict data protection policies and security measures. We do not use personal information in ways that would unfairly impact individuals or prioritise our needs over theirs.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in collecting and using personal information to comply with various legal and regulatory obligations. This ensures that we operate within the law, protect the rights and safety of students and staff, and fulfil our responsibilities as an educational institution. Why We Collect Personal Information for Legal Compliance 1. Safeguarding and Child Protection – We collect and process personal data to comply with safeguarding laws, ensuring the safety and well-being of all students. This includes maintaining records of safeguarding concerns, sharing necessary information with child protection agencies, and ensuring compliance with Keeping Children Safe in Education (KCSIE) guidelines. 2. Health and Safety Regulations – We collect medical and emergency contact details to meet health and safety requirements, allowing us to respond appropriately to medical needs, administer first aid, and manage incidents effectively. 3. Attendance and Educational Records – Schools are legally required to record and monitor student attendance. We process attendance data to identify truancy concerns, support student engagement, and report to local authorities where necessary under the Education Act 1996. 4. Special Educational Needs and Disabilities (SEND) Compliance – We collect data related to students with special educational needs to ensure they receive the appropriate support, as required by the Children and Families Act 2014 and the SEND Code of Practice. 5. Employment and Payroll Regulations – We process staff data to comply with employment law, including payroll, pension contributions, and taxation under HMRC regulations. 6. Data Protection and GDPR Compliance – We collect personal data in line with the UK GDPR and the Data Protection Act 2018, ensuring that individuals’ rights are respected while fulfilling our legal obligations. 7. Examinations and Academic Reporting – We process student data to register them for exams, report results to examination boards, and comply with Ofqual and other regulatory bodies. Balancing Interests and Privacy We recognise the importance of protecting individuals’ privacy and minimise risks by: • Only collecting the data necessary to fulfil legal requirements. • Implementing strict security measures to prevent unauthorised access or misuse. • Ensuring transparency by informing students, parents, and staff about how their data is used. • Providing individuals with rights over their data, such as access requests or corrections where appropriate. Why the Benefits Outweigh the Risks Complying with legal requirements ensures the safety, fairness, and well-being of students, staff, and parents. The collection of personal data allows us to meet statutory obligations, protect individuals from harm, and provide an effective educational environment. While there are privacy risks, these are carefully managed through data protection policies, security measures, and adherence to legal frameworks, ensuring that no individual’s rights are unfairly impacted.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in collecting and using personal information to effectively handle queries, complaints, or claims from students, parents, staff, and other stakeholders. This ensures that concerns are addressed fairly, efficiently, and in compliance with legal and regulatory requirements. Why We Collect Personal Information for Queries, Complaints, and Claims 1. Providing Clear and Effective Communication – We collect contact details and relevant information to respond to queries efficiently, ensuring parents, students, and staff receive accurate and timely answers to their concerns. 2. Ensuring Fair and Transparent Complaint Handling – When a complaint is raised, we need to collect details such as names, incident descriptions, and any supporting evidence to conduct a fair and impartial investigation. This allows us to resolve issues appropriately, whether they relate to bullying, safeguarding concerns, academic disputes, or staff conduct. 3. Protecting Student and Staff Well-being – Processing complaints and queries helps us identify patterns of concern, address underlying issues, and improve school policies to create a safe and supportive environment for all. 4. Legal and Regulatory Compliance – Schools are legally required to have a complaints procedure in place and to document complaints properly. In some cases
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

  • Directly from you
  • CCTV footage or other recordings
  • Health care providers
  • Legal and judicial sector organisations
  • Schools, colleges, universities or other education organisations
  • Councils and other public sector organisations

How long we keep information

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Who we share information with

Others we share personal information with

  • Organisations we need to share information with for safeguarding reasons
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Organisations we’re legally obliged to share personal information with
  • Emergency services

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

29 January 2025

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