General Data Protection Regulation (GDPR)


Dear Parent/Carer

In accordance with the General Protection Regulation (GDPR), implemented 25 May 2018, we are required to inform you about personal data that School for Inspiring Talents (SfIT) gather and process concerning your child and family. This applies to all the data we process whether collected on a digital or paper format.

The gathering of your personal data is necessary for School for Inspiring Talents to care for your child both legally and safely. At certain times we may be required to either confirm or share information with other organisations and when we need to do this we will inform you and make it clear to you prior to sharing information.

School for Inspiring Talents is expected to encourage your permission to share the information with other relevant professionals should it be in the best interest and welfare of the child, for example speech and language therapists, occupational therapists, CHAMS etc. It may be that your child attends another setting as well as School for Inspiring Talents, and the sharing of personal data will enable a closer working partnership between settings which will support a better development plan for your child. If we wish to share information directly with other relevant professionals, we will require your written consent to do so with the exception of matters relating to child protection and safeguarding.

Information we gather, transparency and fairness

Prior to your child joining the setting, we are required to take personal data including name, date of births, address, contact details, emergency contacts, telephone number, your email, plus other information that is relevant to the welfare and development of your childs care.

The information we gather must be current and up to date upon us receiving it. Please help us by updating us of any changes to personal information and contact details as this is extremely important for emergency situations. Whenever possible we will let you view the personal data we hold about you and/or your child and correct if this needs to be amended.

Examples of information we may be required to collect:

  • The child’s full name and date of birth
  • Name and address of every parent and/or carer who is known to the setting
  • Information about who has parental responsibility for the child
  • Who the child lives with daily
  • Emergency contact details for parents and/or carers including names, location and telephone numbers

Examples of information we may ask for but are not mandatory:

  • Ethnic origin/religion

Examples of information gathered regarding medical details of your child:

  • Doctors name, address and telephone number
  • Health visitor/Social worker and telephone number
  • Medical conditions and other relevant information
  • Medication if appropriate e.g inhalers, epipens
  • Immunisations to date
  • Allergies and phobias

Examples of additional information that may be required:

  • Email address of parents/carers
  • Consent to seeking emergency medical advice and treatment
  • Photographic consent for the use of any photos we wish to be published in a public domain
  • Consent for school trips and outings

Whilst your child attends our school we may store and share information with parents and/or carers.

This may include:

  • Accidental records
  • Incident records
  • Existing injuries
  • Physical intervention records
  • Behaviour records
  • Medication forms

In order to ensure the most appropriate educational service and support is put in place for your child, we may request additional personal data from parents/carers about their child and family e.g preferred name rather than actual name, names of siblings to support your child to feel welcomed and valued. It is your decision as to whether you wish to share it with the setting.

Information Security

We will keep personal data concerning you and your child secure. We will protect your information against unauthorised access, change, damage, loss or theft.

All information collected in paper format is kept locked away when we are not using it. School for Inspiring Talents operates a clear desk policy and do not leave personal data documents out when not being used.

All computers and laptops are password protected and we have antivirus and firewall protection via the software company that we use. All other software applications that we use to store parent and student data is also password protected to ensure the security of personal data being stored.

Tablets and work phones are the only technology accessible during lesson times, these products are also password protected and the software regularly updated.

Retention Periods

When your child leaves our school some information will either be returned to you, disposed of or deleted. Learning and development records and photographs will be returned to you or disposed of should you not wish to have them returned. However, certain personal data will be required to be stored and processed by the managers at the setting for much longer.

When we are no longer lawfully required to store or process personal data information it will be disposed of safely, paperwork will be shredded and digital information will be deleted and deleted from all devices.

Our commitment to you

At School for Inspiring Talents we take data privacy of our students and their families seriously and in accordance with the General Data Protection Regulation (GDPR), we will process any personal data according to the key principles below:

  1. SfIT must have lawful reason for collecting data and it must do it in a fair and transparent way and be clear about what data we are collecting and why
  2. SfIT must not collect any more data than is necessary. We will only collect the data we need to hold in order to do the job we have collected it for
  3. SfIT will ensure the data is accurate and regularly review to ensure it is up to date
  4. SfIT will protect all personal data and ensure that it is securely stored
  5. SfIT will ensure that the personal data is kept for no longer than necessary
  6. SfIT will be accountable for the data and be able to show how we are complying with the regulations

As a result of the introduction of the General Data Protection Regulation (GDPR) we would be grateful if you would complete and return the Parental Consent Data Form in relation to data collection and return to us.

Should you have any further queries please do not hesitate to contact a member of the Business Support Team on 01626 244086.

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