Looking After Your Information

At Captain Shaw's, we hold information about our children, families, staff and others who work with our school so that we can provide education, keep children safe, offer appropriate support and run our school effectively.

We take our responsibility for looking after this information seriously.

Captain Shaw's C of E Primary School is the Data Controller for the personal information we collect and use. This means that we are responsible for deciding what information we need, why we need it, how it is used and shared, and how long it should be kept.

We handle personal information in accordance with UK data-protection law, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

Why Do We Hold Information?

We only collect and use personal information when we have a lawful reason to do so.

For children and families, this includes information we need to:

• provide children with their education and monitor their progress;
• understand and support individual needs;
• keep children safe and promote their wellbeing;
• manage attendance and school admissions;
• communicate with parents and carers;
• meet our SEND, safeguarding and other statutory responsibilities;
• provide information required by organisations such as Cumberland Council and the Department for Education; and
• run and improve our school.

Some of the information we hold is more sensitive, such as information about a child's health, SEND, ethnicity or safeguarding needs. We take particular care when collecting, using, storing and sharing this information.

Keeping Information Safe

We have procedures in place to protect personal information and only allow it to be accessed by people who need it for their role.

Like other schools, we also use carefully selected digital systems and services to help us teach, communicate, safeguard children and manage the school. Where another organisation processes information on our behalf, we consider its data-protection and security arrangements.

We only keep information for as long as it is needed and in accordance with our records-retention arrangements.

Sharing Information

There are times when we need, or are legally required, to share information with other organisations.

Depending on the circumstances, this can include Cumberland Council, the Department for Education, other schools, health and social-care professionals, safeguarding partners and organisations providing services to the school.

We do not simply share personal information because somebody asks for it. Information is shared where there is a lawful reason and where it is necessary and appropriate to do so.

Safeguarding children is particularly important. Data-protection law does not prevent us from sharing information where this is necessary to protect a child.

Your Information, Your Rights

Data-protection law gives people rights over their personal information.

Depending on the circumstances, these can include rights to:

• know how information is being used;
• ask to see personal information we hold;
• ask us to correct inaccurate information;
• ask us to restrict or stop particular uses of information;
• object to particular types of processing; and
• ask for information to be erased in certain circumstances.

Children have data-protection rights too. As they grow and develop, we help them understand that information about them belongs to them and should be treated with care.

Our Privacy Notices

Our full privacy notices explain in greater detail what information we collect, why we use it, the legal basis for doing so, who we may share it with, how long we keep it and the rights individuals have over their information.

• Pupil & Parent Privacy Notice (accessed at the bottom of this page)
• Staff Privacy Notice
• Governor Privacy Notice

Our Data Protection Officer

Our Data Protection Officer (DPO) is:

Mr Terentius Jackson – Headteacher

The DPO oversees how the school meets its data-protection responsibilities and is a point of contact for questions or concerns about how personal information is used.

You can contact the DPO through the school office:

Telephone: 01229 718279
Email: admin@capt-shaws.cumbria.sch.uk

Questions, Requests or Concerns

If you would like to know more about how we use your information, exercise one of your data-protection rights or make a Subject Access Request, please contact the school or our Data Protection Officer.

If you are concerned about how we have collected or used personal information, please contact us in the first instance so that we can investigate and respond.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

Information Commissioner's Office