Meldreth Primary School Logo

Our Visitor Privacy Statement

Under Data Protection Law, individuals have a right to be informed about how Meldreth Primary and Preschool, uses any personal data held about them. We comply with this right by providing privacy notices to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about Visitors to the school.

We, Meldreth Primary and Preschoolare the ‘Data Controller’ for the purposes of Data Protection Law.

Our Data Protection Officer is The ICT Service(see ‘Complaints’ / ‘Contact us’ below).

 The personal data we hold:

We process data relating to those visiting Meldreth Primary and Preschool.  Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

  • Full name and address
  • Contact details
  • Information relating to the visit, e.g. company or organisation name, arrival and departure time, car number plate

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):

We may also hold data about you that we have received from other organisations, including other schools and social services.

 

Why we use this data:

The purpose of processing this data is to:

  • Identify you and keep you safe while on the school site.
  • Keep pupils and staff safe.
  • Maintain accurate records of visits to the school.
  • Provide appropriate access arrangements for visitors that require them.

 

Our lawful basis for using this data:

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

  • Comply with a legal obligation.
  • Carry out a task in the public interest.

Less commonly, we may also use personal information about you where:

  • You have given us consent to use it in a certain way.
  • We need to protect your vital interests (or someone else’s interests).

Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent and explain how you go about withdrawing consent if you wish to do so.  If you wish to withdraw your consent, please contact the Headteacher – head@meldreth.cambs.sch.uk.

Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the school’s use of your data. 

 Our basis for using special category data Article 9 – UK GDPR | Fieldfisher:

For ‘special category’ data, we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in Data Protection Law:

  • We have obtained your explicit consent to use your personal data in a certain way.
  • We need to perform or exercise an obligation or right in relation to employment, social security or social protection law.
  • We need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you’re physically or legally incapable of giving consent.
  • The data concerned has already been made manifestly public by you.
  • We need to process it for the establishment, exercise or defence of legal claims.
  • We need to process it for reasons of substantial public interest as defined in legislation.
  • We need to process it for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law.
  • We need to process it for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law.
  • We need to process it for archiving purposes, scientific or historical research purposes, or for statistical purposes, and the processing is in the public interest.

For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in Data Protection Law. Conditions include:

  • We have obtained your consent to use it in a specific way.
  • We need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you’re physically or legally incapable of giving consent.
  • The data concerned has already been made manifestly public by you.
  • We need to process it for, or in connection with, legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights.
  • We need to process it for reasons of substantial public interest as defined in legislation.

Collecting this information:

While most of the information we collect from you is mandatory, there is some information that you can choose whether to provide to us.

 Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

 How we store this data

Personal data we collect as part of the visitor process is stored in line withour Data Protection Policy. 

We will retain, and dispose of, the personal data of all visitors in accordance with the school’s Retention Schedule which is available on request from the school office.

 

Data sharing:

We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you with:

  • Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns.
  • Suppliers and service providers – to enable them to provide the service we have contracted them for, such as catering.
  • Health authorities.
  • Police forces, courts and tribunals.

 

Transferring data internationally:

Where we transfer personal data to a country or territory outside the United Kingdom, we will do so in accordance with Data Protection Law.

 

Your rights

How to access the personal information we hold about you:

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Trust holds about them.

If you make a subject access request, and if we do hold information about you, we will:

  • Give you a description of it.
  • Tell you why we are holding and processing it, and how long we will keep it for.
  • Explain where we got it from, if not from you.
  • Tell you who it has been, or will be, shared with.
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this.
  • Give you a copy of the information in an intelligible form.

You may also have a right for your personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact the Headteacher – head@meldreth.cambs.sch.uk.

Your other rights regarding your data:

Under Data Protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:

  • Object to the use of your personal data if it would cause, or is causing, damage or distress.
  • Prevent your data being used to send direct marketing.
  • Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than a person).
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing.
  • Claim compensation for damages caused by a breach of the data protection regulations.

To exercise any of these rights, please contact the Headteacher – head@meldreth.cambs.sch.uk.

There are legitimate reasons why we may refuse your information rights request, which depends on why we are processing it. For example, some rights will not apply:

  • right to erasure does not apply when the lawful basis for processing is legal obligation or public task.
  • right to portability does not apply when the lawful basis for processing is legal obligation, vital interests, public task or legitimate interests.
  • right to object does not apply when the lawful basis for processing is contract, legal obligation or vital interests. And if the lawful basis is consent, you don’t haven’t the right to object, but you have the right to withdraw consent.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at raise a concern with ICO (contact details shown in the Complaints section of this notice)

Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact the Headteacher – head@meldreth.cambs.sch.uk.

Current guidance states that you should either contact the school and request a copy of their ‘Complaints’ form (this could be online or in word format), alternatively you could consider using the template located using the following url:  How to make a data protection complaint to an organisation | ICO.  The school has one month to respond to your complaint. 

Thereafter, if for whatever reason you are still dissatisfied with their decision, then you should contact the Information Commissioner’s Office:

You can also contact our Data Protection Officer:

The ICT Service

Email: dpo@theictservice.org.uk

Tel: 01223 752111 option 4

Address: South Cambridgeshire Hall, Cambourne Business Park, Great Cambourne, Cambourne, Cambridge, CB23 6EA

 

Contact us:

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contactthe Headteacher – head@meldreth.cambs.sch.uk.

This notice is based on the Department for Education’s model privacy notice to reflect the way we use Visitor data in this school.