GDPR

Hautlieu School Jersey

Privacy Notice 2021

Hautlieu School Jersey is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services and meet our statutory obligations. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff, or in some cases, by another Government department.

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about you includes, but it is not restricted to:

  • Date of Birth, gender and identification documents
  • Contact details and contact preferences
  • Parental Responsibility
  • Student and curricular records including attendance information
  • Results of internal assessments and externally set tests and exams
  • Safeguarding information
  • Exclusion information
  • Photographs
  • CCTV images captured in school

We also collect, store and use information about you that falls into ‘special categories’ of more sensitive personal data.  This includes information about:

  • Characteristics such as ethnicity, languages spoken and eligibility for certain benefits including the Jersey Premium
  • Family circumstances
  • Physical and mental health, including medical conditions
  • Support received including care packages, plans and support providers

We may also hold data about you that we have received from other organisations, including other schools and the Government of Jersey Customer and Local Services Department.

Why we use this data

We need to collect, use and hold this data in order to:

  • Stay in touch with you, answer your queries and provide you with the information that you need including with regard to the running of the school (such as emergency closures) and events
  • Verify you are who you say you are
  • Handle your applications
  • Meet our statutory obligations including to support student learning, monitor and report on student progress and provide appropriate pastoral care
  • Carry out the service we provide, and to monitor and improve our performance in responding to your service requests
  • Ensure that we meet our legal obligations and, where necessary, for law enforcement functions
  • Prevent and detect crime
  • Where necessary, protect individuals from harm or injury
  • Allow the statistical analysis of data so we can plan the provision of services
  • Comply with the law regarding data sharing

How we will use this information about you

We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.

We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information has to be kept. Please ask to see the States of Jersey Department for Children, Young People, Education and Skills retention schedules for more detail about how long we retain your information.

We may not be able to provide you with a service unless we have enough information or your permission to use that information.

We will not pass any personal data on to anyone outside of the Government of Jersey, other than those who either process information on our behalf, or because of a legal or statutory requirement, and we will only do so, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal data.

We will not disclose any information that you provide ‘in confidence’, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this unless there are exceptional reasons not to do so.

We upload students’ data to the SIMS database that is hosted in the European Union which is shared with the Government of Jersey Department for Children, Young People, Education and Skills.  We also use a number of web-based applications as part of our teaching, tracking and monitoring of students in order to support them in achieving their very best.  Applications such as Go4Schools and Kerboodle (for example) require us to share personal information with them in order to make effective use of the facilities they offer to support students in their learning.  Decisions on using these applications are carefully considered and a thorough due diligence process is followed as to how companies hold and use the data to check their suitability. 

In addition, students’ data may be uploaded to GL Assessments, ALPS, examination boards and a small amount of personal data is also stored (name, email address) on the Dynamic Learning database as well as for the SIMs InTouch service. All of these services are hosted within the European Union. To understand how this information is processed in more detail please see Appendix A.

Furthermore, please note that CCTV is only captured in an overt way with clear and visible notices declaring the cameras presence and use on the school site.  Images are kept for 30 days in a secure location and are only viewed when necessary to safeguard all those persons accessing the Hautlieu site. 

Data Sharing

As a school we are required to pass on data to The Department for Children, Young People, Education and Skills.  When a student is transferring to another school or college, Hautlieu School and / or the Department for Children, Young People, Education and Skills will pass on all information relevant to the education and care of the student to the other institution, in accordance with our public function. Information is also passed to UK examination and assessment organisations for processing. The resultant information is returned to both schools and the Department for Children, Young People, Education and Skills. If your son or daughter is shortly to leave their current school, and to ensure their continuing education and care, details held in their files will be passed on to Hautlieu School.  The Department for Children, Young People, Education and Skills also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that the individual students cannot be identified from them.

We may need to pass your information to other Government of Jersey departments or organisations to fulfil your request for a service such as Health, Social Services and Customer and Local Services. These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing our service request.  Please read Appendix B for a list of organisations your data is shared with and how.

We may disclose information to other departments where it is necessary, either to comply with a legal obligation, or where permitted under other legislation. Examples of this include, but are not limited to: where the disclosure is necessary for the purposes of the prevention and/or detection of crime; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual.

At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior express consent.

We will also be required by law to publicise certain information, for example performance data, but in these instances your data will be anonymised to protect your identity.  We will not publish any of your sensitive personal information unless there is a requirement for us to do so in order to carry out our statutory functions.

Communicating with us

If you email us we may keep a record of your email address and a copy of the email for record keeping purposes.

For security reasons we will not include any confidential information about you in any email we send to you. We would also suggest that you keep the amount of confidential information you send to us via email to a minimum or correspond with us by post.

We will not share your email address or your email contents unless is it necessary for us to do so either to fulfil your request for a service, to comply with a legal obligation, or where permitted under other legislation.

We do not record or monitor any telephone calls you make to us using recording equipment, although if you leave a message on our voicemail systems your message will be kept until we are able to return your call or make a note of your message.   File notes of when and why you called may be taken for record keeping purposes.  We will not pass on the content of your telephone calls, unless is it necessary for us to do so either to fulfil your request for a service, to comply with a legal obligation, or where permitted under other legislation.

Your rights

You can ask us to stop processing your information

You have the right to request that we stop processing your personal data in relation to any of our services. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.

You can withdraw your consent to the processing of your information

In the few instances when you have given your consent to process your information, you have the right to withdraw your consent to the further processing of your personal data.  However, this may cause delays or prevent us delivering a service to you. We will always seek to comply with your request but we may be required to hold or process your information in order to comply with a legal requirement.

You can ask us to correct or amend your information

You have the right to challenge the accuracy of the information we hold about you and request that it is corrected where necessary. We will seek to ensure that corrections are made not only to the data that we hold but also any data held by other organisations/parties that process data on our behalf.

You can request that the processing of your personal data is restricted

You have the right to request that we restrict the processing of your personal information.  You can exercise this right in instances where you believe the information being processed in inaccurate, out of date, or there are no legitimate grounds for the processing. We will always seek to comply with your request but we may be required to continue to process your information in order to comply with a legal requirement.

You can ask us for a copy of the information we hold about you

You are legally entitled to request a list of, or a copy of any information that we hold about you by completing a subject access request. However, where our records are not held in a way that easily identifies you, we may not be able to provide you with a copy of your information, although we will do everything we can to comply with your request.

Complaints

If you have an enquiry or concern regarding the processing of your personal data please contact our Data Protection Officer Kate Blackhall (Deputy Headteacher) on telephone: 01534 736242 or via our contact form or write to Hautlieu School, Wellington Hill, St Saviour, Jersey JE2 7TH.

Alternatively, you can make a complaint to the Information Commissioner’s Office on telephone 01534 716530 or at enquiries@jerseyoic.org or write to Office of the Information Commissioner, 2nd Floor, 5 Castle Street, St Helier, Jersey, JE2 3BT.

Organisations that Process Data

Hautlieu School Jersey is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services and meet our statutory obligations. Our Privacy notice explains how we use and share your information.

Hautlieu School Jersey process data utilising or have an agreement with the following organisations:

  • SIMS in order to hold a student record file, for statutory obligations and to ensure that we meet our legal obligations, to track and monitor a student’s academic and pastoral progress, and to provide you with the information that you need
  • GL Assessments for statutory obligations including tracking and monitoring student progress
  • ALPs to track and monitor student, department and school achievements and progress
  • Examining Boards including AQA, OCR, Pearson, CIE, WJEC, the IB and HSK for statutory obligations including providing examination information for students to be able to collect their examination results in addition to tracking and monitoring examination progress
  • My Concern for statutory obligations and to ensure that we meet our legal obligations to safeguard all students and members of the Hautlieu Community
  • Dynamic Learning, the Open University and Cambridge Elevate in order to utilise appropriate online teaching and learning tools, for statutory obligations within teaching and for tracking and monitoring of students learning
  • Parent Mail and In Touch in order to communicate effectively with you, to provide you with information you need, to carry out a service you have requested, and to monitor and improve our performance in responding to your service request
  • Netmedia in order to communicate effectively with you with regard to booking parents evening appointments
  • Go4Schools in order to meet statutory obligations within teaching and for tracking and monitoring of students learning
  • 1 &1 Web Hosting, Zoom, Office 365 and Keybr in order to utilise appropriate online teaching and learning tools and for statutory obligations within teaching
  • Adobe Acrobat in order to meet our statutory obligations with regard to teaching and learning
  • Hogg Robinson Group to carry out a service you have requested in relation to a school trip or course and comply with financial directions
  • Iris Connect where recordings of lessons are uploaded and shared with select groups in order to meet our statutory obligations and provide training opportunities for staff to improve teaching and learning
  • Isaac Physics, Seneca Learning, Zig Zag Education – E Revision, The Resilience Development Company and Tassomai in order to utilise appropriate online teaching and learning tools, in order to track and monitor student progress
  • Unifrog in order to meet our statutory obligations and provide careers advice and guidance to students
  • MyMaths, Dr Frost Maths and Kerboodle in order to support, track and monitor student progress
  • UCAS in order to meet our statutory obligations and support students in their applications for Higher Education
  • IPHR as part of our response to Covid-19 to ensure the accuracy of correspondence with direct contacts

We will continually review and update our sharing agreements to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

Data Sharing with Organisations

Hautlieu School Jersey is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services and meet our statutory obligations. Our Privacy notice explains how we use and share your information.

Hautlieu School Jersey shares data with the following organisations:

  • Departments within the Government of Jersey for statutory obligations, verification purposes, to provide you with the information you need, to answer your query, to allow the statistical analysis of data so we can plan the provision of services and to ensure that we meet our legal obligations
  • The Police in order to prevent and detect crime, for statutory obligations, where necessary to protect individuals from harm or injury and where necessary for our law enforcement functions
  • The Fire Service for statutory obligations around staff training
  • Health Services including CAMHS, MASH, MARAC and JMAPPA for statutory obligations, to ensure that we meet our legal obligations, where necessary to protect individuals from harm or injury and to provide you with the information that you need
  • Social Services for statutory obligations, to ensure that we meet our legal obligations, where necessary to protect individuals from harm or injury, to provide you with information you need, to carry out the service you have requested, and to monitor and improve our performance in responding to your service request;
  • Customer and Local Services to provide you with information you need, carry out the service you have requested, and to monitor and improve our performance in responding to your service request
  • Other Schools and Colleges in order to meet our statutory obligations, to provide you with the information you need, and to meet our legal obligations

We will continually review and update our sharing agreements to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

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