Data Protection

Data Protection

Alexandra Park Junior School aims to ensure that all personal data collected about staff, pupils, parents/carers, trustees, visitors and other individuals is collected, stored and processed in accordance with the Data Protection Act 2018 (DPA 2018) and the UK GDPR (2021).

Our policies and procedures meet the requirements of the GDPR and provisions of the DPA 2018. It is based on guidance published by the Information Commissioner’s Office (ICO).

Some Key Definitions


Personal Data Any information relating to an identified, or identifiable, living individual. This may include the individual’s:

  • Name (including initials)
  • Identification number
  • Location data
  • Online identifier, such as a username, IP address or cookie

It may also include factors specific to the individual’s physical, physiological, genetic, mental, economic, cultural or social identity.

Special Categories Of Personal Data Personal data which is more sensitive and so needs more protection, including information about an individual’s:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Genetics
• Biometrics (such as fingerprints, retina and iris patterns), where used for

identification purposes

• Health – physical or mental
• Sex life or sexual orientation

Data Processing Anything done to personal data, such as collecting, recording, organising, structuring, storing, adapting, altering, retrieving, using, disseminating, erasing or destroying. Processing can be automated or manual.
Data Controller The identified or identifiable individual whose personal data is held or processed.
Data Protection Officer A person whose role is to oversee data compliance, advise and recommend improvements and be the point of contact for data protection. The DPO has overall responsibility and oversight but does not carry out all duties personally.
Data Protection Lead A person in each school with responsibility, delegated by the DPO and Principal, for data protection compliance. Whilst the Data Protection Lead manages the day to day data protection compliance, the overall responsibility for the school remains with the Principal and the Trust.
Data Breach A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.
Subject Access Requests Under the Data Protection Act 2018 and UK GDPR legislation, individuals have a right to request access to information the school holds about them. This is known as a subject access request.

Subject access requests may be submitted in any form, but The Harmony Trust and its entities will be able to respond to requests more quickly if they are made using the Subject Access Request Form provided online.

Alexandra Park Junior School and its entities may not reveal information in response to subject access requests for a variety of reasons – these could include:

·       Information that might cause serious harm to the physical or mental health of the pupil or another individual

·       Information that would reveal that the child is being or has been abused, or is at risk of abuse, where disclosure of that information would not be in the child’s best interests

·       Information that would include another person’s personal data that cannot reasonably be anonymised, and the other person has not given their consent, and it would be unreasonable to proceed without it

·       Information that is part of a certain sensitive document, such as those related to crime, immigration, legal proceedings or legal professional privilege, management forecasts, negotiations, confidential references, or exam scripts

We want to keep you informed about what we do with your child’s data and the rights you have under the law. To help with this, we have produced a series of simple Fact-Sheets which provide information on a number of areas of data management. You can download copies as PDF’s by clicking the relevant link below :

Parents’ Guide to Subject Access Requests

Parents’ Guide to Data Breaches

Parents’ Guide to the Role of the DPO

Parents’ Guide to Data Management In Our Schools

Pupil Leavers Data Privacy Notice

What Is Personal Information ?

Data Privacy Policy

Key Contacts :

Our Data Protection Officer The Information Commissioner’s Office
Illuminate Education Services UK Ltd

E :

T : 08458621967

Wycliffe House

Water Lane,

Cheshire SK9 5AF.

Or via their website :

New Data Matters Bulletin Sept 2021

PARENT Guide to Data Breach Response Plans June 2021

PARENT Guide to SAR’s June 2021 FACTSHEET

PARENT Guide to the Role of the DPO June 2021 FACTSHEET

Pupil Leavers Data Privacy Notice June 2021 V2 FACTSHEET

What Is Personal Information Aug 21 FACTSHEET

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