RAMSEY GRAMMAR SCHOOL

DELIVERING EXCELLENCE FOR ALL

Fair Processing Notice

The Headteacher in the name of Ramsey Grammar School as Data controller

The Headteacher, in the name of Ramsey Grammar School, is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018. The contact details for the Data Controller are Ramsey Grammar School, Lezayre Road, Ramsey, Isle of Man, IM82RG.

In addition to the information set out in the Isle of Man Privacy Notice, we may also collect the following information about you:

The Data Protection Officer for the Department of Education, Sport and Culture is: Andrew Shipley, Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 685828. Email: DPO-DESC@gov.im.

How we will use the information we collect about you

Ramesy Grammar School may use your information to:

  • register your child at the school;
  • record attendance information;
  • produce an educational record containing:
    • Information about your child
    • Personal education plans
    • Educational psychologist’s reports and accompanying documents
  • produce a curricular record containing:
    • Academic achievements;
    • Skills and abilities; and
    • Educational progress
  • produce a record of special educational needs and special needs provision, if appropriate detailing:
    • The type of special need;
    • A ranking of the special needs if there is more than one;
    • The special needs provision being made; and
    • Whether teaching is in a special education needs unit or elsewhere
  • record details of suspensions
  • produce a record of the studies undertaken;
  • help prevent and detect crime

Ramsey Grammar School has a statutory obligation to check and verify the data you provide to us on registration documents and on consent forms. This may include checks of publicly available information but in some cases, where it is necessary and relevant, the information you provide may be disclosed or shared with other organisations.

How we will share the information we collect about you

Third parties we may share your data with include, for example:

  • Epraise Student Reward System
  • Parents Evening Booking System
  • Parentpay

App / Service

Data shared

Server location

Basis for sharing information

Retention period

DESC

Attendance information

IOM

Carried out in the public interest / exercise of official authority vested in the controller

As needed if attendance falls below 80%

DESC

Exam information – pseudonymised so no person identified by DESC

IOM

Carried out in the public interest / exercise of official authority vested in the controller

Public record of aggregated results

DESC – careers

Name, contact details, year group

IOM

Carried out in the public interest / exercise of official authority vested in the controller

August after leaving school

DESC – destinations data

Name, Year group, DOB, course being undertaken

IOM

Carried out in the public interest / exercise of official authority vested in the controller

January following leaving school.

Subject collaboration between schools

Name, DOB, teacher names, timetables, attendance, attainment and effort grades

IOM

Carried out in the public interest / exercise of official authority vested in the controller

DOB + 25 years unless subject to legal action

UCM courses – examination results

Name, UPN, Examination results for courses undertaken at UCM

EEA

Carried out in the public interest / exercise of official authority vested in the controller

DOB + 25 years

DHSC – to receive information about HPV

Girls name, DOB, contact data

IOM

Carried out in the public interest / exercise of official authority vested in the controller.

Vital interests of the data subject

August after information sent.

DHSC

Dental survey

IOM

Consent

August after the information supplied

DHSC – Community nurses

Name, DOB, contact details, attendance data.

IOM

Consent

August after reaching 16

DHSC - CAMHS

Name, DOB, contact details, attendance data

IOM

Consent

DOB + 25 years

DHSC – Child protection cases

Name, DOB, contact details, attendance data, pupil record, incident and accident reports, communications between school and parent.

IOM

Vital interests of the data subject

Deleted one year after coming off child protection.

Youth Justice

Names, addresses, attendance, timetable

IOM

Legal

As determined by legal proceedings.

Motiv8 (Alcohol Advisory Service)

Name, DOB, contact details, attendance data

EEA

Consent

August after reaching 16 or until consent withdrawn.

Examination Boards

Name, DOB, Subject information, Examination results

EEA

Carried out in the public interest / exercise of official authority vested in the controller.

DOB + 25 years (to be confirmed by exam boards)

Truancy Call

Name, contact details – mobile phone number

EEA

Carried out in the public interest / exercise of official authority vested in the controller

For no longer than is necessary (– to be updated)

Parentpay

Names, Contact details.

EEA

Carried out in the public interest / exercise of official authority vested in the controller

Until account closed by parent.

References

Name, contact details, attainment, effort, exam results, comments as requested

IOM

Consent.

DOB + 25 years

Examination Results

Name, number of examinations A*-G, or particular achievements

N/A

Consent

DOB + 25 years

Textivate.com

https://www.textivate.com/

Thisislanguage.com

https://www.thisislanguage.com/privacy.php

Linguascope.com.

https://www.linguascope.com/info/privacypolicy.htm

myMaths

https://www.mymaths.co.uk/privacy.html

GCSE pod

https://www.gcsepod.com/data-protection-policy/

SumDog

http://www.sumdog.com/en/Privacy_Policy/

Mypeexam

http://www.mypeexam.org/terms-conditions/

Kahoot

https://kahoot.com/privacy-policy/

Google drive

https://www.google.com/policies/privacy/

Google docs

https://www.google.com/policies/privacy/

Goole slides

https://www.google.com/policies/privacy/

Google sheets

https://www.google.com/policies/privacy/

Google mail

https://www.google.com/policies/privacy/

QR reader

http://tapmedia.co.uk/privacy.htm

Socratvie

https://www.qr-code-generator.com/company/privacy-policy/

Book creator

https://bookcreator.com/privacy-policy/

Inspiration

http://www.inspiration.com/privacy-policy

4 pics 1 word

http://4p1w-images.lotum.de/4pics1word/privacy-policy.html

Tiny spy

http://www.histudiogames.com/privacy/

Guess the code

http://www.optimesoftware.com/privacy

tanZen

http://www.littlewhitebearstudios.com/privacy.html

flow free

http://www.bigduckgames.com/privacy

Dragon dictation

https://www.nuance.com/about-us/company-policies/privacy-policies.html

Cursive practice

http://brainstop.tistory.com/10

Expeditions

https://www.google.com/intl/en/policies/privacy/

Clips

https://www.apple.com/lae/privacy/

IMLS

https://home.microlib.co.uk/privacy.html

Sudoku

http://s3.amazonaws.com/fa-privacy-policy/privacy-policy.html

Pod cast

https://www.apple.com/privacy/

Popplet lite

http://popplet.com/privacy/

Keynote

https://www.apple.com/lae/privacy/

HP reveal

http://www8.hp.com/us/en/privacy/privacy.html

Explain every

https://drive.explaineverything.com/discover/policy

Storyboardthat

https://www.storyboardthat.com/about/privacy

typingclub

https://www.typingclub.com/privacy.html

Vocabulary.com

https://www.vocabulary.com/privacy/

yacapaca

http://wiki.yacapaca.com/index.php?title=PrivacyPolicy

canva

https://about.canva.com/privacy-policy/

Quizlet

https://quizlet.com/privacy

Kahoot

https://kahoot.com/privacy-policy/

Soundtrap

https://www.soundtrap.com/legal/privacy_world

Information obtained or disclosed by third parties will not be used for any other purpose other than supporting the delivery of teaching and learning through to achieving examination results.

Failure to provide information may impact on support in school, the quality of teaching and learning and in achievement in examinations.

Protecting your information

Ramsey Grammar School will:

  • keep your information safe and secure in compliance;
  • only use and disclose your information as detailed above, where necessary
  • Retain the information for no longer than is necessary and your information will be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).

Transfer of Information outside the EEA

Apps and services that are used in school may require data to be stored on servers outside of the EEA. Information sent to these will be limited and are as detailed above.

More Information

You can find out more information including:

  • Looking at the Isle of Man Government Privacy Policy here https://www.gov.im/about-this-site/terms-and-conditions/privacy-policy/ [Accessed 16/1/18]
  • Contacting our Data Protection Officer who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im
  • Asking to see your information or making a complaint if you feel that your information is not being handled by contacting the Headteacher as Data Controller for Ramsey Grammar School.
  • Making a subject access request which is a request for all of the personal data we hold about you.
  • Obtaining this information in large print, braille, or in an alternative language.

Your rights

You have a right to access your personal data to ensure that it is accurate, and to request that it is rectified, blocked, erased or destroyed if it is inaccurate.

To make any request relating to your data held by us, please contact the Data Protection Officer for the Department of Education, Sport and Culture who is: Andrew Shipley, DPO. Hamilton House, Peel Road. Douglas. IM1 5EZ. Tel 685828. Email DPO-DESC@gov.im

If you are not satisfied with the response you receive, you may also complain to the Information Commissioner, whose details can be found on www.inforights.im, or the relevant supervisory authority. You may have a right to other remedies.

Ramsey Grammar School Retention Periods:

Document Type

Retention Periods

[Time period with confirmation of date this time period runs from/to]

Pupil record (unless there are particular circumstances such as legal action requiring a different retention period)

DOB + 25 years

Staff administration

Termination of employment + 12 months.

Child protection files (unless there are particular circumstances such as legal action requiring a different retention period)

DOB + 25 years

Teaching and learning record

DOB + 25 years

ITSLEARNING

Date of leaving school + 12 months

Google domain

Date of leaving school + 12 months



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