Privacy Notice


The Good Shepherd Multi Academy Trust is the ‘data controller’ and is registered with the ICO. A copy of our full Data Protection policy is available on request, please contact dataprotectionofficer@thegoodshepherdmat.co.uk

You have a legal right to be informed about how The Good Shepherd Multi Academy Trust as the ‘data controller’ uses any personal information that we hold about you. To comply with this, we have developed this ‘privacy notice’ to explain how we collect, store and use the personal data we hold about you.

This policy will be updated from time to time. You should check this page periodically to ensure you are kept up to date.

What we collect

We collect the following information your child attends one of our schools or if you volunteer or work within the Trust:

If you or your child attends:

  • Personal information & contact details – e.g. names and addresses
  • Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
  • Attendance information
  • Assessment information
  • Relevant medical information
  • Information relating to SEND
  • Behavioural information
  • Photographs/Video

If you work or volunteer:

  • Personal information & contact details – e.g. names and addresses
  • Date of birth, marital status and gender
  • Next of kin and emergency contact numbers
  • Salary, annual leave, pension and benefits information
  • Bank account details, payroll records, National Insurance number and tax status information
  • Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process
  • Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
  • Performance information
  • Outcomes of any disciplinary and/or grievance procedures
  • Absence data
  • Copy of identification documents, such as driving licence, passport, or utility bill
  • Data about your use of the Trust’s information and communications system

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):

  • Race, ethnicity, religious beliefs, sexual orientation and political opinions
  • Trade union membership
  • Criminal data, provided as part of our recruitment process application
  • Health, including any medical conditions, and sickness records

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Enable the efficient and effective management of the Trust and its schools
  • Facilitate our safeguarding obligations towards students including safer recruitment
  • Enable you to be paid
  • Support effective performance management
  • Inform our recruitment and retention policies
  • Allow better financial modelling and planning
  • Enable ethnicity and disability monitoring
  • Assess the quality of our services
  • support and further pupil learning including providing access to applications and online services
  • monitor and report on pupil progress
  • provide appropriate pastoral care and look after pupil wellbeing
  • get in touch with you when we need to
  • track how well the trust or academy as a whole is performing
  • assess the quality of our service
  • comply with the law regarding data sharing

Our Legal Basis for using this Data

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

  • We need to comply with the law
  • We need to use it to carry out a task in the public interest (in order to provide you with an education)
  • We need to use it to carry out a contract

Sometimes, we may also use your personal information where:

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

Where we have got permission to use your data, consent may be withdrawn at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent. Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.

Change of Purpose

We will only use your personal information for the purposes for which we collected it, unless we need to use it for another reason and that reason is similar with the original purpose or where it is required or permitted by law. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain what we want to use if for and the legal basis which allows us to do so.

Collecting this Information

Whilst the majority of the personal data you provide is mandatory, some is provided on a voluntary basis. When collecting data, you will be informed whether you are required to provide this data or if your consent is needed. Where consent is required, you will be provided with specific and explicit information with regards to the reason the data is being collected and how the data will be used.

How we store this Information

We keep all personal information in line with our Records Management Policy.

The personal information about pupils and their families is kept while they are students at one of our academies. We may also keep it after they have left, where we are required to by law.

For staff we create and maintain a file of their individual information. Information about volunteers, LGB members and directors is maintained on the Single Central Record. The information contained in the employee file /SCR is kept secure and is only used for purposes directly relevant to your employment/ volunteer role. Once your employment/ volunteer role with us has ended, we will retain the information for a specified period of time and then delete it in accordance with our Records Management Policy.

Data Sharing

We do not share your personal information with anyone outside the Trust without permission, unless the law and our policies allow us to do so and it complies with data protection regulation, enabling us to fulfil our educational obligations

Your Rights

You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, as long as we judge that you can properly understand your rights and what they mean. If you make a request and we do hold information about you, we will:

  • Give you a description of it
  • Tell you why we are holding and using it, and how long we will keep it for
  • Explain where we got it from, if not from you or your parents
  • Tell you who it has been, or will be, shared with
  • Let you know if we are using your data to make any automated decisions (decisions being taken solely by a computer or machine, rather than by a person)
  • Give you a copy of the information

You may also ask us to send your personal information to another organisation electronically in certain circumstances.

You have other rights over how your personal data is used and kept safe, including the right to:

  • Say that you don’t want it to be used if this would cause, or is causing, harm or distress
  • Stop it being used to send you marketing materials
  • Say that you don’t want it used to make automated decisions (decisions made solely by a computer or machine)
  • Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it

Online Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Contact us

 If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concerns about the way we handle your information, or if you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact the Data Protection Officer at:

 dataprotectionofficer@thegoodshepherdmat.co.uk

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