Under data protection law, individuals have a right to be informed about how the Trust uses any personal data we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about:
• Parents and carers of children at our schools (see p4-5)
• Employees of the Trust (p6-7)
• Volunteers, including Trustees and local committee members (p8-9)
• Job Applicants (p10)
A separate privacy notice is published for pupils at Astrea’s schools.
We, Astrea Academy Trust, are the ‘data controller’ for the purposes of data protection law. Our Data Protection Officer is Ann-Marie Jones (see ‘Contact us’ below).
While the majority of the information we collect from you is mandatory, there is some information that you can choose whether or not 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.
Our legal basis for using this data
We only collect and use individuals’ personal data when the law allows us to. Most commonly, we process it where:
• We need to comply with a legal obligation
• We need it to perform an official task in the public interest
Less commonly, we may also process personal data in situations where:
• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)
Where we have obtained consent to use personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using personal data overlap and there may be several grounds which justify our use of this data.
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Use of your personal information for marketing purposes
Where you have given us consent to do so, the trust may send you marketing information by e-mail or text promoting trust, events, campaigns, charitable causes or services that may be of interest to you. You can "opt out" of receiving these texts and/or e-mails at any time by clicking on the "Unsubscribe" link at the bottom of any such communication, or by contacting our Data Protection Officer.
How to access personal information we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.
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 the 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 our Data Protection Officer.
Parents/carers can access to their child’s educational record on request. To request access, please contact the Academy Principal.
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 by 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 our Data Protection Officer.
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 our Data Protection Officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
1. Report a concern online at https://ico.org.uk/concerns/
2. Call 0303 123 1113; or
3. Write to:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire. SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:
c/o Astrea Academy Trust, The Hub, Hartley Brook Road, Sheffield, S5 0JF
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