Privacy Policy

NHP Privacy Notice

Notting Hill Preparatory School is committed to protecting the privacy and security of personal information. This privacy notice describes how we collect and use personal information about pupils, in accordance with the Data Protection Act 2018 (which is the UK’s implantation of the General Data Protection Regulation (GDPR), section 4 of the Education and Skills Act 2008, Education (Independent School Standards) Regulations 2014 and section 83 of the Children Act 1989.

Who Collects This Information

Notting Hill Preparatory School is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about pupils and parents.

The Categories of Information That We Collect, Process, Hold and Share

We may collect, store and use the following categories of personal information about you: –

Personal information such as name, pupil number, date of birth, gender and contact information;
Emergency contact and family lifestyle information such as names, relationship, phone numbers and email addresses;
Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility);
Attendance details (such as sessions attended, number of absences and reasons for absence);
Financial details;
Performance and assessment information;
Behavioural information (including sanctions);
Special educational needs information;
Relevant medical information;
Special categories of personal data (including ethnicity, relevant medical information and special educational needs information);
Images of pupils engaging in school activities (in accordance with photo consent, and images captured by the School’s CCTV system);
Information about the use of our IT, communications and other systems, and other monitoring information;

Collecting This Information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the DPA 2018, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

How We Use Your Personal Information

We hold data and use it for: –

Pupil selection (and to confirm the identity of prospective pupils and their parents);
Providing education services and extra-curricular activities to pupils, and monitoring pupils’ progress and educational needs;
Assessing performance and to set targets for schools;
Safeguarding pupils’ welfare and providing appropriate pastoral (and where necessary medical) care;
Support teaching and learning;
Giving and receiving information and references about past, current and prospective pupils, and to provide references to potential employers of past pupils;
Managing internal policy and procedure;
Enabling pupils to take part in assessments, to publish the results of examinations and to record pupil achievements;
To carry out statistical analysis for diversity purposes;
Legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with legal obligations and duties of care;
Enabling relevant authorities to monitor the school’s performance and to intervene or assist with incidents as appropriate;
Monitoring use of the school’s ICT and communications systems in accordance with the school’s ICT policy and e-Safeguarding policy;
Making use of photographic images of pupils in school publications, on the school website and on social media channels;
To engage with and facilitate the mission of the NHP Foundation and Alumni Association;
Security purposes, including CCTV; and
Where otherwise reasonably necessary for the school’s purposes, including to obtain appropriate professional advice and insurance for the school.

The Lawful Basis on Which We Use This Information

We will only use your information when the law allows us to. Most commonly, we will use your information in the following circumstances: –

Consent: the individual has given clear consent to process their personal data for a specific purpose;
Contract: the processing is necessary for a contract with the individual;
Legal obligation: the processing is necessary to comply with the law (not including contractual obligations);
Vital interests: the processing is necessary to protect someone’s life.
Public task: the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law; and

We need all the categories of information in the list above primarily to allow us to comply with legal obligations. Please note that we may process information without knowledge or consent, where this is required or permitted by law.

Sharing Data

We may need to share your data with third parties where it is necessary. There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it’s the only way we can make sure you stay safe and healthy or we are legally required to do so.

We share information with: –

The Independent Schools Inspectorate (ISI), Ofsted, the Department for Education (DfE) – on a statutory basis under Education (Independent School Standards) Regulations 2014
Other Schools that pupils have attended/will attend;
NHS;
Welfare services (such as social services);
Law enforcement officials such as police, HMRC;
Local Authority Designated Officer (LADO);
Professional advisors such as lawyers and consultants;
Alumni Association, NHP Foundation and Parents’ Association;
Support services (including insurance, IT support, information security); and
The Local Authority.

Information will be provided to those agencies securely or anonymised where possible.

The recipient of the information will be bound by confidentiality obligations, we require them to respect the security of your data and to treat it in accordance with the law.

Why We Share This Information

We do not share information about our pupils with anyone without consent unless otherwise required by law.

Storing Pupil Data

The School keep information about pupils on secure computer systems and sometimes on paper. Except as required by law, the School only retains information about pupils for as long as necessary in accordance with timeframes imposed by law and our internal document retention policy.

If you require further information about our retention periods, please let the Head of Finance know, who can provide you with a copy of our policy.

Automated Decision Making

Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision making in limited circumstances.

Pupils will not be subject to automated decision-making, unless we have a lawful basis for doing so and we have notified you.

Security

We have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used or accessed in an unauthorised way).

Requesting Access to Your Personal Data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information contact the school’s Head of Finance.

You also have the right to: –

Object to processing of personal data that is likely to cause, or is causing, damage or distress;
Prevent processing for the purposes of direct marketing;
Object to decisions being taken by automated means;
In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
Claim compensation for damages caused by a breach of the data protection regulations.

If you want to exercise any of the above rights, please contact the school’s Head of Finance in writing.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to Withdraw Consent

In circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Head of Finance. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Contact

If you would like to discuss anything within this privacy notice or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the Head of Finance in the first instance.

We have appointed a data protection officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolved by the Head of Finance then you can contact the DPO on the details below: –

Data Protection Officer: Judicium Consulting Limited Address: 72 Cannon Street, London, EC4N 6AE Email: dataservices@judicium.com

Web: www.judiciumeducation.co.uk Lead Contact: Craig Stilwell

You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues at https://ico.org.uk/concerns.

Changes to This Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.

Who we are

Our website address is: https://www.nottinghillprep.com.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.