Brighton Hill Community School

7. Data Protection

Information & Policies

Published on - 11-02-2015

Brighton Hill Community School collects and uses personal information (referred to in the Data Protection Act as personal data) about staff, pupils, parents and other individuals who come into contact with the school. This information is gathered in order to enable the provision of education and other associated functions. In addition, the school may be required by law to collect, use and share certain information.

The school is registered as a Data Controller, with the Information Commissioner’s Office (ICO). Details are available on the ICO website.

The school issues a Privacy Notice to all pupils/parents, this summarises the information held on pupils, why it is held and the other organisations to whom it may be passed on to.

This policy sets out how the school deals with personal information correctly and securely and in accordance with the Data Protection Act 1998, and other related legislation.

This policy applies to all personal information however it is collected, used, recorded and stored and whether it is held on paper or electronically.

All school staff and governors involved with the collection, use, processing or disclosure of personal data will be aware of their duties and responsibilities and will adhere to this policy.

What is Personal Information/ data?
Personal information or data is information which relates to a living individual who can be identified from that data, or from that data in addition to other information available to them.  Personal data includes (but is not limited to) an individual’s, name, address, date of birth, photograph, bank details and other information that identifies them.

Data Protection Principles
The Data Protection Act 1998 establishes eight principles that must be adhered to at all times:

  1. Personal data shall be processed fairly and lawfully;
  2. Personal data shall be obtained only for one or more specified and lawful purposes;
  3. Personal data shall be adequate, relevant and not excessive;
  4. Personal data shall be accurate and where necessary, kept up to date;
  5. Personal data processed for any purpose shall not be kept for longer than is necessary for that purpose or those purposes;
  6. Personal data shall be processed in accordance with the rights of data subjects under the Data        Protection Act 1998;
  7. Personal data shall be kept secure i.e. protected by an appropriate degree of security;
  8. Personal data shall not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of data protection.

The school is committed to maintaining the above principles at all times. Therefore the school will:

Subject Access Rights (SARs)
Individuals have a right to access any personal data relating to them which are held by the school.   Any individual wishing to exercise this right should apply in writing to their Head of House.
Any member of staff receiving a SAR should forward this to the Head of House.  The school reserves the right to charge a fee for data subject access requests (currently £25).  

There are some CCTV systems operating within Brighton Hill Community School for the purpose of protecting school members and property.    Brighton Hill Community School will only process any personal data obtained by the CCTV system in a manner which ensures compliance with the legislation.

Complaints will be dealt with in accordance with the school’s complaints policy. Complaints relating to the handling of personal information may be referred to the Information Commissioner who can be contacted at Wycliffe House, Water Lane Wilmslow Cheshire SK9 5AF or at
This policy will be reviewed as it is deemed appropriate, but no less frequently than every 2years. The policy review will be undertaken by the Headteacher, or nominated representative.

If you have any enquires in relation to this policy, please contact The School Data Manager who will also act as the contact point for any subject access requests.

Last Ratified:  March 2015
Next review : March 2017


Privacy Notice - Data Protection Act 1998

We Brighton Hill Community School are the data controller for the purposes of the Data Protection Act. We collect information from you and may receive information about you from your previous school, Hampshire County Council and the Learning Records Service. We hold this personal data and use it to:

This information includes your contact details, national curriculum assessment results, attendance information , modes of travel and personal characteristics such as your ethnic group, any special educational needs and relevant medical information. If you are enrolling for post 14 qualifications we will be provided with your unique learner number (ULN) by the Learning Records Service and may also obtain from them details of any learning or qualifications you have undertaken.

We will not give information about you to anyone outside the school without your consent unless the law allows us to. We follow the Hampshire Children’s Trust policy on Information Sharing & Confidentiality which can be viewed at

We are required by law to pass some information about you to the Local Authority and the Department for Education (DfE).

If you want to see a copy of the information about you that we hold and/or share, please contact your Head of House.

If you require more information about how the Local Authority (LA) and/or DfE store and use your information, then please go to the following websites:

For Hampshire County Council:
For the DfE:
If you are unable to access these websites we can send you a copy of this information. Please contact the LA or DfE as follows:

Colin Payne
Data & Information Manager
Children’s Services
Elizabeth II Court (East)
The Castle
SO23 8UQ
Telephone: 01962 845700

Public Communications Unit
Department for Education
Sanctuary Buildings
Great Smith Street
Telephone: 0370 000 2288

Once you are aged 13 or over, we are required by law to pass on certain information to the providers of youth support services in your area. This is the local authority support service for young people aged 13 to 19 in England. We must provide the name and address of you and your parents (and your date of birth) and any further information relevant to the support services' role.

However, until you are aged 16 or older, your parent(s) can ask that no information beyond your name, address and date of birth (and their name and address) be passed on to the youth services provider. This right transfers to you on your 16th birthday. Please inform your tutor if you or your parents wish to opt-out of this arrangement.

For more information about young peoples’ services, please go to the Directgov Young People page at For more information about the Integrated Youth Teams in Hampshire please go to .”


Last Ratified: March 2015

Review: March 2017