Dean Hole C of E

Primary School


Privacy notice


Dean Hole Church of England Primary respects you and your child's privacy when you use the Organisation's services and is committed complying with privacy legislation.


The information below is what is referred to as a 'Privacy Notice' which explain how the Organisation uses and protects your personal information.


Dean Hole Church of England Primary has a Data Protection Officer whose role it is to ensure that any personal information processed by the Organisation is processed fairly and lawfully (respecting your rights and ensuring we follow the law). If you have any concerns or questions regarding how we look after your personal information, please contact the Data Protection Officer on 01636 636219 or email


Why we use personal information

We may need to use some information about you to:


  • deliver services and support to you;
  • manage those services;
  • train and manage the employment of our workers who deliver those services;
  • help investigate any worries or complaints you have about your services;
  • keep track of spending on services;
  • check the quality of services; and
  • to help with research and planning of new services.


What are our legal reasons for processing personal information?

There are a number of legal reasons why we need to collect and use personal data. Each privacy notice from the menu on the left explains for each service which legal reason is being used. Generally we collect and use personal information in the following circumstances:


  • Where you, or your legal representative, have given consent
  • Where you have entered into a contract with us
  • Where it is necessary to perform our statutory duties
  • Where it is necessary to protect someone in an emergency
  • Where it is required by law
  • Where it is necessary for employment purposes
  • Where you have made your data publicly available
  • Where it is necessary to establish, exercise or defend a legal claim
  • Where it is in the substantial public interest
  • Where it is necessary to protect public health
  • Where it is necessary for archiving public interest material, research, or statistical purposes


Where we are using your consent to process your personal data, you have the right to withdraw that consent at any time. If you wish to withdraw your consent, please contact so that your request can be dealt with.

Personal Information


What is Personal Information?

Personal information is often records that can identify and relate to a living person. This

can also include information that when put together with other information can then identify

a person.


What are Special Categories of Information?

This is personal information that needs more protection due to its sensitivity. This

information is likely to include:

 sexuality and sexual health

 religious or philosophical beliefs

 ethnicity

 physical or mental health

 trade union membership

 political opinion

 genetic/biometric data


How we limit the use of personal information

Where necessary Dean Hole Primary School processes personal data to deliver our services

effectively; but wherever possible, the data that we process will be anonymised,

pseudonymised or de-personalised. This means the information can no longer identify a


When using personal data for research purposes, the data will be

anonymised/pseudonymised to avoid the identification of a person, unless you have

agreed that your personal information can be used for the research project.

We do not sell personal data to any other organisation for the purposes of selling


The law provides you with a number of rights to control the processing of your personal


Your Privacy Rights


Restricting what your information is used for


You have the right to ask us to restrict what we use your personal data for where one of

the following applies:


  •  You have identified inaccurate information, and have notified us of this
  •  Where using your information is unlawful, and you wish us to restrict rather than

             erase the information

  •  Where you have objected to us using the information, and the legal reason for us

              using your information has not yet been provided to you


When information is restricted it cannot be used other than to securely store the data, and

with your consent, to handle legal claims, protect others, or where it is for important public

interests of the UK.


Where restriction of use has been granted, we will inform you before the use of your

personal information is resumed.


You have the right to request that the Organisation stop using your personal information

for some services. However, if this request is approved this may cause delays or prevent

us delivering a service to you. Where possible we will seek to comply with your request,

but we may need to hold or use information in connection with one or more of the

Organisation’s legal functions.


Computer based decisions about you and if you are ‘profiled’


You have the right to object about decisions being made about you by automated means

(by a computer and not a human being), unless it is required for any contract you have

entered into, required by law, or you have consented to it. You also have the right to object

if you are being ‘profiled’. Profiling is where decisions are made about you based on

certain things in your personal information. If and when the Organisation uses your

personal information to profile you, you will be informed.


If you have concerns regarding automated decision making, or profiling, please contact the

Data Protection Officer who will be able to advise you about how your information is being


Sharing your information


Sharing Personal Information


We use a range of companies and partners to either store personal information or to

manage it for us. Where we have these arrangements there is always a contract,

memorandum of understanding or information sharing protocol in place to ensure that the

organisation complies with data protection law. We complete privacy impact assessments

before we share personal information to ensure their compliance with the law.

Sometimes we have a legal duty to provide information about people to other

organisations, e.g. Child Protection concerns or Court Orders.


We may also share your personal information when we feel there is a good reason that is

more important than protecting your confidentiality. This does not happen often, but we

may share your information:

  •  For the find and stop crime or fraud; or
  •  if there are serious risks to the public, our staff or to other professionals; or

          to protect a child.


The law does not allow us to share your information without your permission, unless there

is proof that someone is at risk or it is required by law.


This risk must be serious before we can go against your right to confidentiality. When we

are worried about physical safety or we feel that we need to take action to protect

someone from being harmed in other ways, we will discuss this with you and, if possible,

get your permission to tell others about your situation.


We may still share your information if we believe the risk to others is serious enough to do



There may also be rare occasions when the risk to others is so great that we need to

share information straight away. If this is the case, we will make sure that we record what

information we share and our reasons for doing so. We will let you know what we have

done and why as soon as or if we think it is safe to do so.

Protecting your information


Protecting your information


We will do what we can to make sure we hold personal records (on paper and

electronically) in a secure way, and we will only make them available to those who have a

right to see them. Our security includes:

  •  Encryption allows information to be hidden so that it cannot be read without special

             knowledge (such as a password). This is done with a secret code or cypher. The

             hidden information is said to be encrypted.

  •  Pseudonymisation allows us to hide parts of your personal information from view so

             only we can see it. This means that someone outside of ECC could work on your

             information for us without ever knowing it was yours.

  •  Controlling access to systems and networks allows us to stop people who are not

             allowed to view your personal information from getting access to it.

  •  Training for our staff allows us to make them aware of how to handle information

              and how and when to report when something goes wrong.

  •  Ways for us to access your information should something go wrong and our

             systems not work, including how we manage your information in event of an

             emergency or disaster.

  •  Regular testing of our technology and processes including keeping up to date on

             the latest security updates (commonly called patches).


View our policy on information security


If your information leaves the country


Sometimes, for example where we receive a request to transfer Organisation records to a

new Organisation, it is necessary to send that information outside of the UK. In such

circumstances additional protection will be applied to that data during its transfer, and

where the receiving country does not have an adequacy decision from the European

Commission, advice will be sought from the Information Commissioners Office prior to the

data being sent.


For each reason why we use your personal information there is often a legal reason for

why we need to keep it for a period of time. We try to capture all of these and detail them

in what’s called a ‘retention schedule’. This schedule lists for each service how long your

information may be kept for.


See the Retention Schedule on the GDPR page

Retention of Information


Our retention schedule lists how long your information may be kept for different purposes.  Please click here  



You can contact our Data Protection Officer at or call 01636 636219


For independent advice about data protection, privacy and data sharing issues, you can

contact the Information Commissioner’s Office (ICO) at:


Information Commissioner's Office

Wycliffe House

Water Lane


Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate


Alternatively, visit or email

Cookies and Website

Cookies & how you use this website


To make this website easier to use, we sometimes place small text files on your device (for example your iPad or laptop). These are known as ‘cookies’. Most big websites do this too.

 They improve things by:

  • remembering the things you’ve chosen, so you don’t have to keep re-entering them whenever you visit a new page
  • remembering information you’ve given (for example, your address) so you don’t need to keep entering it
  • measuring how you use the website so we can make sure it meets your needs.

By using our website, you agree that we can place these types of cookies on your device. 


We do not use cookies on this website that collect information about what other websites you visit (often referred to as privacy intrusive cookies).


Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these files as you wish.


To learn more about cookies and how to manage them, visit or watch a video about cookies.

Other people’s cookies

We sometimes use videos from YouTube and feeds from other websites such as Facebook and Twitter. These websites place cookies on your device when watching or viewing these pages.


Below are links to their cookie policies:

Turning off cookies

You can stop cookies being downloaded on to your computer or other device by selecting the appropriate settings on your browser. If you do this, however, you may not be able to use the full functionality of this website.

There is more information about how to delete or stop using cookies on If you wish, you can also opt out of being tracked by Google Analytics.


Further guidance on the use of personal information can be found at

Privacy Notice - employee records

Privacy Notice - Governors

Privacy Notice - Photos

Privacy Notice - Retention Schedule