Privacy Policy

1. Introduction We respect your privacy and understand that privacy is important to you and that you care about how information about you is used, so this privacy policy sets out details about what data we collect and how we use it within Woodard Academies Trust including at our Academies. When we process your personal data, we will always do so in accordance with the UK’s data protection laws which includes the General Data Protection Regulation (GDPR). 2. About Woodard Academy Trust We are an education charity formed in 2007 to deliver an academy programme on behalf of Woodard Schools. We currently sponsor six academies across the UK: • Sir Robert Woodard Academy, West Sussex • The Littlehampton Academy, West Sussex • St Augustine Academy, Kent • St Peter’s Academy, Stoke-on-Trent • Kings Priory School, Tynemouth • Polam Hall School, Darlington Our registered address is: Woodard Academies Trust, © Woodard Academies Trust 2024 1 Adam Street, London, WC2N 6LE Our Data Protection Officer is Mark Gracey who can be contacted via email: mark.gracey@woodard.co.uk or via our registered address, above. 3. How to contact us If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact the Trust’s Data Protection Officer using the contact details above. 4. Visitors to our website Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it. 4.1 Use of cookies Our website and those of our Academies make use of cookies whilst you are browsing them. Details of the cookies we use on these sites can be found in our cookie policy, which can be found here: http://www.woodardacademies.co.uk/17/cookie-usage 4.2 Online forms If you fill out one of our website forms (e.g. our Enquiry Form) a notification email is sent to the relevant team within our Trust or at the Academy. No copy of the data you submit is stored, other than within our email program for as long as it is relevant for us to do so, depending on the nature of your enquiry. However, you should note that as our sites do not use SSL (https) the data you submit using the contact form will not be encrypted once you press the “Submit” button. 4.3 Hosting The Trust and our Academy websites are hosted on servers with the EU. We only use reputable companies to host and manage our websites. 5. Parents’ and pupils’ data If you are a pupil at one of our Academies or a parent, guardian or carer of a pupil at one of our Academies we will collect the data required for us to provide the best education for the pupil, so it should be obvious to you why we need this information. However, we have a separate privacy statement for pupils and parents which can be provided to you via your Academy. 6. Employees and recruitment data If you are an employee or apply to work for the Trust or one of our Academies, we will only collect the relevant information needed to either perform our duties as an employer or as part of the recruitment process. All our employees have received a separate privacy statement relating to their data. And, we provide a separate privacy statement to anyone who completes one of our application forms when applying to work for us. © Woodard Academies Trust 2024 7. Marketing and other communications As a Trust we do not run any marketing lists so are not collecting data for such purposes. Our Academies may contact parents or guardians about Academy activities, events and during the course of a pupil’s attendance at the Academy, but unless notified otherwise will not generally maintain marketing lists or actively carry out marketing activities. 7.1 People who call our offices or Academies If you call the Trust or one of our Academies, generally we will not record specific details about the conversation unless further action is required. If a parent or guardian calls an Academy about a pupil then notes about the conversation may be added to our pupil record system, which maintains our pupil records. Unless we tell you otherwise, the Academy will keep this information for as long as the pupil attends the school. If the pupil leaves to go to another school the information will may be passed to your new school, otherwise it will keep with the pupil record, until the pupil is 25 after which we will destroy it, unless the law requires us to the keep the information for longer. 8. People who contact us via email Any emails we receive are stored via our email provider’s platform and are accessible on our computers via our email client which uses a local copy of the emails (as well as them being available via an online web application). Access to them is protected via device and email-service passwords. We will only keep emails within our email system for as long as it is lawful for us to do so. 9. Retention Unless stated elsewhere in this document or communicated to you in other ways, we only store the data necessary to provide the services we provide. We will keep this data for as long as it is lawful for us to do so. 10. Third party processors Across the Trust we make use of a number of third-parties who either directly process our data for us or provide services that we use to process the data ourselves. In all cases, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements. We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. 11. Your rights Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/ © Woodard Academies Trust 2024 11.1 Complaints If you want to make a compliant about the way we are processing your data you can contact us, using the contact details above. You also have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/ 11.2 Withdrawal of consent, restricting processing or objecting to processing Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time, using the contact details above. If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please contact us using the details above, with your concerns. 11.3 Keeping your data up to date It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify the information we hold, but if you wish to update any information we hold about you, please contact us using the contact details above. 11.4 Erasure of your data (the “right to be forgotten”) Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any lawful reasons for continuing to process your data) we will erase it from our systems. If you wish to exercise your right to be forgotten, please contact our Data Protection Officer. 11.5 Portability Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service data (where we store them). Under some circumstances you may be able to access your data in this way. Please contact us, using the contact details above, to find out how we can provide this information to you. 11.6 Access to your data (“subject access request”) You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request. To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses above. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting. 12. Disclosure of information We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so. 13. More information For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk © Woodard Academies Trust 2024 14. Changes to our privacy notice We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available from your local HR team.