Forster Park and Rangefield Schools

Privacy notice, visitors – Forster Park School

The categories of school workforce information that we collect, process, hold and share include:

Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

  • Name
  • Contact details
  • Information relating to your visit, e.g. your company or organisation name, arrival and departure time, car number plate
  • Photographs for identification purposes for the duration of your visit
  • CCTV images captured in school
  • Information about any access arrangements you may need
  • Information relating to safeguarding e.g. DBS checks
Why we collect and use this information

We use this data to:

  • Identify you and keep you safe while on the school site
  • Keep students and staff safe
  • Maintain accurate records of visits to the school
  • Provide appropriate access arrangements
The lawful basis on which we process this information

We only collect and use your personal data when the law allows us to. Most commonly, we process it where we need to comply with our legal obligation to keep our students and staff safe while on the school premises.

Less commonly, we may also process your personal data in situations where:

  • We need it to perform an official task in the public interest
  • We have obtained consent to use it in a certain way
  • We need to protect someone’s vital interests (save your life, or someone else’s)

Where we have obtained consent, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how to withdraw it.

Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify our use of your data.

Collecting this information

Some of the information we collect from you is mandatory, and in some cases you can choose whether or not to provide the information 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.

We will only collect the data that we need in order to fulfil our purposes, which are set out above.

Storing this information
  • We will keep your personal data while you are visiting our school.
  • We may also keep it beyond this, if necessary, to comply with our legal obligations.
  • Our record retention schedule sets out how long we keep information about visitors.
  • You can request a copy of our record retention schedule from our data protection officer whose contact details are at the end of this document.
  • We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
  • We will dispose of your personal data securely when we no longer need it.
Who we share this information with

We do not share information about visitors with any third party without consent unless the law and our policies allow us to do so.

Why we share school workforce information

We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.

Where it is legally required or necessary (and it complies with data protection law) we may share personal information about visitors with:

  • Our local authority – to meet our legal obligations to share certain information with it, such as where the visitor information is relevant to a safeguarding concern
  • The Department for Education
  • Educators and examining bodies
  • Ofsted
  • Central and local government
  • Our auditors
  • Survey and research organisations
  • Health authorities
  • Security organisations
  • Health and social welfare organisations
  • Professional advisers and consultants
  • Charities and voluntary organisations
  • Police forces, courts, tribunals
  • Professional bodies
  • The organisation/company you are representing

Your rights
How to access the 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.

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 a 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.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact:

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 purpose 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 have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like to discuss anything in this privacy notice, please contact: