GDPR/Data Protection Notice
A notice informing parents about how the school collects, processes, and stores personal data under GDPR, including their rights and how to exercise them.
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Greenwood International School GDPR/DATA PROTECTION NOTICE Date: 2026-09-01 Data Protection Officer: [dpo_name] Email: [dpo_email] ICO Registration: [ico_registration] ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ DATA WE COLLECT We collect and process the following personal data: • Student: Name, date of birth, address, medical information, SEN details, photographs • Parent/Guardian: Name, contact details, relationship to student, employment details • Staff: Name, qualifications, employment history, DBS checks, references • Other: CCTV footage, attendance records, academic records, correspondence ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ LAWFUL BASIS FOR PROCESSING We process your data under the following lawful bases: • Public task: Education provision (Article 6(1)(e) UK GDPR) • Legal obligation: Attendance reporting, safeguarding duties • Consent: Photographs, marketing materials • Vital interests: Medical emergencies • Legitimate interests: School improvement, safety ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ DATA SHARING We share personal data with: • Local Authority: Attendance, SEN, safeguarding • Department for Education: Census data, exam results • Health services: Where required for student welfare • External exam boards: Exam registrations • IT service providers: Under data processing agreements • Emergency services: Where required We never sell personal data to third parties. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ YOUR RIGHTS Under UK GDPR, you have the right to: • Access: Request a copy of the data we hold • Rectification: Correct inaccurate data • Erasure: Request deletion (where legally permissible) • Restrict processing: Limit how we use your data • Object: Object to processing based on legitimate interests • Data portability: Receive your data in a portable format To exercise any right, contact [dpo_name] at [dpo_email]. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ For questions or concerns about data protection, contact [dpo_name] at [dpo_email]. If you are not satisfied with our response, you may complain to the Information Commissioner's Office (ICO) at ico.org.uk. Greenwood International School
About This Template
Explains what pupil data the school holds, why, for how long and how families exercise their rights — data protection obligations explained in plain English (GDPR).
Everything runs in your browser — your school details are sent only when you choose Send. Export the finished document as an A4 or Letter PDF.
Topics this template covers: GDPR · data protection · privacy notice · personal data
How to Use This Template
Enter Data Protection Officer, DPO Email and ICO Registration Number so families can escalate to the regulator if needed. List Data We Collect by category (admissions, medical, safeguarding, CCTV) and Lawful Basis for Processing per category — consent, contract, legal obligation, legitimate interests.
Complete Data Sharing with recipients (LA, exam boards, health services) and Your Rights in plain English (access, rectification, erasure, complaint). Date the notice, review it annually, and publish the version alongside your cookie and privacy pages so the whole disclosure set stays consistent.
When to Use This Template
Rolling out a new policy
Draft the expectations and consequences, set an effective date, and send the same formatted document to staff and parents so nobody is working from an older version.
Annual policy review
Pull the last version, update the review date and any changed wording, and reissue with a visible revision trail.
Collecting staff acknowledgment
Issue the policy with a signature or acknowledgment section so every member of staff confirms they have read and understood the current version before the effective date.
Frequently Asked Questions
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