This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone
simon.barber@headstart-education.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Date of birth
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Photographs or video recordings
- Records of meetings and decisions
We also collect or use the following information to provide services and goods, including delivery:
- Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- At Inspire Education, our legitimate interest in collecting and using personal information is to provide a supportive, safe, and efficient learning environment tailored to each student’s needs. By understanding students’ academic, behavioral, and welfare information, we can offer appropriate educational and pastoral care, ensuring each individual has the best opportunity to succeed. Additionally, collecting relevant information about staff and parents helps us maintain a safe, organised, and well-coordinated school community. We carefully assess and minimise any risks associated with handling personal data. For example, we implement strict security measures to protect this information from unauthorised access and ensure it is only accessible to trained, qualified staff. The benefits of using this data—enabling students to achieve their educational potential in a safe environment—are substantial and vital to fulfilling our educational and safeguarding responsibilities. Our approach balances our operational needs with the privacy rights of individuals, ensuring that data is processed fairly, transparently, and respectfully, without compromising the rights of the students, parents, or staff involved.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from
- Directly from you
- CCTV footage or other recordings
- Health care providers
- Legal and judicial sector organisations
- Schools, colleges, universities or other education organisations
- Councils and other public sector organisations
How long we keep information
1. Student Records
Pupil’s Educational Record: Until the pupil turns 25 years old.
Attendance Registers: Retain for 3 years from the date they were created.
Special Educational Needs (SEN) Files: Keep until the child turns 25, particularly if they may be required for future references.
2. Safeguarding Records
Child Protection Information: Retain until the pupil’s 25th birthday. However, if a child has been involved in any serious incident, the record may need to be kept for longer.
Accident Reports (for pupils): Retain until the pupil reaches 25 years of age.
3. Staff Records
Personnel Files: Retain for 6 years after the employment ends, though some financial records or payroll data may have different retention periods.
Payroll and Tax Information: Retain for 6 years for tax audit purposes.
Accident Reports (for staff): Keep for at least 7 years after the incident, though longer retention might be necessary in some cases.
4. Governance and Administration Records
School Development Plans: Retain for 6 years.
Records of Governing Bodies: Key decisions and policy documents should be kept permanently.
Minutes of Meetings: Retain for a minimum of 6 years. Some may need to be archived for historical purposes.
5. Financial Records
Invoices and Statements: Retain for 6 years for audit and compliance purposes.
Budgets and Annual Accounts: Generally, these should be retained for 6 years after the financial year ends.
6. Health and Safety Records
Risk Assessments: Retain for at least 3 years after being superseded.
Accident Books and Incident Records: Retain for at least 3 years from the date of the last entry, or longer if children were involved (as per the safeguarding retention).
Who we share information with
Others we share personal information with
- Health care providers
- Organisations we need to share information with for safeguarding reasons
- Professional or legal advisors
- Relevant regulatory authorities
- External auditors or inspectors
- Professional consultants
- Organisations we’re legally obliged to share personal information with
- Emergency services
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
30 October 2024