Privacy Notice for Pupils

(how we use pupil information)

1. What is a privacy notice?
A Privacy Notice is a statement by The Three Hierarchs Greek School, Leeds to pupils and parents that describes how we collect, use, retain and disclose personal information which we hold. 

This Privacy Notice is relevant to pupils of The Three Hierarchs Greek School, Leeds and their parents . 

2. Why issue a privacy notice? 
This privacy notice is part of our commitment to ensure that we process your pupil information/data fairly, lawfully and in a transparent manner. This notice also explains your rights in relation to the use of your personal information.

3. Legal basis for processing data 

Under the General Data Protection Regulation (GDPR) 2018, the legal basis for processing personal data is:

Article 6(1)(b) “processing is necessary for the purposes of the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”

In addition, concerning any special category data:

Article 9 (2) (d) ‘Processing is carried out in the course of its legitimate activities with appropriate safeguards by a non-for-profit body with a religious aim and on condition that the processing relates solely to the members or to former members of this body or to persons who have regular contact with it in connection to its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects’.

4. What types of personal data do we process? 

• personal identifiers and contacts (such as name, contact details and address)
• characteristics (such as ethnicity, religion, language)
• safeguarding information (such as court orders and professional involvement)
• special educational needs
• medical and administration (such as child health, allergies, medication and dietary requirements)
• attendance (such as sessions attended, number of absences, absence reasons)
• assessment, attainment and reports
• behavioural information (such as exclusions and any relevant alternative provision put in place)

We may use a variety of means, including questionnaires, forms, direct questioning, requests from third parties. Information may be collected by telephone, face-to-face, paper or electronic means.

5. What is the purpose of processing pupil information? 
We collect and use pupil information for the following purposes:

• to support pupil learning 
• to monitor and report on pupil attainment progress 
• to provide appropriate pastoral care 
• to assess the quality of our services
• to keep children safe (food allergies, or emergency contact details) 
• to meet the statutory duties placed upon us by relevant government departments and authorities such as HMRC, Department for Education, Local Councils and Police.
• to obtain funding from the Greek and Cypriot Education Authorities
• to obtain funding from other charity supporting organisations 

6. Security of Information

This information is used by limited staff/committee members in the course of their duty for legitimate reasons. It is not processed, transmitted or stored outside of the EU. Personal information is never collected or sold for direct marketing purposes.

Our staff/committee members are trained to handle your information correctly and protect pupil confidentiality and privacy. 

We take our duty to protect personal information and confidentiality very seriously.  We are committed to complying with relevant legislation and to take all reasonable measures to ensure the confidentiality and security of the personal data for which we are responsible. 

7. Sharing your information

We do not share information about our pupils with anyone without consent unless the law or our policies allows us to do so. Data with never be shared for the purposes of direct marketing.

We routinely share pupil information with:

The Greek and Cyprus Education Authorities for the purpose of obtaining funding.

Where disclosure of personal data is necessary for the above reasons, this will always be assessed on a case-by-case basis, using the minimum information necessary for the specific purpose and circumstances and with the appropriate security controls in place.

8. Your rights

The General Data Protection Regulation (GDPR) and The Data Protection Act (DPA) 2018 gives individuals a number of rights with regard to their personal data: 

• a right of access to a copy of personal data;
• a right to object to processing that is likely to cause or is causing damage or distress;
• a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
• a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
• the right to seek redress, either through the ICO, or through the courts

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

The Secretary

Greek Orthodox Community of Leeds and Surrounding Districts

57 Harehills Avenue, Leeds, LS8 4EU

Email: secretary@greekorthodoxcommunityleeds.org.uk