Griffin Teaching complies with the 1998 Data Protection Act and this policy describes our procedures for ensuring that personal information about students is processed fairly and lawfully.
What personal date do we hold?
To ensure your child’s health and safety, we need to hold personal information about him/her. This personal data may include (depending on whether your child is in one of our venue-based clubs or working remotely):
- Personal details such as their age, address, telephone numbers, present school and your general medical practitioner.
- Information about their education that we have provided or propose to provide and costs.
- Notes of communications we may have had with you about their education/background, for which a record needs to be kept.
- Records of consent for medical care when we are in loco parentis.
- Correspondence with our own members of staff relating to your child.
Why do we hold information about you and your child?
We need to keep comprehensive and accurate personal data about our students in order to provide them with safe and appropriate care. We also need to process personal data about your child in order to provide the best education we can for him/her.
How we process the data
We will process personal data that we hold about you in the following way:
We will retain your information while your child is attending our clubs and for 8 months after they cease to be a club member so that we can communicate with you fully throughout the secondary transfer process.
Security of information
Personal data about you is held in the company’s computer system and is also stored within the back-end administration area of our website. The information is not accessible to the public; only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely.
Disclosure of information
We do not disclose any of your information to anyone outside our team of staff members.
If required by law or a court order, personal data may have to be disclosed to a third party. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.
Where possible you will be informed of these requests before disclosure.
You have the right of access to the data that we hold about you and to receive a copy. Access may be obtained by making a request in writing. We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.
If you do not agree
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with one of our team. You have the right to object, but this may affect our ability to offer your child a place in one of our clubs.