St. Anselm’s School Association Privacy Notice

This Privacy Notice sets out how St. Anselm’s School Association collects, uses and protects the data you share with it.  We are committed to protecting the security of any information you provide in line with the General Data Protection Regulation and the Data Protection Act, 1998.

Relationship between St. Anselm’s School and the School Association

Personal Data supplied by you to St. Anselm’s School is separate to that supplied by you to the School Association.  Any text message that is sent out on behalf of the School Association via the school office uses data held by the school and the School Association does not have access to this data.

The types of data we collect

The School Association may collect personal data that you have chosen to share directly with us.  Personal data is information that identifies you as an individual and can include:

• your name
• your contact information (eg. telephone number)
• your child’s name, class and allergy information/medical condition
• evidence of qualifications (eg. First Aid)
• information about attendance at events, including ticket purchases

The lawful basis for using your data

The main purpose of the School Association is to fundraise for the school children of St. Anselm’s.  Therefore, on occasion, the School Association will contact parents/carers under a legitimate purpose (eg. Grand Draw tickets).

Most often the School Association will ask for your consent when handling your personal data.  In our correspondence with you we will ask you to consent for the School Association to collect, store and process your data for specific purposes and in specific ways.  The consent will cover a number of things, depending on the event or activity in question, but may include consent for/to:

• the School Association to contact you by phone or text
• your details to be stored in event attendance lists (eg. emergency contact for your child)
• your details to be stored in volunteer lists
• receive information about School Association meetings

You can withdraw your consent at any point. Please see below on how to contact us.

We may also process data to perform a contractual obligation with you as a supplier or sponsor.

Information that is essential to protect the vital interests of the person, for example regarding a life-threatening allergy or medical condition, may be required by the School Association for the purposes of running a specific event.  On these occasions we will ask for the necessary information and consent to hold this data.

What do we do with your information

Our main reason for using your personal data is to provide a range of social and fundraising events for families of St. Anselm’s School. Most of the data collected is provided directly by the individual concerned.  Any data we hold may be used for the purposes of:

• corresponding with you in response to an enquiry you have made to us
• supporting the organisation of School Association events and activities eg. sending out tickets, creating event attendee lists, safeguarding children
• facilitate safe recruitment of volunteers as part of our safeguarding obligations towards the children
• producing School Association merchandise for purchase
• gathering feedback to improve our events and activities
• making payments to you for a service or as a supplier

Sharing your data

Where we offer you the option of using a third-party website such as Easy Fundraising, you choose to share your data with them in line with their own data protection policies which can be viewed on their websites.  For School Association products that may be created by a third-party organisation such as Christmas cards, we will share with these organisations the minimum information required in line with our contractual obligations. We do not otherwise share your data with any other organisation, this also applies to any outside third parties that may provide their data to us with regards to our yearly Funday.  Where information is required to be shared with a third party (For example the estate agent boards used to advertise Funday) your specific consent will always be obtained prior to the event.

Personal data will be shared between School Association committee members where required for the purpose of running an event or activity (eg. rota, event attendance list) where you have expressed interest in being involved.

You have the right to request that any out of date, inaccurate or irrelevant information is erased or corrected (subject to certain exemptions and limitations under data protection legislation).  Please see below on how to contact us.

Storing your data

Data supplied to or held by the School Association will be stored securely in paper files within the School Association’s safe on school premises.  Where committee members have access to personal data such as a telephone number, they may store this in a personal device for as long as is necessary for a legitimate purpose before transferring the data to our secure storage system, or securely deleting the data, whichever is most appropriate.

How long do we keep your data

The School Association will keep your personal data for as long as it is necessary for a legitimate purpose.  Any kept data will be destroyed at the end of the term for which an event or activity has taken place and at most kept for no longer than one academic year.

Your rights

Data protection legislation gives you several rights regarding your information

• you have the right to withdraw consent, where given.  If consent is withdrawn we will keep a note of this on file so that you are not contacted.
• you can ask what information we hold about you and be provided with a copy.  We will also give you extra information such as why we use this information, where it came from and if it has been shared.
• you can ask us to delete this information that we hold about you in certain circumstances (eg. where we no longer need the information)
• In some cases, you can ask us to amend the personal data we hold or for the School Association to stop processing it (subject to certain exemptions and limitations)

Subject Access Requests are limited to your own personal data and certain data is exempt from the right of access, including information which identifies other individuals.

If you would like to contact us regarding any questions or concerns relating to our data protection practices, or to make a subject access request or any other request regarding the information we hold, please contact us via the School Secretary, in the first instance.

• St Anselm’s School Association via the School Secretary, secretary@st-anselms.kent.sch.uk

If you think we have not complied with this Privacy Notice or have acted otherwise than in accordance with data protection legislation, you should notify St. Anselm’s School Association, Littlebrook Manorway, Dartford, DA1 5EA.  You can also make a referral or complaint to the Information Commissioner’s Office (ICO).