Data Protection Policy




Lincewood Primary School is required to obtain and retain certain information about our employees, pupils and other users to allow us, for example, to monitor performance and achievement.

Lincewood Primary School is committed to protecting and respecting the confidentiality of this sensitive information relating to staff, pupils, parents/carers and governors by complying with the law; collecting and using information fairly, storing it safely and not disclosing it unlawfully to any other person.

We comply with the principles of the Data Protection Act 1998.

The School is the Data Controller under the 1998 Act. Mr Eastwell (Headteacher) and Mrs Lewis (Finance Manager) deal with day to day matters.

2. Personal data is:

 i) obtained and processed fairly and lawfully for a specified purpose.

 ii) adequate, accurate and relevant for that purpose.

 iii) not kept for longer than is necessary.

iv) processed in accordance with the data subject’s rights.

vi) kept safe from unauthorised access, accidental loss or destruction.

 All staff who process or use personal information must ensure that they follow this policy at all times. Failures to follow the policy can result in disciplinary proceedings.

Any member of staff, parent or other individual who considers that the policy has not been followed in respect of personal data about themselves or their child should raise the matter with the Headteacher.

 3. Responsibilities of Staff

All staff are responsible for checking that any information they provide to in connection with their employment is accurate.

Pupil information stored on laptops, external USB sticks (for Target Tracker etc) must be password protected and the equipment stored securely. Registers/medical notes should be stored securely overnight.

4. Rights to Access Information

Lincewood Primary School will, upon a written request, provide all staff and parents and other relevant users with a statement regarding the personal data held about them within the timescale set in the Act.

5. Retention of Data

We follow the guidelines in our Retention of Data Policy – available on request from the School Office.

6. Information Collected

Information collected on pupils and staff is stored securely on externally provided software.  Census information is collated three times a year for pupils and twice a year for staff. As pupils move their information is securely communicated electronically to their new school. Records are delivered or posted and receipts received. Information on parent/carer eligibility for Free School meals is sought periodically to obtain relevant funding.

‘Schoolcomms’ is used for parental messaging and online payments using information from SIMS.

7. Monitoring and Evaluation

This policy is reviewed annually.

Lincewood Primary School
Berry Lane, Langdon Hills,
Essex. SS16 6AZ


T: 01268 412888 - Jane Dyer or Adrienne Lewis

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