Plymouth School Sports Partnership Privacy Notice

Overview

Under data protection law, individuals have a right to be informed about how we use any personal data that we hold. We comply with this right by providing 'privacy notices' (sometimes called 'fair processing notices') to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data.

Plymouth School Sport Partnership is a part of the Whitleigh Primary school and Sir John Hunt federation, Lancaster Gardens, Whitleigh, Plymouth who are the 'data controller' for the purposes of data protection law.

Our Data Protection Officer is Denise Rogers (see 'Contact us' below).

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) includes, but is not restricted to:

  • Name
  • Date of Birth
  • Email Address
  • Phone Number
  • Medical conditions
  • Photographs

Why we use this data

We use this data to:

  • Support pupil learning
  • Monitor and report pupil progress
  • Protect pupil welfare
  • Administer events
  • Assess the quality of our service
  • Comply with our incident and/or accident procedures
  • Comply with the law regarding data sharing

Our legal basis for using this data

We only collect and use personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation
  • We need it to perform an official task in the public interest
  • We need it as part of a contract that we hold and deliver on behalf of another organisation

Less commonly, we may also process personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect the individual's vital interests (or someone else's interests)

Where we have obtained consent to use personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information

While the majority of information we collect is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

How we store this data

Our Records Retention Destruction and Archive policy sets out how long we keep information.

Data sharing

We do not share information with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with:

  • Plymouth City Council
  • Devon County Council
  • The Youth Sport Trust
  • The Department for Transport
  • Active Devon

Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

Individual rights regarding personal data

Individuals have a right to make a 'subject access request' to gain access to personal information that we hold about them.

Parents/carers can make a request with respect to their child's data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

Parents also have the right to make a subject access request with respect to any personal data we hold about them.

If you make a subject access request, and if we do hold information about you or your child, we will:

  • Give you a description of it
  • Tell you why we are holding and processing it, and how long we will keep it for
  • Explain where we got it from, if not from you or your child
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this
  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact our Data Protection Officer.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress
  • Prevent it being used to send direct marketing
  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
  • Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our Data Protection Officer.

Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact our Data Protection Officer.

Alternatively, you can make a complaint to the Information Commissioner's Office:

  • Report a concern online at https://ico.org.uk/concerns/
  • Call 0303 123 1113
  • Or write to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:

Denise Rogers, Brook Green Centre for Learning, 38 Bodmin Road, Plymouth. PL5 4DZ


This notice is based on the Department for Education's model privacy notice for pupils, amended for parents and to reflect the way we use data.

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