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Schools Data Protection Officer Privacy Notice

Last updated: Monday, 13 August 2018
Please note: the following notice provides additional privacy information to the Rochdale Borough Council privacy notice.

The Data Protection Officer (DPO) is a statutory role and assists our school to ensure we comply with the General Data Protection Regulation (GDPR). As part of their role our DPO receives information from individuals and the school about concerns or queries. The DPO needs to share your concerns with us in order to investigate. We take account of the DPO’s advice and the information they provide on our data protection obligations.

What personal information we collect

We collect personal information to make sure that we can carry out our work. The personal information we collect includes:

  • Name
  • Address
  • Email address
  • Telephone number
  • Age and date of birth
  • Marital status
  • National Insurance number
  • Passport number
  • Attainment or educational data
  • Employment data
  • Photographs
  • Health or medical records including disabilities
  • Religion
  • Ethnicity or nationality
  • Sexuality
  • Crime or offending information
  • Memberships of organisations

Who we collect personal information about

When we collect personal information it may be about:

  • Pupils and students
  • Extended family such as parents, children, siblings
  • Carers
  • Applicants for school places
  • Employees, job applicants and volunteers
  • Complainants
  • Litigants and claimants

How we use personal information

We use your personal information to:

  • Maintain accounts and records
  • Provide legal advice
  • Manage concerns and complaints
  • Undertake investigations and audits
  • Support regulatory and compliance activity

Why we use your personal information

We are required by law to have a Data Protection Officer. This is detailed in legislation and guidance including:

  • Relevant parts of the General Data Protection Regulation

We are allowed to process personal and sensitive data for the following reasons under the General Data Protection Regulation (GDPR) Articles and the Data Protection Act:

  • For performance of a contract
  • To comply with a legal obligation
  • For public tasks or statutory functions
  • Employment, social security or social protection law
  • Legal proceedings such as obtaining advice and defending legal rights
  • Substantial public interest

Who we share your personal information with

We collect information from and disclose information to individuals and organisations that can support our work including:

  • Schools, higher education and training providers
  • Pupils and their families   
  • Affected parties
  • Complainants
  • Other public bodies or authorities
  • Ombudsman, licensing authorities and other regulatory bodies
  • Partner agencies and service providers such as housing associations
  • Employers
  • Courts and tribunals

When we make an automated decision about your personal information

This service doesn't make any decisions using computers or programmes that don't involve a human being when using your personal information.

How long we keep your personal information

We keep personal information collected as part of this process for a minimum of 2 years from the date of collection, or for an additional length of time if necessary.

When we transfer your personal information beyond the European Economic Area (EEA)

This service doesn't transfer your information outside the EEA.

We do not routinely share data with any organisation outside the UK, but our website is available across the internet and we communicate with applicants and stakeholders wherever they are.


To request your personal information and exercise your privacy rights please contact:

If you need to raise a concern about our use of your personal information to our Data Protection Officer please contact:

Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU