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Data Protection

Newlaithes Junior School respects you and your child’s privacy when you use the school’s services and is committed to complying with privacy legislation.

The information below is what is referred to as a ‘Privacy Notice’ which explains how the school uses and protects your personal information.

Please see other policies relating to data protection (at the bottom of this page).

We have a Data Protection Officer whose role it is to ensure that any personal information processed by the school is processed fairly and lawfully (respecting your rights and ensuring we follow the law).  If you have any concerns or questions regarding how we look after your personal information, please contact the Data Protection Officer, Nicky Harris (School Business Manager).

Why we use your personal information 

We may need to use some information about you to:

  • deliver services and support to you and/or your children;
  • support pupil learning;
  • monitor and report on pupil progress;
  • provide appropriate pastoral care;
  • assess the quality of our services;
  • manage those services;
  • train and manage the employment of our workers who deliver those services;
  • help investigate any worries or complaints you have;
  • keep track of spending on services;
  • help with research and planning of new services; and
  • comply with the law regarding data sharing

What are our legal reasons for processing personal information?

There are a number of legal reasons why we need to collect and use personal data.  Each privacy notice  explains for each service which legal reason is being used.  Generally we collect and use personal information in the following circumstances:

  • Where you, or your legal representative, have given consent
  • Where you have entered into a contract with us
  • Where it is necessary to perform our statutory duties
  • Where it is necessary to protect someone in an emergency
  • Where it is required by law
  • Where it is necessary for employment purposes
  • Where you have made your data publicly available
  • Where it is necessary to establish, exercise or defend a legal claim
  • Where it is in the substantial public interest
  • Where it is necessary to protect public health
  • Where it is necessary for archiving public interest material, research, or statistical purposes

What is Personal Information?

Any information relating to an identified or identifiable living person (‘data subject’) i.e. someone who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to information regarding the physical, physiological, genetic, mental, economic, cultural or social identity of that person.

How do we protect your information?  

We will do what we can to make sure we hold personal records (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.  Our security includes: 

  • Encryption allows information to be hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or cypher. The hidden information is said to be encrypted.
  • Pseudonymisation allows us to hide parts of your personal information from view so only we can see it. This means that someone outside of Brighton and Hove City Council could work on your information for us without ever knowing it was yours.
  • Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
  • Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
  • Ways for us to access your information should something go wrong and our systems not work, including how we manage your information in the event of an emergency or disaster.
  • Regular testing of our technology and processes including keeping up to date on the latest security updates (commonly called patches).


If you have a concern about the way we are collecting or using your child’s personal data, we ask that you raise your concern with us in the first instance. To make a complaint, please contact our Data Protection Officer.

Alternatively, you can contact the Information Commissioner’s Office at