Privacy Notice for Parents, Carers and Learners
At Doubletrees School, we take your privacy seriously. This privacy notice explains how we collect, use, store, and share personal data about our learners and their parents/carers, in line with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Doubletrees School is part of the Special Partnership Trust, which is the "data controller" for the purposes of data protection law. This means we are responsible for deciding how we hold and use personal information about you and your child.
If you have any questions about how we use your data, please contact:
Data Protection Officer (DPO): SchoolPro
dpo@schoolpro.co.uk
What Information We Collect
We collect and use a wide range of personal data to ensure we can provide your child with the best possible education and support. This includes:
For pupils:
-
Full name, date of birth, gender
-
Contact details (address, phone number, email)
-
Unique pupil number (UPN)
-
Educational records, progress, and assessments
-
Attendance and behaviour information
-
Medical and health information
-
Special educational needs (SEN) data
-
Safeguarding and wellbeing records
-
Photographs
-
Any additional support received from other agencies
For parents/carers:
-
Full name and contact details
-
Relationship to the child
-
Legal responsibilities (e.g. parental responsibility or court orders)
-
Emergency contact information
Why We Collect This Information
We use this data to:
-
Support pupil learning and development
-
Monitor and report on progress
-
Provide appropriate pastoral care and safeguarding
-
Communicate with parents/carers
-
Meet legal obligations related to education and welfare
-
Support pupils with special educational needs
-
Manage school operations (e.g. trips, meals, transport)
-
Comply with statutory data collections and audits
Our Legal Grounds for Using Your Data
Under the UK GDPR, we process personal data based on the following legal grounds:
-
Public task – to carry out our official functions and provide education
-
Legal obligation – to comply with laws such as the Education Act 1996
-
Vital interests – to protect individuals in an emergency
-
Consent – for optional data use (e.g. photographs in marketing)
Where special category data (such as health or ethnicity) is used, we do so under additional legal safeguards.
Who We Share Data With
We may share relevant personal information with:
-
The Department for Education (DfE)
-
Cornwall Council and other local authorities
-
Health and social care professionals
-
Exam boards and education providers
-
School transport providers
-
The Special Partnership Trust
-
Third-party IT and communication systems (under strict agreements)
We will only share the minimum necessary information and always in line with data protection law.
How We Store Your Data
We store data securely using both electronic and paper-based systems. Data is retained in accordance with our data retention policy, which complies with legal and statutory requirements. When no longer needed, data is safely deleted or destroyed.
Your Rights
Under data protection law, you have the right to:
-
Request access to the data we hold about you and your child
-
Ask us to correct inaccurate or incomplete data
-
Request deletion of data (in certain circumstances)
-
Object to how we use your data (where applicable)
-
Withdraw consent at any time (where we rely on consent)
To exercise any of these rights, please contact our Data Protection Officer (details above).
If you are unhappy with how your data is being handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk | 0303 123 1113
Updates to This Notice
We review this privacy notice regularly and will update it as needed to comply with changes in the law or our data practices. The latest version will always be available on our website.
