Data protection & privacy

What information we collect

• Pupil details: name, date of birth, photograph, nationality, address, contact details for parents and emergency contacts.
• Educational records: assessments, reports, attendance, behaviour records, SEND plans, safeguarding records.
• Medical information: known conditions, allergies, medication, consent forms.
• Financial information: fees, payments, bursary applications.
• Staff information: employment records, qualifications, references, performance reviews, payroll.

Why we collect it

• To enrol children, plan their teaching, and report on their progress.
• To keep children safe, including responding to medical events and safeguarding concerns.
• To run the school administratively: invoicing, communications, employment.
• To meet legal obligations, including reporting to relevant authorities when required.

How we look after information

• Paper records are kept in locked cabinets in the school office or in the DSL's secure file.
• Electronic records are kept on password-protected systems, accessible only to staff with a legitimate need.
• Information is shared with third parties only when necessary (e.g. external assessors, medical professionals, regulators) and, where required, with consent.
• Records are retained only for as long as needed. Typically up to the child's 25th birthday for safeguarding-related records, and shorter for routine records.
• Staff are trained on data protection on induction and annually.

Photographs and identification

We take photographs of pupils for educational purposes (classroom displays, parent letters, the school website, newsletters). On enrolment, parents complete a photo consent form indicating what use is permitted. Consent can be amended or withdrawn at any time by writing to the school office. We do not name children alongside identifiable photographs in public-facing material without explicit consent.

Your rights

• To know what information we hold about you or your child.
• To request a copy of that information (a subject access request).
• To request correction of information that is inaccurate.
• To request deletion of information that is no longer needed.
• To object to a particular use of your information.
• To complain about how we handle your information.

How to make a request

Write to the School Business Manager (office@kingsgrammarschool.com), specifying what you want. We will respond within thirty days. We may verify your identity before releasing information about a child.

Website and communications

• Our website does not use third-party tracking or advertising cookies.
• Enquiry forms collect only the information you submit and are used only to reply to you.
• We do not sell, rent, or share family contact details with any third party for marketing.

Changes to this policy

This policy is reviewed annually and after any significant change in the way we handle information. The current version is always available on this page.