Worth Society and Worth School maintain a database of alumni, friends, supporters and parents in order to stay in touch with our community and keep you updated about news, events, careers initiatives, mentoring opportunities and fundraising activities.
Some of our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it.
We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
PRIVACY NOTICE – WORTH SOCIETY
1. WHAT THIS PRIVACY NOTICE IS FOR
This policy is intended to provide information about how Worth Society will use or process personal data about the alumni, which includes past pupils and staff of Worth School.
This information is provided because Data Protection Law gives individuals rights to understand how their data is used. Alumni are all encouraged to read this Privacy Notice and understand Worth Society’s obligations to its entire community.
This Privacy Notice applies alongside any other information Worth Society may provide about a particular use of personal data, for example when collecting data via an online or paper form.
Anyone who works for, or acts on behalf of, Worth Society or Worth School, including staff, volunteers, governors and service providers, should also be aware of and comply with this Privacy Notice and the Worth School Data Protection Policy for staff, which also provides further information about how personal data about those individuals will be used.
2. RESPONSIBILITY FOR DATA PROTECTION
The Worth Society Manager has responsibility for compliance and will endeavour to ensure that all personal data is processed in compliance with this policy and the General Data Protection Regulations.
All request and enquiries regarding Data Protection should be sent to the Worth Society Manager by email to
worthsociety@worth.org.uk.
Worth Society needs a wide range of personal data on past pupils and staff in order to make available the various benefits on offer to members, including:
Keep them informed about relevant events, such as careers evenings and reunions;
Manage invitation and registrations for events;
Conduct surveys and research;
Publications.
Communications may be sent by post, telephone or electronic means (principally by Email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.
Worth Society will normally obtain consent to contact you. However, we consider that we have a legitimate interest in making all alumni aware of events that we believe will be of interest to you and will therefore do this unless you object.
The personal data that the Society may collect includes:
Names, addresses, date of birth, gender
Contact details
Details of your education
Details of your employment
Information about your areas of interest
Your attendance at Society events
Your relationships with other alumni members
Where applicable, bank number, name and sort code (used for processing membership payments)
Worth Society receives personal data from the individual directly. This may be via a form, or simply in the ordinary course of interaction or communication, such as email, telephone or social media.
Personal data collected by Worth Society will remain within the Society, and will be processed by appropriate individuals only in accordance with access protocols, for the purposes that the data was provided.
We may share data on a considered and confidential basis, where appropriate, with Worth School departments and Worth Abbey Community, who help manage events.
Worth School and Worth Abbey have a legitimate interest to contact you
by post about fundraising opportunities. We will pass your data to them for this purpose unless you object. Should you wish to limit or object to any such use, please contact
worthsociety@worth.org.uk in writing. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising.
Where the individual has given us consent, we will pass the data to Worth School and Worth Abbey who may use it to contact you
electronically e.g. by
phone or email about fundraising opportunities to support Worth School and/or Worth Abbey.
In accordance with Data Protection Law, some of Worth Society’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with the Society’s specific directions.
If you decide that you no longer wish to be part of the Worth Society then you can notify us and we will delete and destroy any data we hold on you.
Individuals have various rights under Data Protection Law to access and understand personal data about them, these rights are:
Right to be informed
We will be transparent about how we collect and process personal information and the purposes that we intend to use it for
Right of access
You have a right to access the data we hold on you
Right of rectification
You can ask use to correct information that you believe is incorrect
Right to erasure
In certain cases, you can ask to be forgotten
Right to restriction of processing
In certain cases, you can ask us to request that we stop processing your data
Right to data portability
We will make your information available to export for your personal use
Right to object
You can object to us using your data in certain circumstances, and an absolute right to stop data being used for direct marketing.
Rights regarding automated decision making
9. SUBJECT ACCESS REQUESTS
Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the Worth Society Manager,
worthsociety@worth.org.uk.
The Society will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within one month.
Worth Society will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must please notify Worth Society,
worthsociety@worth.org.uk, of any significant changes to important information, such as contact details, held about them.
An individual has the right to request that any out-of-date, irrelevant or inaccurate or information about them is erased or corrected (subject to certain exemptions and limitations under Data Protection Law): please see above for details of why Worth Society may need to process your data, or who you may contact if you disagree.
Worth Society’s database is held on systems owned and managed by Worth School. They will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to School systems. All staff and governors are made aware of this policy and their duties under Data Protection Law and receive relevant training.
Worth Society will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.
Any comments or queries on this policy should be directed to the Worth Society Manager,
worthsociety@worth.org.uk.
If an individual believes that the Society has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should notify the Worth Society Manager,
worthsociety@worth.org.uk. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the Society before involving the regulator.
July 2019
PRIVACY NOTICE FOR CURRENT PUPILS & THEIR PARENTS AND GUARDIANS
As part of the way it educates children, Worth School needs to process a range of personal data about its pupils and their parents, carers or guardians (referred to in this policy as "parents").
Worth School is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. This privacy notice outlines how we do this. More detail is contained in various other policies and statements which are available to pupils and parents on request.
Worth School, Turners Hill, Crawley, West Sussex, RH10 4SD is registered with the Information Commissioner under registration number Z8310569.
The School Bursar has overall responsibility for compliance with relevant data protection legislation and will endeavour to ensure that all personal data is processed in compliance with this notice.
All request and enquiries regarding data protection should be sent to the School Bursar by email to
accessdata@worth.org.uk.
The School collects and uses personal data on current pupils and their parents for a range of reasons including:
Routine and emergency communication with pupils and parents on a range of issues including to inform about policies, activities and trips, communicate information on how a pupil is performing and make contact in the event of an emergency.
To monitor and report on pupil and teacher performance so as to help them achieve their potential.
To provide appropriate and safe physical, spiritual, career and extra-curricular activities.
To safeguard pupils' welfare, including through the use of IT, and provide appropriate pastoral care.
To respond to any complaints about how we have dealt with current or past pupils.
To enable pupils to take part in national or other assessments, and to publish the results of public examinations or other achievements of pupils of the School;
To fulfil our legal obligations including enabling relevant authorities to monitor the School's performance and to intervene or assist with incidents as appropriate.
The raising and collection of bills and the provision of means-tested bursaries.
To provide references, including relating to outstanding fees or payment history, to any educational institution that the pupil intends to attend or to potential employers of past pupils.
In addition, the School may need to process special category personal data (concerning health, ethnicity, religion, biometrics or sexual life). The situations in which we will process such data include:
To provide appropriate medical care and deal with emergencies, including disclosing medical data to appropriate authorities we deem it is necessary to protect the child.
To safeguard pupils' welfare and provide appropriate pastoral care.
To provide educational services in the context of any special educational needs of a pupil.
To provide spiritual education in the context of any religious beliefs.
As part of any School or external complaints, disciplinary or investigation process that involves such data, for example if there are SEN, health or safeguarding elements; or
For legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with its legal obligations and duties of care.
We prefer to operate with the consent of pupils and parents to process personal data in the ways we need to. If consent is not forthcoming we will consider, on a case by case basis, whether it is possible for us to provide services to the pupils concerned under our contract. If it is not possible then we will judge this to be a termination of the contract by the pupil or parent concerned. In any event, our legal obligations to safeguard the welfare of children will in many cases outweigh the need for consent.
Finally, the School would like to use reports on and imagery of our pupils to publicise our activities in print and electronic means. This is governed by our Images policy and, once an implementation period is complete, subject to separate consent arrangements set out in that policy.
This will include by way of example:
names, addresses, telephone numbers, e-mail addresses and other contact details;
family details;
pupil’s car details (about those who use our car parking facilities);
bank details and other financial information, for fee payment and bursary assessments;
past, present and prospective pupils' academic, disciplinary, admissions and attendance records, information about special educational needs, and examination scripts and marks;
where appropriate, information about pupils health and welfare, and contact details for their next of kin;
references given or received by the School about pupils, and relevant information provided by previous educational establishments and/or other professionals or organisations working with pupils;
correspondence with and concerning pupils and parents past and present; and
images of pupils engaging in School activities, and images captured by the School's CCTV system (in accordance with the School's policy on taking, storing and using images of children);
As a School, we need to process special category data, such as; concerning health, ethnicity, religion, and criminal records information about some individuals. We do so in accordance with applicable law (including with respect to safeguarding) or by explicit consent.
The School receives personal data from the individual directly, including, in the case of pupils, from their parents. This may be via a form, or simply in the ordinary course of interaction or communication, such as email or written assessments.
However, in some cases personal data will be supplied by third parties, for example another school, or other professionals or authorities working with that individual.
Occasionally, the School will need to share personal information relating to its community with third parties, such as:
those providing activities under contract with the School;
professional advisers (e.g. lawyers, insurers, PR advisers and accountants);
government authorities (e.g. HMRC, DfE, police or the local authority); and
Personal data collected by the School will remain within the School, and will be processed by appropriate individuals only in accordance with access protocols, for the purposes that the data was provided. Particularly strict rules of access apply in the context of:
financial information;
medical records held and accessed only by the School doctor and appropriate medical staff under his/her supervision, or otherwise in accordance with express consent; and
pastoral or safeguarding files.
A certain amount of any SEN pupil’s relevant information may need to be provided to staff more widely in the context of providing the necessary care and education that the pupil requires.
The School is under legal duties to record safeguarding and welfare incidents and concerns that arise or are reported to us, in some cases regardless of whether they are proven. In some cases we are required to make referrals to relevant authorities including the local authority and police. For further information about this, please view the School’s Safeguarding Policy.
Finally, some of the School’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is subject to contractual assurances that personal data will be kept securely and only in accordance with the School’s specific directions.
The School will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, we keep pupil information for up to 7 years following departure from the School to allow us provide references and investigate any complaints that may arise. In various instances we are required to keep data for much longer under health and safety, medical and child protection regulation. We also keep summary data (such as name, dates attended and house) for archival and statistical purposes indefinitely unless you request we do otherwise.
If you have any specific queries about how our retention policy is applied, or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact School Bursar
accessData@worth.org.uk. However, please bear in mind that the School will often have lawful and necessary reasons to hold on to some personal data even following such request.
A limited and reasonable amount of information will be kept for archiving purposes, for example; and even where you have requested we no longer keep in touch with you, we will need to keep a record of the fact in order to fulfil your wishes (called a "suppression record").
The School will use the contact details of parents and other members of the School community to keep them updated about the activities of the School, or parent events of interest, including by sending updates and newsletters, by email and by post. Unless the relevant individual objects, the School will also:
Share personal data about parents, as appropriate, with organisations set up to help establish and maintain relationships with the School community, such as the Friends of Worth;
Contact parents by post and email in order to promote and raise funds for the School;
Should you wish to limit or object to any such use, or would like further information about them, please contact School Bursar (
accessData@worth.org.uk) in writing. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising. However, the School is nonetheless likely to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number).
Individuals have various rights under Data Protection Law to access and understand personal data about them, these rights are:
Right to be informed: We will be transparent about how we collect and process personal information and the purposes that we intent to use it for
Right of access: You have a right to access the data we hold on you
Right of rectification: You can ask use to correct information that you believe is incorrect
Right to erasure: In certain cases, you can ask to be forgotten
Right to restriction of processing: In certain cases, you can ask us to request that we stop processing your data
Right to data portability: We will make your information available to export for your personal use
Right to object: You can object to us using your data in certain circumstances, and an absolute right to stop data being used for direct marketing.
Rights regarding automated decision making
10.SUBJECT ACCESS REQUESTS
Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the School Bursar,
accessData@worth.org.uk.
The School will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within one month.
11.RIGHTS OF CHILDREN
Children (i.e. those under 18) have the same rights as adults to control the way their data is used so long as they have sufficient maturity.
The School will generally assume that a child over the age of 13 has this maturity whereas a child under the age of 13 does not. However, the Head Master (or one of his Deputies acting for him) will judge whether this is correct in individual cases especially in the event of an unusual request or a conflict between the desire of a child and the desire of their parents.
The School will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must please notify the School Office Manager,
officemanager@worth.org.uk, of any significant changes to important information, such as contact details, held about them.
An individual has the right to request that any out-of-date, irrelevant or inaccurate or information about them is erased or corrected (subject to certain exemptions and limitations under Data Protection Law): please see above for details of why the School may need to process your data, of who you may contact if you disagree.
The School will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to School systems. All staff and governors will be made aware of this policy and their duties under Data Protection Law and receive relevant training.
The School will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.
Any comments or queries on this policy should be directed to the School Bursar,
accessData@worth.org.uk.
If an individual believes that the School has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should utilise the School complaints procedure and should also notify the School Bursar,
accessData@worth.org.uk. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the School before involving the regulator.
July 2019
