Data Protection Policy

Introduction
Victoria English School is committed to safeguarding and protecting the personal data of its students, staff, and other stakeholders. This Data Protection Policy outlines the school’s approach to the collection, use, storage, and protection of personal data in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

1. Purpose of the Policy

The purpose of this policy is to:

Ensure that Victoria English School complies with its legal obligations regarding data protection.
Establish how personal data will be collected, used, stored, and protected.
Ensure transparency in how personal information is managed.
Inform students, staff, and other stakeholders about their rights concerning their personal data.

2. Scope of the Policy

This policy applies to all personal data processed by Victoria English School, including data about:

Students and prospective students.
Staff and prospective employees.
Visitors to the school.
Contractors, suppliers, and other service providers.

It covers all forms of personal data, including paper records, digital files, and electronic communications.

3. Principles of Data Protection

Victoria English School is committed to ensuring that personal data is:

Processed lawfully, fairly, and transparently.
Collected for specified, legitimate purposes and not further processed in a way incompatible with those purposes.
Adequate, relevant, and limited to what is necessary for the purposes for which it is processed.
Accurate and kept up to date.
Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the data is processed.
Processed in a manner that ensures its security by using appropriate technical or organizational measures.

4. Data Collection and Use

Victoria English School collects and processes personal data for various purposes, including but not limited to:

Student Enrolment: Collecting personal and academic information to facilitate course enrolment, attendance, and academic progress.
Staff and Employee Management: Processing personal data for recruitment, payroll, performance, and employment-related matters.
Communication: Sending important updates, notices, and promotional materials to students, staff, and other stakeholders.
Health and Safety: Collecting emergency contact details, health records, and other necessary information for safeguarding and providing a safe learning environment.
Legal and Compliance: Fulfilling legal obligations, such as immigration, visa, and financial record keeping.

Personal data will only be used for the purposes for which it was collected. If additional processing is necessary, individuals will be informed, and consent will be sought where required.

5. Consent

Where processing is based on consent, Victoria English School will:

Request clear and explicit consent from individuals at the time of data collection.
Provide clear information on the purpose of data processing.
Ensure that individuals can withdraw consent at any time, and provide easy access to doing so.

6. Rights of Data Subjects

All individuals whose personal data is processed by Victoria English School have the following rights:

Right to Access: The right to request a copy of the personal data the school holds about them.
Right to Rectification: The right to request correction of inaccurate or incomplete data.
Right to Erasure: The right to request the deletion of personal data under certain conditions.
Right to Restriction of Processing: The right to request restrictions on how personal data is processed.
Right to Data Portability: The right to receive personal data in a structured, commonly used, and machine-readable format, and to transfer that data to another organization.
Right to Object: The right to object to processing for direct marketing, scientific, or historical research purposes.
Rights related to automated decision-making: The right to be informed about automated decision-making processes and to object to such decisions.

Individuals can exercise these rights by contacting the Data Protection Officer (DPO) at the contact details below.

7. Data Storage and Security

Victoria English School implements appropriate technical and organizational measures to ensure that personal data is stored securely and protected against unauthorized access, alteration, or destruction. These measures include:

Encryption of sensitive data.
Secure storage systems for both paper and digital records.
Access control procedures to limit access to personal data to authorized personnel only.
Regular audits of data protection practices.

Data will be kept for no longer than necessary to fulfill its purpose. When data is no longer needed, it will be securely deleted or destroyed.

8. Sharing Personal Data

Victoria English School will not share personal data with third parties without the consent of the individual, except in the following cases:

Legal obligations: When required to do so by law (e.g., to comply with immigration regulations or tax reporting requirements).
Service providers: We may share data with external service providers who assist with administrative or academic functions (e.g., payment processing or IT support). These third parties are contractually obliged to protect personal data.
Educational authorities: Where necessary, personal data may be shared with relevant educational bodies (e.g., examination boards or accreditation bodies) to fulfill the school’s obligations.

9. Data Breaches

In the event of a data breach that may compromise personal data, Victoria English School will:

Notify the relevant supervisory authority (e.g., the Information Commissioner’s Office) within 72 hours of becoming aware of the breach, where required.
Notify affected individuals if the breach is likely to result in a high risk to their rights and freedoms.
Take appropriate steps to mitigate the effects of the breach and prevent future occurrences.

10. Training and Awareness

Victoria English School will provide regular training for all staff members on data protection principles, their responsibilities under the Data Protection Policy, and how to handle personal data securely. This training will help ensure that staff are aware of the importance of protecting personal data and are equipped to handle data securely.

11. Data Protection contact

Victoria English School has appointed a contact to oversee the implementation and enforcement of this policy and to ensure compliance with data protection laws.

Email: admin@victoriaschool.uk
Phone:+44 7766 636270

12. Review and Updates

This Data Protection Policy will be reviewed annually and updated as necessary to ensure continued compliance with data protection laws and best practices. Any changes to the policy will be communicated to students, staff, and other stakeholders.