Privacy Policy

Introduction

Park Community School is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website or interact with our services.

As a community school, Park Community School is maintained by Hampshire County Council. Hampshire County Council is the data controller for the purposes of data protection law, and we operate under their data protection framework and policies.

For any privacy-related queries, please contact us at: info@pcs.hants.sch.uk or telephone (023) 9248 9811.

For Hampshire County Council data protection queries: data.protection@hants.gov.uk

What Information We Collect

Website Visitors

When you visit our website, we may collect:

• Technical information: IP address, browser type, operating system, referring website
• Usage data: Pages visited, time spent on site, downloads, search terms used
• Cookies and tracking data: As detailed in our Cookie Policy

Students and Families

For enrolled students and their families, we collect:

• Personal details: Names, addresses, telephone numbers, email addresses, dates of birth
• Emergency contacts: Contact details for parents, guardians, and emergency contacts
• Educational information: Academic records, attendance data, assessment results, special educational needs
• Medical information: Health conditions, medications, dietary requirements, allergies
• Photographic/video content: Images and videos for educational purposes, school events, and promotional materials
• Behavioral records: Incident reports, disciplinary actions, achievements and rewards

Staff and Prospective Employees

For current and prospective staff, we collect:

• Employment details: Job applications, CVs, references, qualifications, employment history
• Personal information: Contact details, next of kin, bank details for payroll
• Professional information: Training records, performance evaluations, professional development
• DBS and safeguarding checks: Criminal background checks and safeguarding training records

Website Contact Forms and Communications

When you contact us through our website or email, we collect:

• Contact information: Name, email address, telephone number
• Message content: Your enquiry, feedback, or complaint
• Communication preferences: How you prefer to be contacted

How We Use Your Information

Educational Purposes

• Providing education and educational support services in accordance with Hampshire County Council education policies
• Monitoring student progress and academic achievement as per Hampshire's assessment frameworks
• Managing attendance and behavior in line with Hampshire County Council guidelines
• Providing pastoral care and support through Hampshire's support services
• Meeting special educational needs requirements under Hampshire's SEND framework

School Operations

• Communicating with students, parents, and staff following Hampshire County Council communication protocols
• Managing school events, trips, and activities under Hampshire's health and safety policies
• Maintaining school records and administration as required by Hampshire County Council
• Ensuring health and safety on school premises in accordance with Hampshire's safety standards
• Managing school meals and dietary requirements through Hampshire-approved catering services

Legal and Regulatory Compliance

• Meeting statutory reporting requirements to Hampshire County Council and government agencies
• Child protection and safeguarding obligations under Hampshire's safeguarding procedures
• Health and safety compliance following Hampshire County Council guidelines
• Financial accountability and audit requirements as a Hampshire maintained school

Marketing and Communications

• Sending school newsletters and important updates
• Promoting school events and achievements
• Website content and social media (with appropriate consent)
• Prospectus and marketing materials for school promotion

Legal Basis for Processing

As a Hampshire County Council maintained school, we process personal data under the following legal bases in accordance with Hampshire County Council's data protection framework:

Public Task

Most of our data processing is carried out under the public task basis, as we are a state-funded community school maintained by Hampshire County Council, providing public education services under statutory requirements.

Legal Obligation

We process data to comply with legal requirements, including:

• Education Act requirements as administered by Hampshire County Council
• Keeping Children Safe in Education guidance implemented through Hampshire's safeguarding framework
• Health and safety legislation following Hampshire County Council policies
• Financial accountability requirements for Hampshire maintained schools

Vital Interests

In emergency situations, we may process data to protect someone's life or prevent serious harm, following Hampshire County Council emergency procedures.

Consent

We seek consent for activities beyond our core educational function, including:

• Non-essential photographs and videos for school promotion
• Marketing communications to external audiences
• Optional school trips and activities not part of the core curriculum
• Some website cookies and analytics

Legitimate Interests

For some activities, we rely on legitimate interests as defined by Hampshire County Council policies, such as:

• CCTV for security purposes following Hampshire's security guidelines
• Alumni communications
• School community engagement activities

Who We Share Information With

As a Hampshire County Council maintained school, we may share personal information with:

Hampshire County Council

• Educational services: Sharing data with Hampshire's education department for statutory functions
• SEND services: Special educational needs support and coordination
• Safeguarding team: Child protection and welfare concerns
• School improvement services: Educational standards and support
• Finance and audit: Financial accountability as a maintained school
• HR services: Staff employment and professional development support

Government Agencies

• Department for Education (DfE): For statutory data returns and funding via Hampshire County Council
• Ofsted: For inspection purposes, coordinated through Hampshire County Council
• NHS and health services: For student health and safety through Hampshire's health partnerships
• Police and social services: Where required for child protection under Hampshire's safeguarding procedures

Educational Partners

• Secondary schools: For transition arrangements coordinated by Hampshire education services
• Examination boards: For qualifications and assessments as approved by Hampshire County Council
• Educational support services: SEN support, educational psychology provided through Hampshire
• School trip providers: For organized educational visits approved under Hampshire's guidelines

Hampshire-Approved Service Providers

• IT services: Educational platforms and school management systems approved by Hampshire County Council
• School meal providers: Catering services contracted through Hampshire frameworks
• Transport providers: School bus services managed by Hampshire County Council
• Facilities management: Building and grounds maintenance through Hampshire contracts

Emergency Situations

• Emergency services: In case of medical emergencies or safety incidents following Hampshire protocols
• Parents and emergency contacts: For student welfare and safety as per Hampshire guidelines

All data sharing follows Hampshire County Council's data sharing agreements and protocols. We do not sell personal information to third parties.

Data Retention

As a Hampshire County Council maintained school, we follow Hampshire County Council's retention schedule for different types of information:

Student Records

• Academic records: Retained permanently for historical purposes as per Hampshire guidelines
• Attendance and behavior records: 7 years after leaving school following Hampshire's retention policy
• Medical information: Until 25th birthday or 8 years after leaving school as per Hampshire health protocols
• Child protection records: Until 25th birthday following Hampshire safeguarding requirements
• Special educational needs records: Until 30th birthday as per Hampshire SEND guidelines

Staff Records

• Personnel files: Retained according to Hampshire County Council HR retention schedules
• Payroll records: As per Hampshire County Council finance retention requirements
• Training records: Following Hampshire's professional development record keeping
• DBS checks: Not retained; confirmation of check only, as per Hampshire safeguarding policies

School-Specific Records

• Website analytics: 26 months maximum following Hampshire's digital policy
• Email communications: 7 years for significant correspondence as per Hampshire guidelines
• Contact form submissions: 2 years unless resolved sooner, following Hampshire data minimization principles

All retention periods comply with Hampshire County Council's corporate retention schedule and legal requirements.

Your Rights

Under data protection law, you have the right to:

Access Your Information

You can request a copy of the personal information we hold about you.

Rectification

You can ask us to correct inaccurate or incomplete information.

Erasure

In certain circumstances, you can request deletion of your personal data.

Restrict Processing

You can ask us to limit how we use your personal data.

Data Portability

You can request your data in a machine-readable format to transfer to another organization.

Object to Processing

You can object to processing based on legitimate interests or for direct marketing.

Withdraw Consent

Where we rely on consent, you can withdraw this at any time.

Important Note: Some rights may be limited in the school context due to our legal obligations and legitimate interests in providing education services.

Cookies and Website Analytics

Our website uses cookies to improve your browsing experience. We use:

Essential Cookies

• Session management cookies
• Security cookies
• Functionality cookies for forms and navigation

Analytics Cookies

• Google Analytics to understand website usage
• Performance monitoring tools

Marketing Cookies (Optional)

• Social media integration
• Video embedding (YouTube, Vimeo)

You can manage your cookie preferences using our cookie banner or browser settings. For detailed information, please see our Cookie Policy.

Data Security

As a Hampshire County Council maintained school, we implement data security measures in accordance with Hampshire County Council's information security policies:

Technical Measures

• Encrypted data transmission (SSL certificates) following Hampshire's technical standards
• Secure password policies as per Hampshire County Council IT security requirements
• Regular software updates and security patches managed through Hampshire IT services
• Firewall and anti-virus protection provided by Hampshire County Council systems
• Secure backup systems using Hampshire-approved cloud and local storage solutions

Organizational Measures

• Staff training on data protection using Hampshire County Council training modules
• Clear data handling procedures following Hampshire's information governance framework
• Access controls and user permissions managed through Hampshire IT systems
• Regular security audits conducted by Hampshire County Council
• Incident response procedures following Hampshire's data breach protocols

Physical Security

• Secure premises with controlled access following Hampshire County Council security standards
• Locked filing cabinets for paper records as per Hampshire's physical security guidelines
• Secure disposal of confidential waste through Hampshire-approved disposal services
• Clear desk and screen policies in line with Hampshire County Council IT policies

All security measures are regularly reviewed and updated in accordance with Hampshire County Council's information security management system.

International Transfers

We primarily store and process data within the UK. Where we use international service providers (such as cloud services), we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK government
• Standard contractual clauses
• Certification schemes

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Notify you of significant changes via email or school communications
• Include the date of the last update at the top of this policy

Contact Information

Data Protection Queries

Park Community School
Email: info@pcs.hants.sch.uk
Phone: (023) 9248 9811
Post: Park Community School, Leigh Park Way, Havant, Hampshire, PO9 5TH

Hampshire County Council Data Protection
Email: data.protection@hants.gov.uk
Phone: 0300 555 1375
Post: Data Protection Officer, Hampshire County Council, The Castle, Winchester, Hampshire, SO23 8UJ

Complaints

If you are not satisfied with how we handle your personal data, you can:

1. Contact Hampshire County Council's Data Protection Officer using the details above
2. Complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and operates within Hampshire County Council's data protection framework as a maintained community school.