The Outdoors School

Purpose and lawful basis for processing
We need this information to process an admission request to join our school and to help us build a picture of educational, social and health needs, so we can provide a satisfactory service and comply with our legal responsibilities for data collection and sharing with the Department for Education (DfE).

The lawful basis we rely on for processing this personal data is that it is necessary for pursuing our legitimate interest to facilitate The Outdoors School provision, under article 6(1)(f) of the UK GDPR.

When we collect any information about health conditions, dietary or access requirements or medical conditions, we also need consent, under article 9(2)(a), as this type of information is classed as special category data.

We may also ask for consent, under article 6(1)(a), to take photos during sessions for promotional purposes.

 What we need
Learners:

• their name;
• their date of birth;
• gender;
• details regarding behaviour and educational needs, including the contents of their Education, Health and Care Plan (EHCP);
• details of allergies, medical conditions, disabilities or dietary requirements;
• information about agencies involved with the individual and their family; and
• emergency contact details.

We also keep records of a learner’s attendance, educational progress and development, including photos.

If consent has been given to participating in photos for promotional purposes, individuals may be included in photos taken during sessions.

Parents and carers:

• your name and contact details;
• relationship to the learner and your parental responsibility status;
• information about guardianship or family circumstances (e.g. Court Orders, parental separation/divorce, professional involvement or other matters which may affect the learner’s home or school life); and
• whether or not you are a serving member of the armed forces.

Emergency contact for learners

• your name and contact details;
• your relationship to the learner; and
• special notes about collecting the learner.

What we do with it
We use this information to:

• contact you about the learner;
• register the learner at the school;
• keep you informed about the learner’s attainment, achievements and attendance levels;
• contact you in an emergency;
• safeguard and promote the welfare of the learner and, where relevant, enable us to assist in crime prevention, detection and public safety;
• quality assure our services;
• keep you informed about school news, events and celebrations; and
• if you consent, contact you about other relevant products.

We may put photos of sessions on our website, social media pages or other promotional media.

Sharing your information and data processors
We share relevant information with the following organisations or use them as data processors:

• schools that the learner attends or will attend;
• our local authorities;
• Ofsted;
• Microsoft, for storing and transferring information;
• Eduspot, for managing learner information;
• Accelerated Reader, for managing learner information;
• Evidence for Learning, for managing learner information;
• GL Assessment, for managing learner information;

We also may share information with other organisations in relation to Team around the family (TAF) meetings or when there are safeguarding concerns