Privacy Policy
Our contact details
- Company name: Ely Classrooms Ltd
- Contact for data protection matters: Maxine Oliver-Holmes (Office Manager)
- Centre address: 4 Station Road, Haddenham, Ely, Cambs, CB6 3XD
- Telephone Number: 01353 523993
- Website: www.elyclassrooms.co.uk
- Email: maxine@elyclassrooms.co.uk
About Ely Classrooms Ltd
Ely Classroom Ltd’s commitment
Ely Classrooms is committed to complying with the requirements of the General Data Protection Regulation legislation (GDPR May 2018) and will ensure that personal information is:
- processed lawfully, fairly, and in a transparent manner in relation to individuals.
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal information is processed accurate and kept up to date
- every reasonable step must be taken to ensure that personal information that is inaccurate, is erased or rectified without delay
- processed in a manner that ensures appropriate security of the personal information, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
What type of information we process
We currently collect and process the following information:
Staff and volunteers:
- name, gender, address, date of birth, contact details
- record of appointment including application, interview notes, date of appointment
- record of checks carried out in the course of appointment including copies of identity checks,
- references, copies of qualifications, nationality and right to work in the UK, health self certification, record of checks made against the prohibited from teaching list and barred from management list if appropriate and record that an appropriate DBS check was seen
- training, supervision and performance management records
- absence and attendance record
- record of any disciplinary proceedings (these will be kept for a designated period of time in accordance with our disciplinary policy)
- medical information (allergies, medication, health conditions, disabilities) as disclosed by the employee
Learners at Ely Classrooms:
- full name, gender, date of birth, date of admission, school
- name and address of every parent / carer (with an indication as to which of these the student ‘normally’ lives with, and which has parental responsibility), emergency contact details of parents and carers, any necessary information concerning communication with parents, any arrangements regarding custody or ‘contact’
- academic performance and progress records
- individual education plan, individual risk assessment
- medical information (allergies, medication, health conditions, disabilities)
- child protection records (if in existence). Child protection records are only accessible by the DSL (designated safeguarding lead person) or other person trained to that level.
How we obtain the information and why
- Your consent (for such data, you are able to remove your consent at any time. You can do this by emailing allison @elyclassrooms.co.uk or calling 01353 523993)
- We have a contractual obligation
- We have a legal obligation
- We have a vital interest
- We need it to perform a public task
- We have a legitimate interest
Information sharing
Where learners are referred via a commissioning school, Ely Classrooms may share information with the commissioning schools and/or Cambridgeshire County Council.
Where learners are accessing Ely Classrooms’s services via private arrangement with parents
or carers, information may be shared with the learner’s school or other professionals if requested by parents or carers.
How we store information
Personal information is securely stored on Ely Classroom’s Microsoft Office 365.
Ely Classrooms will ensure that personal information is adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed and the time period for which it is retained after which it will be destroyed.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate.
- You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of our information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability
- You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
- You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact Allison Puranik at allison@elyclassrooms.co.uk or on 01353 523993 if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Policy review
This policy will be reviewed every year.
Last review: 03/09/2024
Next review due by: 02/09/2025
Actions required after any updates:
- Inform staff in writing and collect written confirmation of understanding of the changes
- Upload to website
- Inform parents/carers in writing
- Amend/replace hard copies of policy in centre
- Update company policy record
- Inform commissioning schools