Victoria College Preparatory
Privacy Notice 2018
Victoria College Preparatory School is registered as a
'Controller' under the Data Protection (Jersey) Law 2018 as we
collect and process personal information about you. We process and
hold your information in order to provide public services and meet
our statutory obligations. This notice explains how we use and
share your information. Information may be collected on a paper or
online form, by telephone, email, or by a member of our staff, or
in some cases, by another States department.
We will continually review and update this privacy notice to
reflect changes in our services and feedback from service users, as
well as to comply with changes in the law.
What information do we collect about you?
We collect the following types of information about you:
Name of child and parent / carer
Date of birth of child
Address of child and parent / carer
Contact details - phone, email
Verification of birth (i.e. copy of birth certificate, seen not
Medical information that is relevant to child
Bank account details
Social security number
Why do we collect information about you?
We need to collect and hold information about you, in order
Stay in touch with you
Verify you are who you say you are
Answer your query
Handle your application
Provide you with information you need
Meet our statutory obligations
Carry out the service we provide, and to monitor and improve
our performance in responding to your service request
To ensure that we meet our legal obligations
Where necessary for our law enforcement functions
Where necessary to protect individuals from harm or injury
To prevent and detect crime
To process financial transactions including grants or payment
To allow the statistical analysis of data so we can plan the
provision of services
How will we use the information about you?
We will use the information you provide in a manner that
conforms to the Data Protection (Jersey) Law 2018.
We will endeavour to keep your information accurate and up to
date and not keep it for longer than is necessary. In some
instances the law sets the length of time information has to be
kept. Please ask to see our retention schedules for more detail
about how long we retain your information.
We may not be able to provide you with a service unless we have
enough information or your permission to use that information.
We will not pass any personal data on to anyone outside of the
States of Jersey, other than those who either process information
on our behalf, or because of a legal or statutory requirement, and
we will only do so, where possible, after we have ensured that
sufficient steps have been taken by the recipient to protect your
We will not disclose any information that you provide 'in
confidence', to anyone else without your permission, except in the
few situations where disclosure is required by law, or where we
have good reason to believe that failing to share the information
would put someone else at risk. You will be told about this unless
there are exceptional reasons not to do so.
We do, on the odd occasion, process your information overseas
using web services that are hosted outside the European Economic
Area, for example Facebook. This is processed in the US, but
has been approved by another competent supervisory authority under
Article 40 of the GDPR or equivalent statutory provisions,
together with binding and enforceable commitments of the controller
and processor to apply the appropriate safeguards such as
information security procedures and checks. .
We upload children's data to the MiS (Sims Database) that is
hosted in the European Union. In addition, children's data may be
uploaded to GL Assessments, School Pupil Tracker Online and EExAT.
A small amount of personal data is also stored (name, email
address) on Education City and parent / carer contact data to
ParentMail. All of these services are hosted within the European
Union. To understand how this information is processed in more
detail please read Appendix A.
We may need to pass your information to other States of Jersey
(SOJ) departments or organisation to fulfil your request for a
service. These departments are Health, Social Services, Social
Security, Multi trust agencies. These departments and organisations
are obliged to keep your details securely, and only use your
information for the purposes of processing our service
request. Please read Appendix B for a list of organisations
your data is shared with and how.
We may disclose information to other departments where it is
necessary, either to comply with a legal obligation, or where
permitted under other legislation. Examples of this include, but
are not limited to: where the disclosure is necessary for the
purposes of the prevention and/or detection of crime; for the
purposes of meeting statutory obligations; or to prevent risk of
harm to an individual, etc.
At no time will your information be passed to organisations for
marketing or sales purposes or for any commercial use without your
prior express consent.
Publication of your information
We may need to publish your information on our website and/or
in the Jersey Evening Post for the following reasons:
Where we are required by law to publicise certain information,
for example performance data.
In the interests of demonstrating a fair and transparent
decision-making process, for example admissions process and appeals
Where we are required to provide statistical information about
a group of people; although your data will be anonymised to protect
Where you have responded to a public consultation, although
your comments will be anonymised to protect your identity.
We will not publish any of your sensitive personal information
unless there is a requirement for us to do so in order to carry out
our statutory functions.
If you email us we may keep a record of your email address and
a copy of the email for record keeping purposes.
For security reasons we will not include any confidential
information about you in any email we send to you. We would also
suggest that you keep the amount of confidential information you
send to us via email to a minimum or use our secure online services
where possible or correspond with us by post.
We will not share your email address or your email contents
unless is it necessary for us to do so; either to fulfil your
request for a service; to comply with a legal obligation, or where
permitted under other legislation.
We do not record or monitor any telephone calls you make to us
using recording equipment, although if you leave a message on our
voicemail systems your message will be kept until we are able to
return your call or make a note of your message. File
notes of when and why you called may be taken for record keeping
purposes. We will not pass on the content of your telephone
calls, unless is it necessary for us to do so; either to fulfil
your request for a service; to comply with a legal obligation, or
where permitted under other legislation.
You can ask us to stop processing your information
You have the right to request that we stop processing your
personal data in relation to any of our services. However, this may
cause delays or prevent us delivering a service to you. Where
possible we will seek to comply with your request but we may be
required to hold or process information to comply with a legal
You can withdraw your consent to the processing of your
In the few instances when you have given your consent to
process your information, you have the right to withdraw your
consent to the further processing of your personal data.
However, this may cause delays or prevent us delivering a service
to you. We will always seek to comply with your request but we may
be required to hold or process your information in order to comply
with a legal requirement.
You can ask us to correct or amend your information
You have the right to challenge the accuracy of the information
we hold about you and request that it is corrected where necessary.
We will seek to ensure that corrections are made not only to the
data that we hold but also any data held by other
organisations/parties that process data on our behalf.
You request that the processing of your personal data is
You have the right to request that we restrict the processing
of your personal information. You can exercise this right in
instances where you believe the information being processed in
inaccurate, out of date, or there are no legitimate grounds for the
processing. We will always seek to comply with your request but we
may be required to continue to process your information in order to
comply with a legal requirement.
You can ask us for a copy of the information we hold about
You are legally entitled to request a list of, or a copy of any
information that we hold about you. However where our records are
not held in a way that easily identifies you, for example a land
registry, we may not be able to provide you with a copy of your
information, although we will do everything we can to comply with
You can complain to us about the way your information is being
If you have an enquiry or concern regarding the processing of
your personal data please contact:
Telephone: +44 (0)1534 723468
Victoria College Preparatory School
You can also complain to the Information Commissioner about the
way your information is being used
The Office of the Information Commissioner can be contacted in
the following ways:
Telephone: +44 (0)1534 716530
Office of the Information Commissioner