Privacy Policy

1. Introduction

This Privacy Policy outlines how Cranbrook School (“we,” “us,” or “our”) collects, uses, and protects personal information when you interact with our school, participate in our programmes, or visit our website. We are committed to protecting your privacy and handling your data in a transparent and secure manner in compliance with UK GDPR.

2. Who We Are

Data Controller: Cranbrook School
Address: Waterloo Road, Cranbrook, Kent, TN17 3JD
Contact Email: bursar@cranbrook.kent.sch.uk
Data Protection Officer: Karen Radford

3. Information We Collect

We collect personal data to support our educational services, ensure student welfare, and improve user experience on our website. The types of data we collect include:

Personal Details: Name, address, email, phone number, and other contact details
Academic Information: Enrolment records, exam results, and other academic performance data
Health Information: Medical information necessary for student care and participation in activities
Website Usage Data: IP addresses, device type, browser type, and interactions on our website

4. How We Use Your Information

We process personal data to provide services, comply with legal requirements, and communicate effectively. Specifically, we use personal data for the following purposes:

To manage enrolment, attendance, and academic records
To administer health and safety protocols for student welfare
To communicate with parents, students, and staff about events, updates, and opportunities
To comply with legal and regulatory obligations

Legal Basis for Processing: We process data based on the following legal bases:

Performance of a Contract: To provide educational and related services
Legal Obligation: For safeguarding, health and safety, and regulatory compliance
Legitimate Interests: To improve services, ensure efficient administration, and enhance user experience on our website

5. Sharing Your Information

We may share personal information with third parties under strict data protection standards, including:

Service Providers: Such as IT and hosting providers to support our operational needs
Regulatory and Examination Bodies: Including local authorities and exam boards, to comply with academic and regulatory standards
Healthcare Professionals: Where necessary to ensure student health and safety

International Data Transfers: Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses, to protect the data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law. Specific retention periods include:

Student Records: Retained for 6 years after a student’s departure unless legally required to be kept longer
Website Usage Data: Retained for 1 year to optimise user experience and enhance security

For further information on retention periods for other specific data types, please contact us.

7. Your Rights

Under the UK GDPR, individuals have certain rights regarding their personal data, including:

Access: The right to request a copy of the data we hold about you
Rectification: The right to correct any inaccuracies in your personal data
Erasure: The right to request deletion of your data, where applicable
Restriction: The right to request restrictions on processing under certain conditions
Data Portability: The right to transfer your data to another data controller
Objection: The right to object to data processing based on legitimate interests
Withdraw Consent: Where consent is the basis for processing, you may withdraw it at any time

Exercising Your Rights: To exercise these rights, please contact us via bursar@cranbrook.kent.sch.uk. We will respond promptly and in compliance with legal timeframes.

8. Security of Your Data

We take data security seriously and implement appropriate measures to protect personal data from unauthorised access, alteration, or destruction. Our security measures include:

Encryption: To secure data during transmission and storage
Access Controls: Limiting data access to authorised personnel only
Regular Security Audits: To monitor and enhance our data protection practices

9. Automated Decision-Making and Profiling

We do not use automated decision-making or profiling in relation to personal data collected for educational purposes.

10. Updates to this Privacy Policy

We review this Privacy Policy annually to ensure compliance with the latest regulations. The most recent version will always be available on our website, and we will notify you of any material changes.

11. Relation to Terms of Use

This Privacy Policy is part of our broader Terms of Use, which governs your use of our website. By accessing and using our website, you agree to both this Privacy Policy and our Terms of Use. Please read them together to fully understand your rights and obligations while using our site.

12. Contact Us

If you have questions about this policy, your data rights, or any privacy-related issues, please contact: