Data Protection

Data Protection

The Data Protection Act 2018 and the General Data Protection Regulation (GDPR) came into force in May 2018. The GDPR only applies to personal information, ie, information about identifiable living individuals and to anyone who processes, stores or is the subject of personal data.

The Good Shepherd Trust takes its responsibility under data protection regulations seriously, ensuring that we meet and comply with our obligations in the use of, processing and holding of personal data. The Trust is registered with the Information Commissioner’s Office (ICO) for all of our member schools.

Data Protection Policy

Privacy Notice for Staff

Privacy Notice for Parents and Carers

Privacy Notice for Pupils

Privacy Notice for Members, Trustee Directors, Local Committee members and Volunteers

Privacy Notice for Visitors

Privacy Notice for Job Applicants

Privacy Notice for Suppliers

Data Retention Schedule

ICO Model Freedom of information publication scheme (Trust) 

Making a Freedom of Information (FOI) or Subject Access Request (SAR)

Should you require any further information, or if you wish to make a Data Subject Access Request or a Freedom of Information request, the Trust’s Data Protection Officer (DPO) Peter Coates, can be contacted here.

In any request you would need to specify exactly what information it is that you require, the form in the link below isn't mandatory but it may help with your request, you may also be asked for two forms of identification before your request can be actioned.

A Subject Access Request Form

Timescales for responses

A school has 20 school days or 60 working days (whichever is the shortest) to respond to a FOI request.

A school has 1 calendar month to respond to a SAR (Subject Access Request), if the request is just a 'right of access' request for their child's educational records then in this instance the school has 15 school days to respond.

 

Making a specific Data Protection Complaint

We are committed to protecting your personal data. If you are unhappy with how we have collected, stored, or used your information - or how we have handled your privacy rights (such as Subject Access Requests) then you have the right to submit a complaint.

How to submit a complaint

You can raise a data protection concern or complaint through any of the following channels:

  • EMAIL: contact the DPO Peter Coates at admin@goodshepherdtrust.org.uk
  • POST: address it to the DPO at Good Shepherd Trust, Larch Building, Larch Avenue, Guildford, Surrey GU1 1JY
  • PHONE: call the Good Shepherd Trust on 01483 910210

To help us investigate effectively, please include your name, contact details, and a clear description of your concern (including relevant dates and staff you may have spoken to).

Third Party Complaints

If you are submitting a complaint on behalf of someone else, we require written authority or signed letter of consent from the individual concerned before we can discuss their personal data or share investigation findings with you.

Our Data Protection Complaints procedure

When we receive your complaint, we will follow these steps:

  1. Acknowledgement: We will acknowledge receipt of your complaint in writing within 5 days
  2. Investigation: Our DPO will review your case. This may involve examining correspondence, reviewing security logs, and speaking to relevant staff
  3. Response: We aim to provide a full written response within one calendar month. If your complaint is highly complex and requires more time, we will notify you and explain the reason for the delay
Escalation and your right to complain to the regulator

Our response will detail our findings and any remedial actions we have taken. If you are dissatisfied with our final response, you have the right to escalate your complaint directly to the regulatory authority.

You can contact the Information Commissioners Office in the following ways: