This section should include all of the important information you need ready for your child starting at The Hemel Hempstead School.
It is designed to be a reference point for you and therefore it has been divided into sub-sections, hopefully making this easy for you to access.
However, if you would like to download, print and read the entire document please clickbelow
Please can we also ask you to ensure you have completed the 'HHS registration form' when the link is emailed to you.
Welcome from The Headteacher
Dear Parents/Carers and New Students
Welcome to the Hemel Hempstead School
I am absolutely delighted that your child will be joining our school community in September.
There is a common proverb, that “a journey of a thousand miles starts with a single step”. This journey, here at The Hemel Hempstead School, will be possible because, working in partnership with parents/carers, children and teachers, we will strive for nothing short of excellence for them.
We will help them to forge a future in which they are the leaders of their society; young people who can ‘be, not seem to be’ because they are constituted on a foundation of responsibility, respect, relationships, reflection and resilience. This is what our motto Esse Quam Videri means to us and what we, as a school community, live by every day.
At The Hemel Hempstead School we strive, through inspiring teaching, authentic leadership, promoting independence and unyielding standards, to help young people to realise the very best versions of themselves, fully prepared to be the leaders and champions of tomorrow.
We are very proud to be part of a family of schools called Scholars’ Education Trust and this family brings greater opportunity for collaboration and excellence in all that your child will do here and at Trust events.
It is an incredibly exciting time for this school. We have expanded our numbers, taking a seventh form in each new year and increasing places in the Sixth Form. We are humbled that we get over one thousand applications for the two hundred and seventeen Year 7 places we have each year.
We are growing as a school, both physically and in our aspirations. Recently we opened new music, biology, sports and language facilities. During your child's time in the school they will further benefit from new facilities in art, technology, food, English, chemistry and sports; the building of those starting very shortly.
I know that, as a parent, nothing is more important to you than to know that your child is going to thrive in a rigorous and challenging, yet fun and caring, environment where only the very best is ever enough for them. That is why my team of teachers and support staff are dedicated, every day, to that very same goal.
I look forward to meeting you in person, welcoming you to The Hemel Hempstead School, and joining you on this very special journey.
The School Day and Key Staff
2.1 The School Day
07.30 – 08.30 Breakfast Club in the canteen
08.30 – 08.40 All students to be on site
08.40 – 08.50 DEAR
08.50 – 09.10 Form Time / Assembly
09.15 – 10.10 Period One
10.15 – 11.10 Period Two
11.10 – 11.40 Break
11.45 – 12.40 Period Three
12.45 – 13.40 Period Four
13.40 – 14.30 Lunch for all
14.35 – 15.30 Period Five
15.30 – 16.30 Homework Club, plus clubs and House events.
The Library is open until 4.15pm Monday to Thursday (3.45pm on Fridays) for private study should students need it.
Students from Years 7 to 11 are not permitted to leave the school site during lunchtimes unless they have returned the relevant form, available on written request from parents, giving permission for them to have lunch at home. Students will be issued with a lunch pass card which they must carry when off the school site. They must always sign out and back in again at the ABI room.
Students are expected to leave the school site by 4pm unless they are remaining for an organised activity, are requested to stay by a member of staff or are using the Library for study.
2.2 Travelling to & from School
We encourage students to cycle or walk to school.
Students who wish to cycle to school must have passed their Cycling Proficiency/Bikeability Test and have a cycle permit (forms available from Student Services). Cycles should be left in the cycle store and must be secured with a lock. Students must wear a cycle helmet.
If you live some distance from school, you may wish to bring your child by car. We ask that you do not set down or pick up in the immediate vicinity of the school gates because of the obvious hazards to students walking in and out of school. We recommend that cars are not brought within 100 metres of the school entrances after 8am or before 4pm. Safe drop off/pick up points are Beechfield Road and the car parks around the Sports Centre.
2.3 Key Staff
Leadership Team: Headteacher Mr N Hassell
Deputy Headteacher Mr T Jordan
Assistant Headteachers Miss G May
Miss E Bevan
Mr J Heward
Heads of Year: Mrs S Graham Year 7
Mr J Green Year 8
Mr T Colquhoun Year 9
Mr C Farmery Year 10
Ms I Evans Year 11
Ms H Jevon Year 12
Mrs S Leita Year 13
Attendance Officer: Mrs M McCausland
Medical Administrator: Mrs N Akther
Student Services: Mrs A Davis
SENDCO: Mrs K Beverstock
Head’s EA: Mrs E Smith
Exams Officer: Mrs S Brown
Contact with School
3.1 Contact Details
Address: Heath Lane, Hemel Hempstead, Hertz HP1 1TX
Telephone: 01442 390100
Student Services: 01442 390101
Student Absence Line: 01442 390103
Student Absence emails: firstname.lastname@example.org
General Email: email@example.com
3.2 Herts Schools Closure Notification System
Parents/Carers are invited to sign up to receive messages by SMS and email sent by The Hemel Hempstead School regarding school closure. To sign up parents/carers should use the following link:
This link will direct you to the Sign Up page where you should click on the ‘Sign Up’ button located at the top right and follow the instructions from there. You can revisit and update your details at any time should you change your mobile number or email address.
Please note that each contact within the system can have two devices added for each communication type if they wish to, so a partner or grandparents will receive messages regarding school closure. Alternatively, interested parties can register themselves separately. You can also register at multiple schools in a single registration process if you have children at different schools.
3.3 General Parental Contact with School
Your first contact will be your child’s form tutor who will, in time, become a familiar figure. Problems that the Form Tutor is unable to solve should be taken to the Head of Year, who in turn can call for help from their Leadership Team link or our various specialist advisers if necessary. On rare occasions you may need to make direct contact with a senior member of staff but please note that it is not always appropriate to ask for the Headteacher. You should contact the school through firstname.lastname@example.org or on 01442 390100. We will reply to emails or calls within 48 hours.
3.4 Reports and Parent Consultations
A Year 7 Barbeque is held early in the Autumn Term. This has proved to be a useful opportunity for parents/carers to meet their child’s tutor and discuss any issues regarding settling in and learn more about their child’s experience here.
Students will receive three reports across the year showing progress, attitude to learning grades pertaining to homework, effort and behaviour and comments from teachers as to how they can improve in each subject.
Parent Consultations for each year group are held with subject staff, usually in the Spring Term. These have been online in recent years but we are currently gathering parent/carers' views on whether or not they wish to return to face-to-face. We hope that you will make every effort to attend as we find that the exchange of information during these evenings is very helpful.
3.5 Google Classroom
Google Classroom will allow students and parents/carers to track homework and ongoing project work. This is an excellent way for you to support your child with their learning. Your child will receive login details and training upon joining our school.
A weekly Newsletter is issued via email every Friday. The colour of the Newsletter indicates whether it is a ‘Blue’ or ‘Gold’ week the following week. The timetable is on a two week cycle and students’ timetables differ for Blue weeks and Gold weeks.
Illness, Absence and Medical Conditions
4.1 Medical Issues
Confidential medical information may be communicated to the Head of Year or to our Medical Administrator. The Medical Administrator is available between 8.30am and 3.40pm each day in Main Block, Room 28. If you wish to speak to the Medical Administrator about any health issues your child may be experiencing please call on 01442 390100 or email via email@example.com.
We ask the parents/carers of students who have had a serious medical condition in the past, are currently suffering from a medical condition or who are likely to suffer from a serious reaction (Epi-pen users) to inform us immediately. This enables us to inform the teaching and support staff in case of an EMERGENCY. Please fill in all details on the Returnable Forms if conditions are known when your child joins the school.
Parents should arrange, whenever possible, for regular medication to be administered at home and not at school but the Medical Administrator can hold medication that needs to be taken during the school day. However, the school is not responsible for noting expiry dates on any medication (including Epi-pens) and,as such, you are required to complete the HHS Registration Forms (Google Form) if you would like us to hold any medication. Staff will not accept medication to be stored without completion of the Google Form (Medication section).
All medication sent in to the Medical Administrator must be in the original container and labelled with the student’s name and their date of birth.
Your child is responsible for ensuring that medication is taken on time. Parents/carers will be informed by email or text on every occasion their child receives medication at school.
Students are not permitted to leave a lesson in order to take over the counter medication – they must do so between lessons or at morning break or lunchtime.
If your child suffers from regular headaches, hay fever, period pains, etc., it is recommended that parents/carers supply us with medication for their child so they can help themselves to carry on with the school day as normal.
Students must NOT carry medication around the school with them as this has very serious Health and Safety implications. This includes any tablets, suspensions and especially needles used for diabetes control.
4.1.2 Sickness at School
If a student feels unwell, they must ask their teacher for a blue ‘Permission to visit Medical Administrator’ slip. If a student arrives there without a slip, they will be asked to return to the teacher to get one before returning to the Medical Administrator.
Depending on the nature of the illness, a First Aider may be called if necessary. A decision will be made as to whether a child is well enough to return to lessons or needs to go home. Parents will be contacted where necessary.
Students must not call home themselves and ask to be collected – there is a procedure that all students must follow, without exception. Sanctions will be issued to students who do not follow the school rules.
A list of all students who visit Medical Administrator (along with times) is kept on a database and this will highlight recurrent visits which could be an indicator of other issues.
4.2 Emotional Difficulties
Unfortunately, difficulties can occasionally arise in home circumstances which affect emotionally and lead to a fall in standards of work or behaviour. We hope you will feel that you can share these difficulties, in confidence, with your child’s Form Tutor, Head of Year or a member of the Leadership Team. Such information can sometimes be difficult to share but we need to know about them if we are to give your child all possible support.
4.3 Leave of Absence
Family holidays must always be arranged in School holiday time. Any request for a long absence during term time must be put in writing to the Headteacher. If a holiday is taken in term time it will be recorded as unauthorised absence and a fine may be imposed.
Please email firstname.lastname@example.org to inform us of any requests for absence, appointments, advising of illness. Alternatively leave a message on the Absence line, 01442 390103, if your child is unwell or going to be late for school. If you do not contact the school, a member of the attendance (ABI) team will contact you. We require a call on each day of absence. Late arrival to school without good reason will result in a consequence being received.
4.5 Dental/Medical Appointments
As far as possible these should be made for out of school hours or during the holidays. If unavoidable, a note should be written and this should be shown to the Form Tutor at morning registration or a message left on the Absence line, 01442 390103, in advance of the appointment. The student is expected to make up any work missed.
Uniform, Equipment and Resources
5.1 Our Uniform Suppliers
Main School Uniform:
Riverside Shopping Centre
01442 501 411
71 The Marlows
5.1.2 Uniform Detail
Students are expected to wear the correct uniform and take pride in their appearance. A separate comprehensive uniform list accompanies the online information. In addition, the following points should be noted:
PE kit should not be worn except in PE or Games lessons.
Trainers may be worn only for PE.
Make-up should be unnoticeable. Nail varnish, if worn, should be of a natural colour. Nails should be kept short.
Jewellery – rings, bracelets and necklaces (unless of religious significance) may not be worn
Earrings - only one small stud can be worn in each ear
No facial or body-piercing is allowed.
Uniform must be worn correctly on the journey to and from school
Ties should be tied so that the school crest shows below the knot.
Hair should be a single natural colour. Hair should be shaved no shorter than Grade 2.
Partly shaved hairstyles are not allowed.
Please refer to the Uniform section on the school website for clarification of uniform, PE kit and footwear
All students need a sturdy and practical school bag. This must be sufficiently large to carry a number of A4 books, their pencil case, calculator, lunch etc.
Students may hire a locker from ILS Locker Rentals - there is a section within the HHS Registration Forms Pack (Google Form) to order one.
All students need a pencil case containing as standard:
- Several HB pencils
- Several blue and black pens for handwriting
- A pencil sharpener
- A rubber
- A ruler
- A scientific calculator
As students progress through the school, and in certain subjects, they be advised of additional equipment by their teachers.
We strongly encourage students to also have:
- Coloured pencils
- A glue stick
Students in receipt of Free School Meals (or who have been in the last 6 years) can get support with buying any of this equipment – please contact email@example.com. Students in receipt of pupil premium will have received more information in a separate letter.
5.3 Mobile Phones
Mobile phones are permitted in school for use in lessons if allowed by teachers. As parents/carers will be very aware, mobile phones can be very expensive items but the ability of their child to communicate with home before and after school is particularly useful. Although there are very few examples of theft, the school will not take responsibility for the loss of any non-essential items brought into school and students must be very careful about looking after their phones. Unauthorised use of a phone during the school day, including break time and lunch time, will result in confiscation. If a phone is confiscated it must be collected from Reception at the end of the day and a consequence will be issued. Phones are to be kept in students’ bags, turned off, in order not to disturb teaching and learning.
Lockers are available at various places around school for students to rent. This is done via ILS Locker Rentals. There is an opportunity for you to apply for one in the HHS Registration Forms (Google Form)
5.5 The Library
The Library is an important resource, with a wide range of fiction and non-fiction books. It is expected that students will borrow books for research and recreational reading throughout their school careers.
We have an automated library system for students to borrow books. The loan period is two weeks for two books which may, of course, be renewed if they are returned on or before the due date. We would be grateful for your support in reminding your child to return books promptly. The Library is open every day from 8.15am until 4.15pm (3.45pm on Friday).
In order to facilitate the circulation of the stock, fines are charged on overdue books at the rate of 5p per day, up to a maximum of £1. No one with an overdue book is allowed to borrow any further books until the book is returned and the fine paid, or, if the book is lost, the full replacement cost is paid.
5.6 Student Services
Student Services is situated in the main building. It is open from 8am to 4pm Monday to Thursday, 8am to 3.30pm on Friday. This area offers a multitude of services for both students and parents. Students can make phone calls there during break or lunchtime on their mobiles or using the school phone.
All queries connected to online payments should be made at Student Services and, should your child forget anything they need, it may be dropped off there for them to collect. Replacement ties may be purchased there too.
School Rules and Code of Conduct
6.1 School Rules
The Hemel Hempstead School has a large number of students, so some rules are clearly necessary to make sure the school runs smoothly.
The two main principles on which these rules are based are:
- Our desire for a safe, secure and well-organised school.
- Courtesy and consideration towards others. Any behaviour which has not been mentioned in the Home School Agreement but which is cruel, destructive, dishonest or likely to cause damage or upset to other students, school property or grounds, is clearly wrong and is not allowed.
6.2 Code of Conduct
We would appreciate it if you would read the code of conduct below with your child. The one rule for all of us in school is that everyone will act with courtesy and consideration at all times; this means that:
You always try to understand other points of view.
In class you make it as easy as possible for everyone to learn and for the teacher to teach. This means arriving on time with everything you need for that lesson, beginning and ending the lesson in a courteous and orderly way, listening carefully, following instructions and helping each other when appropriate.
You move calmly and quietly about the School. This means never running, barging or shouting, but being ready to help by opening doors, standing back to let people pass and helping to carry things. In crowded areas please keep to the left and avoid pushing.
You always speak politely to everyone (even if you feel bad-tempered!) and use a low voice. Shouting is always discourteous.
You are silent whenever you are required to be.
You keep the School clean and tidy so that it is a welcoming place that we can all be proud of. This means putting all litter into the bins provided, keeping walls and furniture clean and unmarked and taking great care of the displays, particularly of other students’ work.
Out of school, walking locally or with a school group, you always remember that the School’s reputation depends on the way you behave.
You respect the property of others. Removing or damaging property is always wrong.
At lunchtimes, if indoors due to inclement weather, you should be in the nominated rooms or the Library.
You should address members of staff as ‘Sir’, ‘Miss’, ‘Mr X’, ‘Miss Y’ or ‘Mrs Z’. Your tone of voice and manner should be courteous.
You should not chew or eat in lessons.
The following rules are designed to ensure your own welfare and safety and to safeguard your property:
Illness: If you are unwell or have hurt yourself, go to Medical Administrator’s Room with a blue note from the Teacher, unless at break/lunch. If students are unwell during the school day, they may be signed out by Medical Administrator, who will contact parents. Students must not phone parents directly.
Smoking or vaping on or near school premises or in school uniform is absolutely forbidden.
Harmful materials: Cigarettes, alcohol, matches, lighters, fireworks, Tippex, solvents, hairspray and other aerosol cans, knives, laser pens or other substances or weapons which can cause harm must not be brought to school.
Property: All your belongings should be clearly named.
Money and Valuables should not be left unattended and should not be brought to school unless absolutely necessary. PE Staff, if requested, will keep phone, money and valuables in the PE Office for safe-keeping during PE lessons. It is the responsibility of students to collect their property at the end of the lesson. Headphones (wireless or otherwise) and gaming devices should not be brought to school.
We implement the Code of Conduct through our Rewards and Consequences Policy (see our main website).
Section 7: Online Payments
From September 2023 we will operate a new secure cashless ePayment system, ParentPay, for all transactions between the school and families.
With ParentPay you can:
- Pay for school meals and school trips securely
- Have access to history of all the payments you have made
- Create a single account login covering all your children who attend a ParentPay school
- See every item available for payment for each of your children
- Receive an email receipt of your payment to the email address you register
- Set automated email/text payment reminders
For further information regarding payments using ParentPay, please see website:
https://www.parentpay.com/parents/. Login details will be sent to you in due course.
7.2 School Meals
We offer a canteen system in the school that opens for breakfast from 8am. A wide variety of food is available. At lunchtime it is possible to purchase a cooked meal or vegetarian dish and a pudding or, alternatively, a salad, hot or cold snacks or sandwiches until 2.15pm. We operate a cashless catering system which incorporates the latest technology (Biometric system) and eliminates the need for students to carry cash, as the system recognises the thumbprint of your child at the till points. No cash will be accepted at the tills.
Any amount of money may be paid into a student’s account and money spent will be deducted on a daily basis. Payments may be made through ParentPay. A daily ‘spend limit’ of £5 will be programmed onto the system. This may be increased or decreased for an individual student by making a written request to Student Services. Students entitled to free school meals will have £2.35 per day loaded onto their account automatically.
As per current legislation we operate an ‘opt in’ policy. If you choose not to have your child registered on the Biometric system, a 4-digit PIN code will be issued. Please note that PIN codes do not have the same level of security and your child will be responsible for keeping the code secure at all times.
You will be asked to complete the Biometric Parental Consent Form within the HHS Registration Forms
7.3 School Improvement Fund
We invite you to make a regular financial donation to the school. The ‘Improvement Fund’ will ensure that we are able to undertake further improvements to the school, which in recent years have included external seating, water fountains, magazines for the Library and other amenities available to all students.
The suggested minimum contribution is £5 per month and payment may be made by standing order or as a one-off payment through ParentPay online. We hope that you will support the fund and, through it, the range of activities we are able to provide.
There is an opportunity for you to set up a Standing Order within the HHS Registration Forms (Google Form).
Helping my child succeed at HHS
Parental involvement is the answer!
Study after study has shown that parental involvement is the major determinant of how well all children, regardless of their background, do in school. Here are seven ways you can help your child succeed in the classroom, and beyond.
Create an environment in your home that encourages learning: This will be a major influence on how well your child does in school. This can be achieved by:
- ensuring they have somewhere quiet and well-lit to study
- providing them with many different opportunities to become excited about learning
- making sure that appropriate materials from puzzles to paints to computers are available to stimulate their curiosity
Provide your child with a well-balanced life: Establish routines so your child gets enough sleep, eats regular nourishing meals, and receives sufficient exercise. Limit excessive TV-viewing and the playing of computer games.
Help your child learn how to tackle homework: Doing homework reinforces what your child learns in school. You can support your child with homework by:
- Showing them how to approach homework so it quickly becomes their responsibility
- Helping them to learn what assignments to do first and how to plan their time
- Encouraging them not to rush through their homework but to consider every assignment as a learning experience
Take a daily interest: Getting involved with your child's education at secondary school doesn't have to be difficult. There are some simple things you can do to show your interest:
- ask about your child's homework – check Google Classroom to find out when work is due and whether they need any help with anything
- find out the topics your child will be studying each term by looking at the school's curriculum plan or talking to teachers
- check the weekly Newsletter and website for upcoming events and mark your calendar straight away with activities that will include your child
Ensure regular attendance and good punctuality: Children who attend regularly and are punctual at the start of the day tend to make better progress in school and are often far better organised for their day. Once attendance falls below 95% (one day absence out of twenty) it will start to impact on learning. To ensure effective attendance and punctuality you should:
- help your child to establish a morning routine that will mean they are in school by 08.20am at the latest
- help them to get organised – packing their bag in the evening will ensure that last minute rushing is avoided
- book medical and dental appointments outside school hours wherever possible
- avoid booking holidays during school term time
Support your child’s reading: At 11 years of age your child may be too old for bedtime stories, but you can still help shape their reading habits. You can develop your child's interest by:
- encouraging them to read magazines, comics and newspapers as well as books
- buying books for presents - those that tie in to a favourite television show, pop band or computer game are often a hit
- reading together - try picking reading material on subjects you both enjoy like a sports team, music group or holiday destination
- reading the books or plays your child is studying in school and discussing what you've read with them
Get the most from school reports: Your child receives a school report three times a year. To get the most out of a report you should:
- read it carefully and note your child's strengths and weaknesses - work out what they need to do to improve in weak areas
- give praise when your child has done well, but for areas of concern agree on specific things that can be done to improve
- compare reports from term to term and year to year to highlight areas of improvement and concern
Make the most of Parent Consultation evenings: At The Hemel Hempstead School you will have the opportunity to attend a Parent Consultation evening once a year. You can make the most of Parent Consultation evenings by:
- spending some time with your child before the evening discussing their strengths, weaknesses and any problems at school
- making a list of questions to ask teachers about your child's work, how they get along with classmates and their general attitude toward school
- being prepared to listen when meeting teachers, even to criticism of your child's work or behaviour
- asking questions, especially if you don't understand or agree with something
- trying to take away from the meeting some positive steps that you, your child and the teachers can take to help your child succeed.
PRIVACY NOTICE FOR PARENTS/CARERS
(General Data Protection Regulations (GDPR) Compliance)
The Hemel Hempstead school collects data and information about parents/carers of our students so that we can operate effectively as a school. This privacy notice explains how and why we collect parent/carer data, what we do with it and what rights parents have.
The term “parent” is widely defined in education law to include the natural or adoptive parents (regardless of whether parents are or were married, whether a father is named on a birth certificate or has parental responsibility for the student, with whom the student lives or whether the student has contact with that parent), and also includes non-parents who have parental responsibility for the student, or with whom the student lives. It is therefore possible for a student to have several “parents” for the purposes of education law. This privacy notice also covers other members of students’ families who we may process data about from time to time, including, for example, siblings, aunts and uncles and grandparents.
Privacy Notice (How we use parent/carer information)
We collect and use parent/carer information under the following lawful bases:
a. where we have the consent of the data subject (Article 6 (a));
b. where it is necessary for compliance with a legal obligation (Article 6 (c));
c. where processing is necessary to protect the vital interests of the data subject or another person (Article 6(d));
d. where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (Article 6 (e)).
Where the personal data we collect about parents / carers is sensitive personal data, we will only process it where:
a. we have explicit consent;
b. processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent; and/or
c. processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, where we respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
Please see our Data Protection Policy for a definition of sensitive personal data.
We use the parent/carer data to support our functions of running a school, in particular:
a. to decide who to admit to the school;
b. to support student learning;
c. to monitor and report on student progress;
d. to provide appropriate pastoral care;
e. to assess the quality of our services;
f. to comply with the law regarding data sharing;
g. for the protection and welfare of students and others in the school, including our safeguarding / child protection obligations;
h. for the safe and orderly running of the school;
i. to promote the school;
j. to send you communications that may be of interest to you which may include information about school events or activities, news, campaigns, appeals, other fundraising activities; k. in order to respond to investigations from our regulators or to respond to complaints raised by our stakeholders;
k. In connection with any legal proceedings threatened or commenced against the school
The categories of parent/carer information that we collect, hold and share include:
a. Personal information (such as name, address, telephone number and email address); b. Information relating to your identity, marital status, employment status, religion, ethnicity, language, medical conditions, nationality, country of birth and free school meal / student premium eligibility/ entitlement to certain benefits, information about court orders in place affecting parenting arrangements for students);
From time to time and in certain circumstances, we might also process personal data about parents/carers, some of which might be sensitive personal data, information about criminal proceedings/convictions or information about child protection/safeguarding. This information is not routinely collected about parents/ carers and is only likely to be processed by the school in specific circumstances relating to particular students, for example, if a child protection issue arises or if a parent/carer is involved in a criminal matter. Where appropriate, such information may be shared with external agencies such as the child protection team at the Local Authority, the Local Authority Designated Officer and/or the Police. Such information will only be processed to the extent that it is lawful to do so and appropriate measures will be taken to keep the data secure.
We collect information about parents/carers before students join the school and update it during students’ time on the roll as and when new information is acquired.
Collecting parent/carer information
Whilst the majority of information about parents/carers provided to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain parent/carer information to us or if you have a choice in this. Where appropriate, we will ask parents/carers for consent to process personal data where there is no other lawful basis for processing it, for example where we wish to [ask your permission to use your information for marketing purposes or to request voluntary contributions]. Parents/carers may withdraw consent given in these circumstances at any time.
In addition, the School also uses CCTV cameras around the school site for security purposes and for the protection of staff and students. CCTV footage may be referred to during the course of disciplinary procedures (for staff or students) or investigate other issues. CCTV footage involving parents / carers will only be processed to the extent that it is lawful to do so. Please see our CCTV policy for more details.
Storing parent/carer information
A significant amount of personal data is stored electronically, for example, on our database, SIMS. Some information may also be stored in hard copy format.
Data stored electronically may be saved on a cloud based system which may be hosted in a different country.
Personal data may be transferred to other countries if, for example, we are arranging a school trip to a different country. Appropriate steps will be taken to keep the data secure.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements. Details of retention periods for different aspects of your personal information are available in our Data Retention Policy which is available from the School Business Manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a parent/carer we will retain and securely destroy your personal information in accordance with our data retention policy.
Who do we share parent/carer information with?
We routinely share parent/carer information with:
schools that students attend after leaving us;
From time to time we may also share parent/carer information to other third parties including the following:
our local authority Hertfordshire County Council;
a student’s home local authority (if different);
the Department for Education (DfE);
school governors / trustees;
the Police and law enforcement agencies;
NHS health professionals including the school nurse, educational psychologists, Education Welfare Officers;
Courts, if ordered to do so;
the Teaching Regulation Authority;
Prevent teams in accordance with the Prevent Duty on schools;
other schools, for example, if we are negotiating a managed move and we have your consent to share information in these circumstances;
our legal advisors;
our insurance providers / the Risk Protection Arrangement;
Some of the organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
In the event that we share personal data about parents/carers with third parties, we will provide the minimum amount of personal data necessary to fulfil the purpose for which we are required to share the data.
Requesting access to your personal data
Under data protection legislation, parents/carers have the right to request access to information about them that we hold (“Subject Access Request”). To make a request for your child’s personal data, or be given access to your child’s educational record, contact [setting to include details of their administrator/Data Protection Officer] although any written request for personal data will be treated as a Subject Access Request.
The legal timescales for the School to respond to a Subject Access Request is one calendar month. As the School has limited staff resources outside of term time, we encourage parents / carers to submit Subject Access Requests during term time and to avoid sending a request during periods when the School is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. For further information about how we handle Subject Access Requests, please see our Data Protection Policy. No fee usually required.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
You also have the right to:
object to processing of personal data that is likely to cause, or is causing, damage or distress;
prevent processing for the purpose of direct marketing;
object to decisions being taken by automated means;
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed;
claim compensation for damages caused by a breach of the our data protection responsibilities.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the School Business Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Data Protection Officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the school. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Changes to this Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.