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Data Protection Policy Statement

Bentfield Primary School respects you and your child's privacy when you use the Organisation's services and is committed to complying with privacy legislation.

The information below is what is refered to as a 'Privacy Notice' which explains how the Organisation uses and protects your personal information.

Bentfield Primary School has a Data Protection Officer whoose role it is to ensure that any personal information processed by the Organisation is processed fairly and lawfully (respecting your rights and ensuring we follow the law). If you have any concerns or questions regarding how we look after your personal information, please contact the data Protection Officer Lauri Almond, at This email address is being protected from spambots. You need JavaScript enabled to view it. or by calling 0333 032 2970.

Why we use personal data

We may need information about you to:

  • deliver service to you
  • manage those services
  • train and manage the employment of our workers who deliver those service
  • help investigate any worries or complaints you have about your services
  • keep track of spending on service
  • check the quality of services and
  • to help with research and planning of new services.

What are our legal reasons for processing personal information?

There are a number of legal reasons why we need to collect and use personal data. Generally we collect and use personal information in the following circumstances:

  • where you or your representative has given consent
  • where you have entered into a contract with us
  • where it is necessary to perform our satutory duties
  • where it is necessary to protect someone in an emergency
  • where it is required by law
  • where it is necessary for employment purposes
  • where you have made your data publicly available
  • where it is necessary to establish, exercise or defend a legal claim
  • where it is in the substantial public interest
  • where it is necessary to protect public health
  • where is is necessary for archiving public interest material, research or statistical purposes.

Where we are using your consent to process your personal data, you have the right to withdraw that consent at any time. If you wish to withdraw your consent please contact This email address is being protected from spambots. You need JavaScript enabled to view it. so that your request can be dealt with.

What is Personal Information?

Personal Information is often records that can identify and relate to a living person. This can include information that when put together with other information can then identify a person.

What are Special Categories of Information?

This is personal information that needs more protection due to it's sensitivity. This informationis likely to include:

  • sexuality and sexual health
  • relgious or philosophical beliefs
  • ethnicity
  • physical or mental health
  • trade union membership
  • political opinion
  • genetric/biometric data

How we limit the use of personal information

Where necessary Bentfield Primary School processes personal data to deliver our services effectively; but whenever possible the data that we process will anonymised, pseudonymised or de-personalised. This means the information can no longer identify a person.

When using personal data for research purposes, the data will be anonymized/pseudonymised to avoid the identification of a person, unless you have agreed that your personal information can be used for the research project.

We do not sell personal data to any other organisation for the purposes of selling products.

Your Privacy rights

The law provides you with a number of rights to control the processing of your personal information.

Accessing the information we hold about you

You have the right to ask for the information we have about you. When we receive a request from you in writing we must normally give you access to everything we have recorded about you. However, we will not let you see any parts of your record which contains:

  • confidential information about other people
  • data an information professional thainks will cause serious harm to your or someone else's physical or mental wellbeing
  • if we think that the prevention or detection of crime may be adversely affected by disclosing data to you.  

This applies to paper and electronic records. If you ask us, we will also let others see your record (except if one of the pints above apply). If you ca not ask for your records in writting, we will make sure there are other ways you can apply. If you have any queries regarding access to your information please contact This email address is being protected from spambots. You need JavaScript enabled to view it. or 01279 813626.

Changing information you beleive to be inaccurate

You should let us know if you disagree with something written on your file. We may not always be able to change ot remove the information, however, we will correct factual inaccuracies and may include your comments in the records. Please use the contact details above to report inaccurate information.

Asking for your information to be delete (right to be forgotten)

In some circumstances you can request the erasure of the personal information used by the Organisation, for example:

  • where the personal information is no longer needed for the purpose for which it was collected
  • where you have withdrawn your consent to use the information (where there is no legal basis for the processing)
  • where there is no legal basis for the use of your information
  • where erasure is a legal obligation

Where personal information has been shared with others, the Organisation shall make very reasonable effort to ensure those usoing your personal information comply with your request for erasure.

Please note that the right to erasure does not extend to using your peraonal information where:

  • it is required by law
  • it is used for exercising the right of freedom of expression
  • it is in the interest in the area of public health
  • it is for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes where it would seriously affect the achievement of the objectives of the processing
  • it is necessary for the establishment, defense or exercise of legal claims.

Restricting what your information is used for

You have the right to ask us to restrict what we use your personal data for where one of the following applies:

  • you have identified inaccurate information, and have notified us of this
  • where using your information is unlawful, and you wish us to resrtict rather that erase the information
  • where you have objected to us using the information, and the legal reason for us using your information has not yet been provided to you.

When information is restricted it can not be used other that to securely store the data, and with your consent, to handle legal claim, protect others, or where it is for important public interests of the UK.

Where restriction of use has been granted, we will inform you before the use of your personal information is resumed.

You have the right to request that the Organisation stops using your personal information for some services. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with yopur request, but may need to hold or use information in connection with one or more of the Organisation's legal functions.

Computer based decisions about you and if you are 'profiled'

You have the right to object about decisions being made about you by automated means (by a computer and nota human being), unless it is required for any contract you have entered into, required by law, or have consented to it. You also have the right to object if you are being 'profiled'. Profiling is where decisions are made about you based on certain things in your personal information. If and when the Organisation uses your personal information to profile you, you will informed.

If you have concerns regarding automated deciaion making, or profiling, please contact the Data Protection officer who will be able to advise you about how your information is being used.

Who will we share your personal information with?

We use a range of companies and partners to eithr store personal information or to manage it for us. Where we have these arrangements there is always a contract, memorandum of understanding or oinformation sharing protocol in place to ensure that the organisation complies with data protection law. We complete privacy impact assessments before we share personal information to ensure their compliance with the law.

Sometimes we have a legal duty to provide information about people to other organisations eg Child Protection concerns or Court orders.

We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:

  • for the find and stop crime or fraud;
  • if there are serious risks to the public, our staff or to other professionals
  • to protect a child

The law does not allow us to share your information without your permission, unless there is proof that someone is at risk or it is required by law.

This risk must be serious before we can against your right to confidentiality. When we are worried about physical safety or we feel that we need to take action to protect someone from being harmed in other ways, we will discuss with you and, if possible, get your permission to tell others about your situation.

We may still sahe your information if we beleive the risk to thers is serious enough to do so.

There may be rare occasions when the risk to others is so great that we need to share information straight away. If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why as soon as or if we think it is safe to do so.

How do we protect your information?

We will do waht we can to make sure we hold personal records (on paper and electronically) in a secure way, and we will only make then available to those who have a right to see them. Our security includes:

  • encryption allows information to be hidden so that it can not be read without special knowledge (such as a password). This is done with a secret code or cypher. The hidden  information is said to be encrypted.
  • pseudonymisation allows us to hide parts of your personal information from view so that only we can see it. This means that someone outside of ECC could work on your information for us without ever knowing it was yours.
  • controlling access to systems and networks alloes us to stop people who are not allowed to view your personal information from getting access to it.
  • training our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
  • ways for us to access your information should something go wrong and our systems not work, including how we manage your information in the event of an emergency or disaster
  • regular testing of our technology and processes including keeping up to date on the latest security updates (commonly called patches)

If your information leaves the country

Sometimes, for example where we receive a request to transfer Organisation records to a new Organisation, it is necessary to send that information outside of the UK. In such circumstances additional protection will be applied to that data during it's transfer, and where the receiving country does not have an adequacy decsion from theEuropean Commission, advice will be sought from the Information Commissioner's Office prior to the data being sent.

How long do we keep your personal information

For each reason why we use your personal information there is often a legal reason for why we need to keep it for a period of time. We try to capture all of these and detail them in what's called a 'retention schedule'. This schedule lists for each service how long your information may be kept for.

please click her IRMS Toolkit for Organisations v5 Master.pdf

Where can I get Advice

You can contact our Data Protection Officer at This email address is being protected from spambots. You need JavaScript enabled to view it. or by 0333 032 2970

For independant advice about data prtection,privacy and data sharing issues you can contact the Information Commissioner's Office (ICO) at:

Information Commissioner's Office

Wycliffe House, Water Lane , Wilmslow, Cheshire SK9 5AF. 0303 123 1113 (local rate) 01625 545 745 (national rate). Alternatively visit or e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

Cookies and how you use this website

To make this website easier to use we sometimes place small text files on your device (for example your iPad or laptop). These are known as 'cookies'.Most big websites do this too. They improve things by:

  • Remembering the things you have chosen so you don't have to keep re-entering them whenever you visit a new page
  • remembering data you've given (for example your address) so you don't need to keep entering it
  • measuring how you use the website so we can make sure it meets your needs

By using our website you agree that we can place these types of cookies on your device. We do not use cookies on this website that collect information about what other websites you visit (often referred to as privacy intrusive cookies). Our cookies aren't used to identify you personally. They're just here to make the site work better for you. Indeed, you can manage and/or delete these files as you wish. To learn more about cookies and how to manage them veisit or watch a video about cookies.

How you use this website (something called 'Google Analytics')

We use Google Analytics to collect information about how people use this site. We do this to make sure it's meeting peoples' needs and to understand how we can make the website work better.. Google Analytics stores information about what pages on this site you visit, how long you are on the site, how you got here and what you click on when you are here. We do not collect or store any other personal data (eg your name or address) so this data cannot be used to identify who you are.

Name                                                                   Typical Content                                      Expires

_utma                               randomly generated number                                               2 years

_utmb                               randomly generated number                                               30 minutes

_utmc                                randomly generated  number                                              when you close your browser

_utmx                               randomly generated number                                                 2 years

_utmxx                             randomly generated  number                                                2 years

_utmz     randomly generated number and data  on how the site was reached (eg direct or via a link, organic search or paid search

We also collect data on the number of times a word is searched for on the site and the number of failed searches. We use this information to omprove access to the site and to identify gaps in the content and see if it is something we should add to the site.

Unless the law allows us we do not:

  • share any of the data we collect about you with others or
  • use this data to identify individuals

Other people's cookies

Turning off cookies

You can stop cookies being downloaded onto your computer ot other device by selecting the appropriate settings on your browser. If you do this, however you may not be able to use the full functionality of the website. There is more information about how to delete or stop using cookies on About If you wish you can also opt out of being tracked by Google Analytics.

Further guidance on the use of personal information can be found at








School Notices

Inspire, Discover, Encourage One Another

Bentfield Primary School

Address: Rainsford Road
Stansted Mountfitchet
CM24 8DX
Tel: 01279 813626
Headmaster: Mr David Rogers

This email address is being protected from spambots. You need JavaScript enabled to view it.


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