Data Protection and Privacy Policy

Kingston upon Thames Gujarati School (KUTGS)(the School)

 Data Protection Policy (May 2018)


KUTGS collects and uses personal information about staff, pupils, parents and other individuals who come into contact with the school. This information is gathered in order to enable it to provide education and other associated functions. In addition, there may be a legal requirement to collect and use information to ensure that the school complies with its statutory obligations.

Schools have a duty to be registered, as Data Controllers, with the Information Commissioner’s Office (ICO) detailing the information held and its use. These details are then available on the ICO’s website. Schools also have a duty to issue a Privacy Notice to all pupils/parents; this summarises the information held on pupils, why it is held and the other parties to whom it may be passed on.


This policy is intended to ensure that personal information is dealt with correctly and securely and in accordance with the General Data Protection Regulation Principles and the Data Protection Act (amended), and other related legislation.  It will apply to information regardless of the way it is collected, used, recorded, stored and destroyed, and irrespective of whether it is held in paper files or electronically.

All staff involved with the collection, processing and disclosure of personal data will be aware of their duties and responsibilities by adhering to these guidelines.

What is Personal Information?

Personal information or data is defined as data which relates to a living individual who can be identified from that data, or other information held.

Data Protection Principles

The principles of the Data Protection Act shall be applied to all data processed:

  • Ensure that data is fairly and lawfully processed
  • Process data only for limited purposes
  • Ensure that all data processed is adequate, relevant and not excessive
  • Ensure data processed is accurate
  • Not keep data longer than is necessary
  • Process the data in accordance with the data subject’s rights
  • Ensure that data is secure
  • Ensure that data is not transferred to countries without adequate protection.

General Statement

The school is committed to maintaining the above principles at all times. Therefore the school will:

  • Inform individuals why the information is being collected when it is collected
  • Inform individuals when their information is shared, and why and with whom it was shared
  • Check the quality and the accuracy of the information it holds
  • Ensure that information is not retained for longer than is necessary
  • Ensure that when obsolete information is destroyed that it is done so appropriately and securely
  • Ensure that clear and robust safeguards are in place to protect personal information from loss, theft and unauthorised disclosure, irrespective of the format in which it is recorded
  • Share information with others only when it is legally appropriate to do so
  • Set out procedures to ensure compliance with the duty to respond to requests for access to personal information, known as Subject Access Requests
  • Ensure our staff are aware of and understand our policies and procedures


Complaints will be dealt with in accordance with the school’s complaints policy. Complaints relating to information handling may be referred to the Information Commissioner (the statutory regulator).


If you have any enquires in relation to this policy, please contact the Headteacher who will also act as the contact point for any subject access requests on

Further advice and information is available from the Information Commissioner’s Office, or telephone 0303 123 1113


Kingston upon Thames Gujarati School (KUTGS)(the School)

 GDPR Privacy Notice (May 2018)


Who processes your information?

KUTGS is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which any personal data relating to pupils and their families is to be processed.

Sonal Shah acts as a representative for the school with regards to its data controller responsibilities. She can be contacted on

How and why does KUTGS collect and use your information?

The primary reason for using your personal information is to provide educational services to your child.  Below are examples of different ways KUTGS collects data and how it is used:

  • KUTGS obtains information about you and your child from the admission forms and may also receive information from safeguarding authorities;
  • KUTGS may have information about your child’s allergies or health concerns;
  • Your child’s attendance and assessment information
  • KUTGS may take photographs or videos of you and your child at school events to use on social media and on the school website where such consent has been given. This is to show prospective parent and pupils what the school does and to advertise the school.  KUTGS may continue to use these photographs and videos after your child has left the school;
  • KUTGS may have information about any family circumstances which might affect your child’s welfare or happiness;
  • KUTGS may need information to help us safeguard the welfare and wellbeing of your child and other pupils at the school;
  • KUTGS will send you information to keep you up to date with what is happening at the school. For example, by sending you information about events and activities taking place (including fundraising events) and the school newsletter;
  • KUTGS may keep details of your email address after your child leaves the school to send you information about selected events or to set up an alumni;

How long is your data stored for?

Personal data relating to pupils at KUTGS and their families is stored in line with the school’s GDPR Data Protection Policy.  In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for it was originally collected.

Will your information be shared?

KUTGS will not share your personal data with any third parties without your consent, unless the law allows or requires us to do so.  Where the school will need to outsource data to a third party processor, the same data protection standards that KUTGS upholds are imposed on the processor.

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data.

You have the right to:

  • Be informed about how KUTGS uses your personal data
    request access to the personal data that KUTGS holds;
  • Request that your personal data is amended if it is inaccurate or incomplete;
  • Request that your personal data is erased where there is no compelling reason for its continued processing;
  • Request that the processing of your data is restricted;
  • Object to your personal data being processed (though this may restrict the provision of services from the school that you will have paid for).

Where processing of your data is based on your consent, you have the right to withdraw this consent at any time.

Our website

The KUTGS website can be found on

Our website contains links to other websites. This privacy policy only applies to our website so when you link to other websites you should read their own privacy policies.

We do not use cookies on our website, however when someone visits our website we use a third party service to collect standard internet log information and statistics. We do not retain any personal data from this process.

If you have a concern about the way KUTGS is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO) on 0303 123 1113, Monday to Friday 9am – 5pm.