Croydon Arabic School

Data Protection & Privacy Policy

(Ofsted & Charity Commission Compliant)

Purpose

Croydon Arabic School is committed to protecting the privacy and personal information of our students, parents, staff, volunteers, and visitors. We handle all personal data responsibly, lawfully, and securely, ensuring that information is used only for legitimate educational and administrative purposes.

Legal Framework

This policy is based on the principles of:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018

Information We Collect

The school may collect and process personal information including:

• Student and parent names
• Home addresses
• Telephone numbers
• Email addresses
• Emergency contact details
• Medical information relevant to a student’s safety and wellbeing
• Attendance records
• Assessment results and academic progress
• Payment and financial records
• Photographs and video recordings (where appropriate)

Why We Collect Personal Data

We collect personal information in order to:

• Provide education and support to students
• Maintain accurate school records
• Communicate with parents and carers
• Respond to medical or emergency situations
• Meet legal, safeguarding, and administrative responsibilities
• Organise school activities and events
• Improve the quality of our educational services

We collect only the information that is necessary for these purposes.

Keeping Information Secure

The school takes appropriate measures to protect personal information from unauthorised access, loss, misuse, or disclosure.

Access to personal data is limited to authorised staff and volunteers who require the information to perform their responsibilities.

Sharing Information

The school will not sell or share personal information with third parties except where:

• We have the individual’s consent.
• It is required by law.
• It is necessary to safeguard a child or protect someone’s welfare.
• It is required for educational, legal, or regulatory purposes.

Photographs and Videos

Photographs and videos may be taken during school activities and events for educational, promotional, or historical purposes.

The school will respect the consent preferences provided by parents and carers regarding the use of their child’s image.

Data Retention

Personal information is retained only for as long as necessary to fulfil educational, legal, safeguarding, and administrative requirements. Records are securely disposed of when they are no longer required.

Individual Rights

Parents, carers, staff, and, where appropriate, students have the right to:

• Request access to their personal information.
• Request correction of inaccurate information.
• Request that personal information be updated where appropriate.
• Raise concerns about how their personal information is being used.

Requests should be submitted to the school in writing.

Responsibilities

The Principal is responsible for overseeing the implementation of this policy.

All staff and volunteers are expected to handle personal information confidentially and in accordance with this policy.

Policy Review

This policy is reviewed annually, or sooner if legislation or operational requirements change.

Approved by: Board of Trustees

Policy Owner: Principal

Last Review: 10 January 2026

Next Review: January 2027