Privacy Notice 2026
Les Quennevais School Jersey is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services and meet our statutory obligations. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff, or in some cases, by another States department.
We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.
What information do we collect about you?
We collect the following types of information about you:
· Name of child and parent / carer
· Date of birth of child
· Address of child and parent / carer
· Contact details – phone, email
· Child DOB
· Child gender
· Verification of birth (i.e. copy of birth certificate)
· Medical information that is relevant to child
· Parental responsibility
· Bank account details (Staff only)
· Social security number (staff only)
Why do we collect information about you?
We need to collect and hold information about you, in order to:
· Stay in touch with you
· Verify you are who you say you are
· Answer your query
· Handle your application
· Provide you with information you need
· Meet our statutory obligations
Carry out the service we provide, and to monitor and improve our performance in responding to your service request
To ensure that we meet our legal obligations
Where necessary for our law enforcement functions
Where necessary to protect individuals from harm or injury
To prevent and detect crime
· To allow the statistical analysis of data so we can plan the provision of services
How will we use the information about you?
We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.
We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept. Please ask to see our retention schedules for more detail about how long we retain your information.
We may not be able to provide you with a service unless we have enough information or your permission to use that information.
We will not pass any personal data on to anyone outside of the Government of Jersey, other than those who either process information on our behalf, or because of a legal or statutory requirement, and we will only do so, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal data.
We will not disclose any information that you provide ‘in confidence’, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this unless there are exceptional reasons for us not to do so.
We do, on occasion process your information overseas using web services that are hosted outside the European Economic Area, for example Google Classroom or Facebook. This is processed in the US, but has been approved by another competent supervisory authority under Article 40 of the GDPR or equivalent statutory provisions, together with binding and enforceable commitments of the controller and processor to apply the appropriate safeguards such as information security procedures and checks.
We upload children’s data to the Education Software Solutions database that is hosted in the European Union. In addition, children’s data may be uploaded to GL Assessments, exam boards such as AQA, EdExcel etc. We also upload pupil’s data to a select few web based servers for education purposes and to facilitate contact and / or communication with you about your child’s schooling. The school has considered that the use of each and every application is warranted in terms of the benefits they provide to both pupils and staff and have carefully reviewed the security provisions and Data Protection Policies.
Data Sharing
We may need to pass your information to other States of Jersey (SOJ) departments or organisation to fulfil your request for a service. These departments are Health, Social Services, Social Security, Multi trust agencies. These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing our service request.
We may disclose information to other departments where it is necessary, either to comply with a legal obligation, or where permitted under other legislation. Examples of this include, but are not limited to: where the disclosure is necessary for the purposes of the prevention and/or detection of crime; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual.
At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior express consent.
Publication of your information
E-Mails
Telephone Calls
We may need to publish your information on our website and/or in the Jersey Evening Post for the following reasons:
· Where we are required by law to publicise certain information, for example performance data.
· In the interests of demonstrating a fair and transparent decision making process, for example admissions process and appeals procedure.
· Where we are required to provide statistical information about a group of people; although your data will be anonymised to protect your identify.
· Where you have responded to a public consultation, although your comments will be anonymised to protect your identity.
We will not process any of your sensitive personal information unless there is a requirement for us to do so in order to carry out our statutory functions.
If you email us we may keep a record of your email address and a copy of the email for record keeping purposes.
For security reasons we will not include any confidential information about you in any email we send to you. We would also suggest that you keep the amount of confidential information you send to us via email to a minimum or correspond with us by post.
We will not share your email address or your email contents unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.
We do not record or monitor any telephone calls you make to us using recording equipment, although if you leave a message on our voicemail systems your message will be kept until we are able to return your call or make a note of your message. File notes of when and why you called may be taken for record keeping purposes. We will not pass on the content of your telephone calls, unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.
Your rights
You can ask us to stop processing your information
You have the right to request that we stop processing your personal data in relation to any of our services. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.
You can withdraw your consent to the processing of your information
In the few instances when you have given your consent to process your information, you have the right to withdraw your consent to the further processing of your personal data. However, this may cause delays or prevent us delivering a service to you. We will always seek to comply with your request but we may be required to hold or process your information in order to comply with a legal requirement.
You can ask us to correct or amend your information
You have the right to challenge the accuracy of the information we hold about you and request that it is corrected where necessary. We will seek to ensure that corrections are made not only to the data that we hold but also any data held by other organisations/parties that process data on our behalf.
You request that the processing of your personal data is restricted
You have the right to request that we restrict the processing of your personal information. You can exercise this right in instances where you believe the information being processed in inaccurate, out of date, or there are no legitimate grounds for the processing. We will always seek to comply with your request but we may be required to continue to process your information in order to comply with a legal requirement.
You can ask us for a copy of the information we hold about you
You are legally entitled to request a list of, or a copy of any information that we hold about you. However where our records are not held in a way that easily identifies you, we may not be able to provide you with a copy of your information, although we will do everything we can to comply with your request.
If you have any questions about information in this privacy notice or your rights, you can contact the: States of Jersey Central Data Protection Office: dpo@gov.je
Complaints
You can complain to us about the way your information is being used
If you have an enquiry or concern regarding the processing of your personal data please contact:
Telephone: +44 (0)1534 743171
Email: admin@lqs.sch.je
Les Quennevais School
St Brelade, Jersey
JE3 8LG
You can also complain to the Information Commissioner about the way your information is being used
The Office of the Information Commissioner can be contacted in the following ways:
Telephone: +44 (0)1534 716530
Email: enquiries@jerseyoic.org
2nd Floor
5 Castle Street
St. Helier, JE2 3BT
Data Protection (Jersey) Law 2018
The contact information provided by you is required by Les Quennevais School to ensure that we are aware of the circumstances of your child and to enable us to contact you when necessary. Relevant information supplied by you may be disclosed to other sections of Children, Young People, Education and Skills (hereinafter referred to as CYPES.) and other agencies for purposes of safeguarding (e.g. if changing schools) or to other educational organisations (e.g. Examination Boards) where it is in the interest of your child to do so. Please ensure that you notify us promptly of any changes to the information supplied.
Les Quennevais School and CYPES. hold information on parents and pupils in order to run the education system and in doing so have to follow the Data Protection (Jersey) Law 2018.This means that the data held must only be used for specific purposes allowed by law. This statement outlines the types of data held, why that data is held, and to whom it may be passed.
The school is a data controller and holds information on both parents and pupils in order to support teaching and learning, to monitor and report on progress, to provide appropriate pastoral care, and to assess the school’s performance. This information includes contact details, National Curriculum assessment results, attendance information, special educational needs and any relevant medical information. It may be necessary at times to display details relating to your child in the staff room in order for us to support them effectively.
From time to time, the school is required to pass on some of this data to CYPES. When a pupil is transferring, schools and CYPES will pass on all information relevant to the education and care of that pupil to other schools and institutions in accordance with our public function. Information is also passed to UK examination and assessment organisations for processing. The resultant information is returned to both schools and CYPES.
CYPES uses information about pupils to carry out specific functions for which it is responsible, to evaluate and develop education policy and to monitor the performance of the education service as a whole. Information will also be used to assess any special educational needs the pupil may have. CYPES also uses the information to derive statistics to inform decision-making on (for example) the funding of schools, and to assess the performance of schools and set targets. Information is also shared between Social Security and CYPES. in order to profile attainment levels of students in order to inform targeted funding and plan outcomes. Information may be shared by CYPES. with other States Departments or agencies for statistical or research purposes, or with Health and Social Services, the Police or other relevant agencies for the purposes of safeguarding.
Contact details are provided to the Department for Health and Social Services and Family Nursing & Homecare in order that parents may be contacted regarding child health programmes, such as the dental screening scheme and the vaccination programme.
Les Quennevais School uses CCTV to monitor high traffic areas within the premises to maintain security and to prevent and investigate crime. Footage is retained for 30 days and then securely destroyed in accordance with the School’s Record Retention Policy. In addition, we have a computerised sign-in/out system for visitors that takes a photograph as part of the check in process. These photographs are solely for use within school, are only used for identification/security purposes and are not stored in the cloud.
The School’s notification (registration) with the Information Commissioner is now worldwide. This means that we may upload personal data to servers hosted outside the European Economic Area, however any data sharing will still be within the Data Protection (Jersey) Law 2018
Pupils, as data subjects, have certain rights under the Data Protection (Jersey) Law 2018, including a general right of access to personal information held on them, with parents exercising this right on their behalf if they are too young to do so themselves. If you wish to access the personal data held about your child, this can be done through a subject access request. This is a formal procedure, and details may be obtained from CYPES.
Please note that all rights under the Data Protection (Jersey) Law 2018 to do with information about your child rest with them as soon as they are old enough to understand these rights. This will vary from one child to another, and you will wish to consider the position for your child, but, as a broad guide, it is reckoned that most children will have sufficient understanding by the age of 13. We would therefore encourage you to share this note with your child if they are aged 13 or over.
You must have parental responsibility (PR) to complete the online form
What is Parental Responsibility?
Parental responsibility means that a person, or perhaps two people have the right to make decisions about a child or children. This might be making decisions about what school they go to, what religion they follow or what injections they have. (Article 3 Children (Jersey) Law 2002)
Who can have Parental Responsibility?
For children born before 2nd December 2016;
· Where a child's father and mother were married to each other at the time of his/her birth, they each have parental responsibility for the child. That means they both have the right to make decisions about the child.
· Where the child's parents were not married to each other at the time of the child's birth, only the mother has parental responsibility and the right to make decisions. The father can ask for the right to make decisions by reaching a Parental Responsibility Agreement with the mother or by going to court and asking the court to make a Parental Responsibility Order.
· A person with a Residence Order in respect of a child also has parental responsibility for the child.
· Where the child's parents were not married to each other at the time of the child's birth but subsequently marry each other, they should seek legal advice on whether the father has joint parental responsibility.
The school will need a copy of court order/birth certificate and marriage certificate if not stated on the birth certificate, to enable the correct information to be loaded onto the relevant database to ensure we can comply with security and Data Protection protocols.