Privacy Notice

Read our Child Friendly Privacy Notice for Pupils (PDF 261KB)

Fair Processing Notice

Your information is being collected by Queen Elizabeth II High School which is a data controller for the purposes of current Data Protection Legislation as applied in the Isle of Man.

Our websites contain links to other websites which you may find useful; when you follow these links, the websites should have their own privacy policy. Queen Elizabeth II High School cannot accept any responsibility or liability for the content of any personal data provided to them. We advise you to check these policies before you submit any personal data to these websites.

The Headteacher in the name of Queen Elizabeth II High School as Data controller

If you have any questions or comments on this Privacy Notice please contact the Data Controller, namely the Head Teacher at Douglas Road, Peel, Isle of Man IM5 1RD.

In addition to the information set out in the Department of Education, Sport and Culture’s (DESC) Privacy Notice, we may also collect the following information about your child as required by the Education Act 2001 and the Registration of Pupils Regulations 2016:

full legal name and where known, any former name or names;
gender;
date of birth;
unique pupil number;
ethnic group and by whom that information was provided;
first language;
date of admission to the school;
year group;
the address and postcode of the pupil's usual residence and any other properties at which the pupil is also known to reside on occasion;
the name and address of every person known to the school to be a parent of the pupil and at least one emergency contact telephone number;
the name and address of any other schools the pupil is known to have attended, if any, and in the case of guest registration, any other schools at which the pupil is registered;
full-time or part-time;
day pupil or boarder;
date of leaving the school;
usual mode of transport to and from school;
for any pupil who is known to the head teacher to be or to have been looked after by an appropriate organisation, the name of that organisation;
(where applicable) that the pupil has been found eligible for free school meals;
Attendance;
Medical information for the vital interests of children where appropriate;
Educational psychologists reports and supporting documents;
Academic achievements;
Skills and abilities;
Educational progress;
Special educational needs information;
Suspension information; and
Course information.

Should you have any enquiries or comments regarding this information, please contact the Data Protection Officer (DPO) for the Department of Education, Sport and Culture. By email DPO-DESC@gov.im or by post to Data Protection Officer, Thie Slieau Whallian, Foxdale Road, St John's, Isle of Man, IM4 3AS or by telephone on (01624) 685828.

How we will use the information we collect about you

Queen Elizabeth II High School may use your information to:

register your child at the school;
record attendance information;
produce an educational record containing:
- Information about your child
- Personal education plans
- Educational psychologist's reports and accompanying documents
produce a curricular record containing:
- Academic achievements;
- Skills and abilities; and
- Educational progress
produce a record of special educational needs and special needs provision, if appropriate detailing:
- The type of special need;
- A ranking of the special needs if there is more than one;
- The special needs provision being made; and
- Whether teaching is in a special education needs unit or elsewhere
record details of suspensions
produce a record of the studies undertaken;
help prevent and detect crime

Queen Elizabeth II High School has a statutory obligation to check and verify the data you provide to us on registration documents and on consent forms. This may include checks of publicly available information but in some cases, where it is necessary and relevant, the information you provide may be disclosed or shared with other organisations.

How we will share the information we collect about you

App or Service	Details	Consent Required
DESC Attendance	Data Shared: Name, School, Attendance data if less than 80% Sharing Basis: Public interest + official authority of the DC Security Protocols: Secure access or information sent by email password protected Server/Data Location: EEA Retention Period: As needed while resolving issues	No
DHSC School / Community Nurses more information	Data Shared: Child's name, date of birth, current address, previous address, current school and previous school Security Protocols: Information sent password protected with the password sent via an alternative means of communication Server/Data Location: EEA Retention Period: Current year	Yes
employed.im more information	Data Shared: Name, email, password. Information data subject supplies. Sharing Basis: Public interest + official authority of the DC Access Conditions: Supervised and unsupervised Teacher Access: Limited access to enable placements Server/Data Location: IOM Retention Period: For as long as data subjects wish to use the services	No
Empowering Education International Limited (EEIL) more information	Data Shared: May include fields such as: title, first name, last name, position, contact information, location data, ID data, opinions, comments, viewpoints, discussions, student academic data, self-evaluation data, career intentions, disability, ethnicity/race, medical (health or learning difficulty) goods and services provided, and internet protocol address. Please note that Ethnicity/Race and Medical (Heath or Learning Difficulty) data are special category data and adequate safeguards are in place to address them. Sharing Basis: Public interest + official authority of the DC Security Protocols: Tribal’s internal and customer hosting services are outsourced to our business partners (AWS, Microsoft and Rackspace) as applicable to the software services required. All three companies IT infrastructure is designed and managed in alignment with security best practices. Their compliance with international and industry-specific IT security standards is detailed in a series of control definition reports. Access Conditions: No Teacher Access: No Server/Data Location: UK Retention Period: Any personal data provided to EEIL will only be retained for the duration of the EEIL engagement with DESC.	No
Everlearning more information	Data Shared: Forename and surname, including title (compulsory) Email address (compulsory) Security Protocols: All personal data stored in one location only in fully encrypted format. Personal data only accessible by trained personnel at theeverlearner.com (see training policy). All hard copies of personal data destroyed after use. Personal data of children deleted in accordance with their deletion policy. All registrants declare age at signup. All registrants less than 14 years must forward registration process to parent/guardian as set out in sign up process. No data is collected until parent/guardian consents. Messenger service only available between student and teacher and tutor. Messenger service unavailable between students or between students and teachers registered with another school. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: The EverLearner Ltd holds this data solely in the database of theeverlearner.com which is physically housed on two OVH SP-64 servers in London UK. Detailed information on the servers can be found at https://www.ovh.co.uk/ Retention Period: The EverLearner Ltd has a robust and automated policy to achieve this: All users on theeverlearner.com have the right and capability to permanently delete their personal data from the database at any time. The EverLearner Ltd automatically deletes all personal data for a user when the user becomes “inactive”. Inactivity is defined as time since last login. The EverLearner Ltd guarantees to permanently delete personal data exactly 730 days after last activity unless the point that follows happens sooner. School administrators and Heads of department can archive but cannot delete user data. User data is permanently deleted by The EverLearner Ltd exactly 365 days of archive. Deletion is permanent and complete. After deletion, The EverLearner Ltd retains no personal data for the user.	Yes
Evolve more information	Data Shared: Name, contact details, trip information and risk assessments Sharing Basis: Public interest + official authority of the DC Security Protocols: Advanced firewalls, enterprise-level virus protection on all servers, HTTPS encryption for all communication between our servers and users, regular data backup, username/password/PIN to control access, failed log-in attempt logging, automatic suspicious activity detection and logging Server/Data Location: UK Retention Period: Current year + 6 years	No
Facebook more information	Data Shared: Photos, names Security Protocols: Password protected, Two-factor authentication. Server/Data Location: Worldwide including the US Retention Period: Current year	Yes
Google - including Google Hangouts/Meets	Data Shared: No personal information should be stored on Google servers by staff apart from a name, class grouping, email address and information regarding work completed or to be completed. Sharing Basis: Public interest and official authority of the DC Security Protocols: Google adheres to several self regulatory frameworks, including the EU-US Privacy Shield arrangement Access Conditions: No Teacher Access: Limited to areas set up by staff such as Google Classrooms and shared areas Server/Data Location: Worldwide including the US Retention Period: DOB plus 21 years or 3 years since the last log on	No
Guild	Data Shared: Name, DOB. School information Retention Period: Public information	Yes
Hodder Education more information	Data Shared: Forename, surname, email address, password, school name Sharing Basis: This is a revision aid for students studying for their exams Security Protocols: Username and password Access Conditions: Supervised and Unsupervised Teacher Access: Yes, teachers will use the data to set assignments and monitor progress Server/Data Location: United Kingdom Retention Period: 2 years after end of subscription, or earlier upon request	Yes
ItsLearning	Data Shared: Name, class, school work Sharing Basis: Public interest + official authority of the DC Security Protocols: Username and password Access Conditions: No Teacher Access: Yes Server/Data Location: EEA Retention Period: End of Use + 12 months	No
Junior Achievement more information	Data Shared: Name. class, year group Security Protocols: Hold your information securely to maintain safety of your personal information. Your information whether public or private will never be sold, exchanged, transferred, or given to another company for any reason whatsoever, other than for the purpose of delivering purchased products or vetting of volunteers Retention Period: Until after event	Yes
Kahoot	Data Shared: Name, Email address, user name, google analytics identifiers Security Protocols: Reasonable organizational, technical and administrative measures Access Conditions: Supervised Teacher Access: Yes Server/Data Location: Worldwide Retention Period: End of use + 12 months	Yes
Kerboodle	Data Shared: Name, username, password, student ID, email address, work undertaken, marks, courses being undertaken Sharing Basis: In the public interest and official authority of the data controller. Security Protocols: Appropriate and suitable safeguards and technical measures Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: Servers worldwide, both inside and outside the EEA. Retention Period: 4 years after the platform is no longer accessed	No
Lucid - GL Assessment more information	Data Shared: Internet protocol (IP) address used to connect your computer to the Internet, login, e-mail address, password, computer and platform. Student information including gender and age. Student information including observations about students’ performance in tests, the environment during tests and any other relevant information, for example, any illness of a student prior to or during the testing. Student information including ethnic and socio-economic information. Security Protocols: The GL Education Group complies fully with the ISO/IEC 270013 (3 ISO/IEC 27001 Certificate Number GB18430) international standard regarding data security management, the highest standard in industry specifically for data security Server/Data Location: UK and EEA Retention Period: DOB + 25 years	Yes
Microsoft Teams	Data Shared: Census data: AppName, DeviceModel, OSName, OSVersion, UserLanguage, UserID, DeviceID. Census data DOES NOT contain any information that identifies your organisation or users. Usage data: includes information such as number of calls made, number of IMs sent or received, number of meetings joined, frequency of features used and stability issues. Usage data DOES NOT contain any information that identifies users. Anyone in a team can see all members of a team, including guests Sharing Basis: Public interest to assist with remote education during period of school closures. Security Protocols: Teams enforces team-wide and organization-wide two-factor authentication, single sign-on through Active Directory, and encryption of data in transit and at rest. Files are stored in SharePoint and are backed by SharePoint encryption. Access Conditions: Supervised and unsupervised. Teacher Access: Yes Server/Data Location: EEA Retention Period: August after pupil leaves school	No
MyMaths more information	Data Shared: Name, email address Security Protocols: Appropriate and suitable safeguards and technical measures are in place to protect your personal data Access Conditions: Supervised Teacher Access: Yes Server/Data Location: Worldwide Retention Period: End of use + 12 months	Yes
ParentPay	Data Shared: ParentPay obtain (either from the Customer and/or from you directly) and process the following information: Data Subject (Who) Data Category (What) Description Pupil Student Forename This is the forename of the pupil. Pupil Student Surname This is the surname of the pupil. Pupil Student Known as This is the name that the pupil is known as. Pupil Student DOB This is the date of birth of the pupil. Pupil Student Gender This is the pupil’s gender Pupil Student Groups Registration group (if any), year, other groups Pupil Student Salutation This is the pupil’s salutation. Pupil Student Dietary Requirements This is the pupils special dietary requirements Pupil Student Postal Address The student’s postal address Pupil Student Identifiers Roll/Admission number, UPN, management system identifier Pupil Student Meal Selections and spend history This is a history of a pupil’s meal selections and spends for school meals or non-meal-related items, including free school meals Pupil Student Trip information Trip details collected from parents, e.g. emergency contacts, medical details, dietary requirements, doctor’s contact, EHIC and Passport Parents Contacts Title This is the contact’s title (Mr, Mrs, Ms, etc). Parents Contacts Forename This is the contact’s forename. Parents Contacts Surname This is the contact’s surname. Parents Contacts Authentication data Username and password, single-sign-or multi-factor-authentication tokens Parents Contacts Gender The contact’s gender (Salutation) Parents Contacts House Name The text entered as the contact’s house name. Parents Contacts Street The text entered as the contact’s street. Parents Contacts Locality The text entered as the contact’s locality. Parents Contacts Town The text entered as the contact’s town. Parents Contacts Postcode The text entered as the contact’s post code. Parents Contacts Day Telephone The contact’s daytime telephone number. Parents Contacts Home Telephone The contact’s home telephone number. Parents Contacts Mobile Telephone This is the contact’s mobile telephone number used to receive alerts from Parentpay and for school communications Parents Contacts Email This is the contact’s E-mail address used to receive communications from Parentpay and for school communications. Parents Contacts Payment History and balances This is the contact’s history of payment transactions, including reversals, refunds and withdrawals of funds. Parents Contacts Payment card details Payment card details are captured and passed to a 3rd party for authorisation. Parents Contacts Other This is the contact’s alternative communication method. Parents Contacts In-app messages Messages sent from parents to school within the ParentPay application Parents Contacts Trouble ticket data When users submit trouble ticket information, this gets stored. Parents Contacts Shop information ParentPay can be used as a payment page from externally or internally hosted shop systems. This the information captured as part of that (“shopping basket”). Parents Contacts Browser Details IP address, cookies, browser information Parents Contacts Scottish UPRN For users in Scotland who sign up via MyGovScot School Staff Title This is the staff member’s title (Mr, Mrs, Ms, etc.). School Staff Forename This is the staff member’s forename. School Staff Surname This is the staff member’s surname. School Staff Gender The staff member’s gender Website Access IP Address The network address of your device or internet connection Website Access Browser Type and Version The type of Web Browser your device is using Website Access Cookies Special records in your browser to help the website operate Website Access Web Analytics Generalised information about browsing behaviour and page statistics Sharing Basis: Schools have signed up for the service and their legal basis is: 'processing is necessary for the performance of a task carried out in the public interest' Security Protocols: ParentPay use your personal information, and some of their employees have access to such information, only to the extent required to carry out the services for you and on behalf of the Customer. ParentPay have introduced appropriate technical and organisational measures to protect the confidentiality, integrity and availability of your personal information during storage, processing and transit. ParentPay are a Level 1 PCI-DSS certified organisation and are subject to regular and comprehensive security audits. They operate an ISO27001 compliant security programme to help protect your data at all times. The PPL Products and Services only processes your personal information in the UK. Some of ParentPay's supporting services (for example ZenDesk), might use cloud platforms that operate from Third Countries outside of the EEA. Where this is the case, they ensure that adequate safeguards are established to protect your data. Server/Data Location: UK Retention Period: ParentPay will only retain information for as long as is necessary to deliver the service safely and securely. They may need to retain some records to maintain compliance with other applicable legislation – for example finance, taxation, fraud and money laundering law requires certain records to be retained for an extended duration, in some cases for up to seven years. Pupil data will typically be removed or anonymised when the following rules are met: The pupil has been archived by the School. The pupil does not have any meal consumption or attendance data within the last 13 months. The pupil has not received a payment for any payment item within the last 13 months. The pupil balance is zero. Payer (Parent) data will usually be removed or anonymised when the following rules are met: They have not logged in for 13 months. They have not topped up or spent within the last 13 months. Parent balance is 0 (zero), and all pupil balances are 0 (zero). There are no active pupils associated with the account Manager Accounts that have been disabled and have not logged in for 13 months, will be removed or anonymised. Other school staff accounts are subject to the same rules as pupils (above) Message attachments will be removed after 24 months. File area uploads will be purged after 24 months. Personal information in trip records will be removed 1 month after trip completion It should be noted that Schools will still retain a complete finance audit trail for their statutory requirements. In unusual cases where specific personal information needs to be retained, then this can be facilitated upon request.	Yes
Quesmedia Sites more information	Data Shared: Website activity, website form submissions and user content. Sharing Basis: To provide public website services for our school Security Protocols: Sites are served over HTTPS using TLS to provide both secure server–server and server–client communication. Accounts are protected from brute force attacks with rate limiting and automated account locking. Passwords are one-way encrypted using bcrypt before being stored and are required to satisfy strong password rules to ensure high-entropy. Access Conditions: None Teacher Access: Limited to data provided within the CMS Server/Data Location: United Kingdom (EEA) Retention Period: Please view the more information link for data retention policies.	No
RIDDOR more information	Data Shared: Name, age,gender, school, address, phone number, injury Server/Data Location: IOM Retention Period: DOB +25 years	No
Scratch more information	Data Shared: During account creation, a username, country, birth month and year, gender, and email address (or a parent or guardian's email address if a person is under 16 years old if set up by parents). A username that does not disclose a real name or other information that could identify a pupil Other users can see the username and country, but not a pupil's age, gender, or email address. Access Conditions: Supervised and unsupervised Server/Data Location: US Retention Period: When requested	Yes
SIMS	Data Shared: Pupil record Sharing Basis: Public interest + official authority of the DC Security Protocols: Secure servers hosted within Government data centre. Secure connections from within approved areas of Government. Teachers access via secure VPN from approved device only. Server/Data Location: EEA Retention Period: DOB + 25 years	No
Sumdog more information	Data Shared: child's name, date of birth, school, class and year group. Educational progress data. Analytics data. Teacher contact info Security Protocols: Information is encrypted using SSL. Therefore, transfers of information from the European Union to the USA are done in such a way as to ensure an adequate level of protection such as by using the EU-US privacy shield or another appropriate safeguard, such as the model contract clauses approved by the European Commission Password protection of accounts. Sumdog assert that they put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, they say they limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Teacher Access: Yes Server/Data Location: US Retention Period: Upon leaving school	Yes
Transition between primary and secondary school	Data Shared: Transition activities / work done in transition lessons / pupil record Sharing Basis: In the public interest and official authority of the data controller. Security Protocols: Emails on secure servers; for ‘online.sch.im’ a google service self regulatory frameworks, including the EU-US Privacy Shield arrangement. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: United Kingdom (EEA) Retention Period: DOB + 21 years or 3 years since the last log on	No
Unifrog	Data Shared: Name, email address, gender and postcode, academic performance information, personal statement / CV Sharing Basis: In the public interest and official authority of the data controller. Security Protocols: Secure servers – technical and organisational measures. Password protection. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: Servers in EEA Retention Period: 4 years after the platform is no longer accessed.	No
Venture Centre more information	Data Shared: Name, age, DOB, gender, address, medical info Server/Data Location: Paper copy Retention Period: Shredded after visit	Yes
Zoom more information	Data Shared: Your name, username and email address, or phone number, Cloud recordings, chat / instant messages, files, whiteboards, and other information shared while using the service, voice mails, IP address, MAC address, other device ID (UDID), device type, operating system type and version, client version, type of camera, microphone or speakers, connection type, etc. location, Duration of the meeting / Zoom Phone call, Email address, name, or other information that a participant enters to identify themselves in the meeting, Join and leave time of participants, Name of the meeting, Date / time that meeting was scheduled, Chat status (unless a setting is actively chosen by user), Call data records for Zoom Phone Sharing Basis: Consent Security Protocols: Password protection, encryption – not end-to-end, only participants to meetings to be sent links, updates to be installed. Please note there are currently serious issues and no sensitive information should be shared on this platform. Privacy Shield applies. Access Conditions: Supervised and unsupervised Teacher Access: Yes Server/Data Location: Data routed through servers in China. USA Retention Period: Individual accounts when deleted	Yes

For more specific details about retention periods see the Department’s retention schedule

Information obtained or disclosed by third parties will not be used for any other purpose other than supporting the delivery of teaching and learning.

Failure to provide information may impact on support in school, the quality of teaching and learning and in achievement in examinations.

Protecting your information

Queen Elizabeth II High School will:

keep your information safe and secure in compliance;
only use and disclose your information as detailed above where necessary
Retain the information for no longer than is necessary and your information wll be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).

Transfer of Information outside the EEA

Apps and services that are used in school may require data to be stored on servers outside of the EEA. Information sent to these will be limited and are as detailed above.

More Information

You can find out more information including:

Looking at the Isle of Man Government Privacy Policy here https://www.gov.im/about-this-site/privacy-notice/ [Accessed 16/1/18]
Contacting the Department’s Data Protection Officer: By email DPO-DESC@gov.im by post to Data Protection Officer, DESC, Thie Slieau Whallian, Foxdale Road, St John's, Isle of Man, IM4 3AS, or by telephone on (01624) 685828;
Asking to see your information or making a complaint if you feel that your information is not being handled by contacting the Headteacher as Data Controller for Queen Elizabeth II High School
Making a subject access request which is a request for all of the personal data we hold about you.
Obtaining this information in large print, braille, or in an alternative language.

Freedom of information

Requests for Information, submitted in accordance with Freedom of Information Act 2015.

The following information is collected for the purpose of meeting a request you have made for information.

Title
First name
Surname
Address
Email Address
Phone number
Mobile number

Your rights

You may have the following rights in relation to your personal information:

right to be informed about the personal information we collect, how this is being used, and to or from whom we share any details with.
right to access the personal data we hold about you by making a ‘subject access request’. If you agree, we'll try to deal with your request informally, for example by providing you with the specific information you need over the telephone, or we can email this to you where you have given us an email address. In certain circumstances a charge may apply.
right to request the correction of personal data we hold about you that you think is incorrect.
right to request erasure of your personal data in some circumstances.
right to object to processing and the right to restriction of processing of your personal data in some circumstances.
right to request portability, where you have supplied information to us, and you wish to transfer that information to another organisation or service provider.
right to withdraw your consent at any time.

It is worth noting that the benefits afforded by these rights are limited in some circumstances, and may depend on the legal reason why we collected your personal data. If this is the case, we'll explain why.

To exercise any of the rights mentioned, or if you have any questions relating to your rights, please contact the Data Protection Officer. To do this, by email DPO-DESC@gov.im by post to Data Protection Officer, DESC, Thie Slieau Whallian, Foxdale Road, St John's, Isle of Man, IM4 3AS, or by telephone on (01624) 685828.

Complaints

We take any complaints we receive about the way we process your information very seriously and we would like to hear from you if you have any concerns that our collection or use of your personal data is unfair, misleading or inappropriate. Please bring your concern to our attention by contact the Data Protection Officer, who will work with you to resolve any issues.

If you are unhappy with the way we are using your personal data you have the right to make a complaint to the Information Commissioners Office as the Supervisory Authority for the Isle of Man. Further details can be found at www.inforights.im

Will this Privacy Notice Change

From time to time we may amend this privacy notice to reflect changes in legislation, changes in our processing or experience of operating these services, and for other reasons or feedback we receive.

Any significant changes will be advised by a prominent notice on our website so that you can review the change. We will not reduce your rights under this Privacy notice without your consent. This Privacy notice was last updated July 2022.