Privacy & Data
We are a charity and are the data controller of any information provided by parents and other visitors to our website. We are registered as a charity in England and Wales under number 1154223 and have our registered office at Europa School UK, Thame Lane, Culham, Abingdon OX14 3DZ.
This policy serves as a guide for Europa PTA to collect, use and store all data fairly, accurately and in accordance with relevant legislation. It ensures the protection of data of pupils, parents, carers, Europa School staff and other contacts.
This policy has been adopted by the committee of Europa PTA in 2021. All PTA committee members and volunteers are required to refer to this policy when handling data.
This policy is based on the requirements stated in the following:
- Data Protection Act 1998
- Freedom of Information Act 2000
- General Data Protection Regulation 2018
Data held by Europa PTA
Europa PTA collects data from parents, pupils, staff and other persons coming into contact with Europa PTA for specified, legitimate purposes or where consent has been given. Consent for children under the age of 18 can be given by any adult with parental responsibility or legal guardianship.
Purposes of data collection can be to contact parents, carers and staff of Europa School UK about school related issues, to organise events and competitions, to enter into contracts, to raise funds, to award grants or to give information about school life to Europa School UK families and prospective families.
Data is collected from website users via Google forms filled in by the user, by means of other online forms and spreadsheets such as Google sheets, and by payment platforms including Stripe, PayPal, VirginMoneyGiving. On occasion, data is collected in person or on paper.
Data collected includes
- Full names
- Telephone number
- Email address
- Payment card details
- Photos and videos
Photos and videos
Europa PTA will collect and publish photos and videos of events, competition entries and other school life related scenes on their website www.euopa-pta.org.
Europa PTA commits to never publishing videos or photos showing a multitude of unidentified pupils to avoid unwittingly committing a data breach.
No picture or video will be published unless with express consent of the data owner or their parent or legal guardian. Europa PTA will only treat such consent as valid which a member of the committee or a reliable volunteer has seen personally.
Data is never shared except with the express consent of the individual concerned. Europa PTA would ask for data sharing permission for purposes such as publishing the name of a competition winner, or of a volunteer seeking to be contacted in order to run part of an event. When asking for consent, Europa PTA will set out in detail how it intends to share the data. Sharing can include, but is not limited to, passing on the necessary data to third parties or publishing them on the website www.europa-pta.org.
Data storage and retention
Data is stored on the website Europa-pta.org (hosted by Weebly), Google Drive, Slack and occasionally on paper. Weebly, Slack and Google are technically secure, password protected and GDPR compliant.
Data relating to specific events such as a volunteer lists or participants in a competition will be deleted within a reasonable time after the event has taken place, but no later than 1 month. This time frame can be extended where express permission has been given, for example for pictures of past events to remain on the website.
Other data will be deleted after 2 years.
Every committee member and volunteer setting up a data collection is responsible for the deletion of the data collected within the time frame given by this policy.
Data use by external platforms
Europa PTA uses external platforms such as, but not limited to, Googlemail, Slack, Classlist, PayPal, Stripe, VirginMoneyGiving, Rallyup, 32auctions.com. Each of these platforms have their own data protection commitment.
Europa PTA is not responsible for data protection breaches on the part of these platforms.
Rights of individuals
Individuals have the right at any time to request information about what data Europa PTA hold, to request correction, addition or deletion of any such data relating to themselves or to children for whom they have parental responsibility or legal guardianship. Requests can be made to the email address firstname.lastname@example.org and will be responded to within 1 week of the request. If the request is urgent and requires a response in less than 1 week, and this has been made clear by the individual making the request, Europa PTA will endeavour to respond as soon as is practically possible.
Where consent has been given to process personal data, this consent can be withdrawn by email to email@example.com or to the appointed event organiser at any time.