St Dominic Savio PTA Privacy Policy 

The Data Protection Act 1998 (the “Act”) and the General Data Protection Regulations (the “GDPR” effective  from 25 May 2018), regulate the way in which information about individuals connected with St Dominic Savio  PTA is collected, stored, used or transferred. Compliance with the Act and GDPR is mandatory.  

Members of St Dominic Savio PTA Committee are responsible for ensuring that any data is processed in  accordance with the Act and GDPR (the “Data Controllers”). At present all data is to be processed by members  of the Committee and so no agreements are in place with any external “Data Processors”.  

This policy sets out how personal data is collected, stored or transmitted on behalf of St Dominic Savio PTA.  Non-compliance could result in complaints, fines, adverse publicity and reputational damage.  

All members of the Committee must comply with the regulations when handling personal data and must attend  any training session on Data Protection issues which St Dominic Savio PTA considers necessary.  

Any member of the General Committee who considers that this policy has not been followed should contact one  of the Trustees of St Dominic Savio PTA. 

Introduction 

St Dominic Savio PTA collects and uses some personal data, mainly in order to communicate with  parents and carers who sign up for PTA initiatives and fundraising events. This policy is to clarify how  and why we store and process data, and your rights under the GDPR.  

What personal data does the PTA collect, and why  

  • We collect, use and store data on the following occasions:  
  • When parents, carers and supporters take part in or support PTA organised events  • When parents, carers and supporters sign up to support the PTA generally, or at events  including PTA meetings  
  • When parents, carers and supporters pay for tickets, or take part in auctions, sales or raffles  • When companies or organisations support the PTA  

These may require us to collect some or all of the following information:  

  • Name and contact details (address, phone and email)  
  • Payment details  
  • Pupil’s details, including name and class  

These personal details may be obtained for any of the following reasons:  

  • To process and fulfil all PTA activities including administering all fundraising events.  • To process enquiries, you place with us through our website, by post, in person or by  telephone.  
  • To keep a record of your relationship with us and for administrative purposes (such as our  accounting and consent record-keeping to ensure we know when you prefer not to be  contacted)  
  • To identify and prevent fraud  

Photos and Videos  

We may take photos and videos during PTA events. Data subjects will be made clear that this is  happening and separate permission sought. 

*This is from the Charity Commission Guidance on Conflicts of Interest which is shared with all committee members  

Corporate support  

We also collect data from companies who may support the school through donations or financial  contributions.  

On what basis do we collect and use personal data?  

The legal basis for collecting, storing and processing data of parents, carers, supporters (including  children) is gained through consent.  

Where we have obtained consent to use personal data, this consent can be withdrawn at any time.  We will make this clear when we ask for consent and explain how consent can be withdrawn.  

The legal basis for processing the personal data of companies who have donated to the school PTA is  legitimate interest.  

How Long We Keep Your Data  

St Dominic Savio PTA will only keep your personal information for as long as it is required and in  accordance with statutory requirements. For example, HMRC requires that we keep a record of all  financial interactions and your name and address for seven years from the date of your last  transaction.  

Where the information is no longer required, we will ensure that it is disposed of in a secure  manner.  

If you have indicated that you do not wish to hear from us in the future, we will keep the minimum  information necessary to ensure we avoid contacting you any further.  

Managing and storing data  

We are committed to ensuring that your information is secure. In order to prevent unauthorised  access or disclosure we have put in place suitable physical, electronic and managerial procedures to  safeguard and secure the information we collect online.  

Sharing your information with Trusted Third Parties  

Where we work with external companies to collect and process your data for us on your behalf, we  will require all third-party providers to process your personal information in accordance with  applicable data protection and privacy laws. We use Classlist to manage events who hold their own  policies and procedures. There policy can be found here:  

https://www.classlist.com/hubfs/_files/Classlist_Privacy_Notice.pdf 

We will never sell or rent your personal information to other organisations.  

Communication with Businesses  

If you have kindly donated to St Dominic Savio PTA in the past we may send you infrequent letter or  email appeals seeking further donations or to trade goods at one of our events. You may ask to be  removed from our communications at any time by:  

Emailing us at stdominicsaviopta@gmail.com 

Or by writing to Data Protection Officer, St Dominic Savio PTA, Western Avenue, Woodley, Berkshire,  RG5 3BH

*This is from the Charity Commission Guidance on Conflicts of Interest which is shared with all committee members  

How to Access, Correct or Delete Your Personal Information  

St Dominic Savio PTA acknowledges that you have the right to access your personal information, and  we are responsible for correcting, deleting or updating information that we have collected.  

Upon proof of identity, we are happy to provide you with information on what data we hold about  you at any time.  

If your contact details change, or you believe the information we hold about you is out of date or  inaccurate, please get in touch to update us:  

Emailing us at stdominicsaviopta@gmail.com 

Or by writing to Data Protection Officer, St Dominic Savio PTA, Western Avenue, Woodley, Berkshire,  RG5 3BH 

Data Breaches  

In the event of a data breach, we shall ensure that our obligations under applicable data protection  laws are complied with where necessary.  

Data may be shared with the St Dominic Savio PTA Committee as part of organising events but only  if necessary.  

Compelled Disclosure  

We reserve the right to use or disclose your personal information if required by law or if we  reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the  safety of others, investigate fraud, or comply with a law, court order, or legal process.  

Changes to this Policy and Contacting Us About this Policy  

We will regularly review and update this privacy policy, and you should check it from time to time to  see future updates. If there are significant changes in the way we process your personal information,  we will provide a prominent notice on our website or send you a notification.  

Further information  

You also have the right to lodge a complaint with the Information Commissioner’s Office about how  we manage your data.  

You can contact them in the following ways:  

https://ico.org.uk/concerns/  

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel:  0303 123 1113  

This privacy policy was last updated February 2025.  

This policy will be reviewed annually by the St Dominic Savio PTA committee.

*This is from the Charity Commission Guidance on Conflicts of Interest which is shared with all committee members