Who processes your information?

Loreto Convent School is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed. Poppy Cruz acts as a representative for the school with regard to its data controller responsibilities; they can be contacted on 20075781 or admin@loreto.gi In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that Loreo Convent School upholds are imposed on the processor. Poppy Cruz is the data protection officer. Their role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted on 20075781 or admin@loreto.gi

Why do we collect and use your information?

Loreto Convent School holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, LA or the DfE&T. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK/Gibraltar law, including those in relation to the following:

  • Article 6 and Article 9 of the GDPR
  • Education Act 1996
  • Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013 In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:
  • To support pupil learning
  • To monitor and report on pupil progress
  • To provide appropriate pastoral care
  • To assess the quality of our service
  • To comply with the law regarding data sharing
  • To safeguard pupils

Which data is collected?

The categories of pupil information that the school collects, holds and shares include the following:

  • Personal information – e.g. names, pupil numbers and addresses
  • Characteristics – e.g. ethnicity, language, nationality, country of birth and school meal eligibility Copies of ID’s/Passports are held in a secure electronic format
  • Attendance information – e.g. number of absences and absence reasons
  • Assessment information – e.g. curriculum assessment results
  • Relevant medical information
  • Information relating to SEND
  • Behavioural information – e.g. number of temporary exclusions

Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used. How long is your data stored for? Personal data relating to pupils at Loreto Convent School and their families is stored in line with the school’s GDPR Data Protection Policy. In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.

Will my information be shared?

The school is required to share pupils’ data with the DfE&T on a statutory basis. Loreto Convent School is required by law to provide information about our pupils to the DfE&T as part of statutory data collections, such as the school census.. The DfE&T may share information about our pupils with third parties who promote the education or wellbeing of children in Gibraltar by:

  • Conducting research or analysis.
  • Producing statistics.
  • Providing information, advice or guidance.

The DfE&T has robust processes in place to ensure the confidentiality of any data shared is maintained. Loreto Convent School will not share your personal information with any third parties without your consent, unless the law allows us to do so.

The school routinely shares pupils’ information with:

  • Pupils’ destinations upon leaving the school
  • The GHA
  • The DfE&T

What are your rights?

Parents and pupils have the following rights in relation to the processing of their personal data. You have the right to:

  • Be informed about how Loreto Convent School uses your personal data.
  • Request access to the personal data that Loreto Convent School holds.
  • Request that your personal data is amended if it is inaccurate or incomplete.
  • Request that your personal data is erased where there is no compelling reason for its continued processing.
  • Request that the processing of your data is restricted.
  • Object to your personal data being processed.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time. If you have a concern about the way Loreto Convent School and/or the DfE&T is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0044303 123 1113, Monday-Friday 9am-5pm.

Where can you find out more information?

If you would like to find out more information about how we and/or the DfE&T collect, use and store your personal data, please visit our website (www.loreto.gi) or download our GDPR Data Protection Policy.

I declare that I understand:

  • Loreto Convent School has a legal and legitimate interest to collect and process my personal data in order to meet statutory requirements.
  • How my data is used.
  • Loreto Convent School may share my data with the DfE&T.
  • Loreto Convent School will not share my data to any other third parties without my consent, unless the law requires the school to do so.
  • Loreto Convent School will always ask for explicit consent where this is required, and I must provide this consent if I agree to the data being processed.
  • My data is retained in line with the school’s GDPR Data Protection Policy.
  • My rights to the processing of my personal data.
  • Where I can find out more information about the processing of my personal data.

Privacy Notice – Data Protection Act 1998 & GDPR Regs 2018

We at Loreto Convent School are a data controller for the purposes of the Data Protection Act. We collect information from you about your child and may receive information about your child from your previous school. We hold this personal data and use it to:

  • Support your child’s teaching and learning;
  • Monitor and report on your child’s progress;
  • Provide appropriate pastoral care;
  • Assess how well your school is doing.

This information includes your child’s contact details, national curriculum assessment results, attendance information and personal characteristics such as your ethnic group, any special educational needs and relevant medical information.

We will not give information about your child to anyone outside the school without your consent unless the law and our rules permit it.

We are required by law to pass some of your child’s information within the Local Authority (LA) and the Department for Education and Training (DfE&T)

If you want to see a copy of the information about your child that we hold and/or share, please contact Mrs Cruz, School Administrator, Loreto Convent School, telephone: 00350 20075781.

If you require more information about how the Local Authority (LA) and/or DfE store and use your child’s information, then please contact the LA/DfE&T directly.

The Local Authority (LA) uses information about children for whom it provides services, to enable it to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual children cannot be identified from them.

The Local Authority will use information about its school workforce for research and statistical purposes, and to evaluate and develop education policy and strategies. The statistics are used in such a way that individual staff cannot be identified from them. The LA may also use it to support and monitor schools regarding sickness and recruitment of staff.

Primary Care Trust (PCT) and Gibraltar Health Authority (GHA) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the PCTs to maintain details of pupils’ names for this purpose for a period designated by the Department of Health following the weighing and measuring process. PCTs may also provide individual schools and LAs with aggregate information on pupils’ height and weight.

Data Security

Data security is of great importance to Loreto Convent School and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected online. Please note that due to the nature of the Internet it is not possible to guarantee that unencrypted communications, such as emails, will not be seen by third parties. Any passwords that you use must be kept securely.

Website Cookies

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Changes to this policy

Loreto Convent School reserves the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Web Site and you are deemed to have accepted the terms of the Policy on your first use of the Web Site following the alterations.


Please ensure this form is sent to the Data Controller.

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