DATA PROTECTION POLICY

The following Loretto organisations are registered with the Data Protection authorities under the Data Protection Act 1998. These are:-

• Loretto School.

• The Loretto Foundation.

• The Lorettonian Society.

As an organisation we hold personal data on staff, pupils, parents, donors, and former pupils.

Data is held mainly electronically in the databases used by the school administration (Phoenix), the Old Lorettonian (former pupils) register (Access), payroll systems (Accounts). Access controls exist to each of these databases on a need to know basis and is controlled by senior management.

Admissions Database

In order that persons enquiring about Loretto School may receive information about the School, their details are entered on to our Admissions Database. The purpose of the information held is to enable the School to contact the enquirer, send information out about the School and to build up details of potential admissions to Loretto. The data is used only within the Schools admissions system, and is not divulged to any third party outside the School, in accordance with current data protection legislation.

Staff details

Hard copy files are kept of staff details and these are held by the Headmaster's office and the Bursar's office.

Medical records

These are held by the school's medical centre and are not freely available to other than the medical staff. This is in keeping with normal medical practice.

Fund Raising by the Loretto Foundation

Our registration with the Data Protection authorities allows us to hold data for legitimate, official administration of our "business". This includes the business of fund-raising by the Loretto Foundation.

Access to Data

Authority for access to personnel files or Foundation records can only be given by the Headmaster (in respect to academic staff), the Bursar (in relation to non-academic staff and payroll issues) and by the Director of the Loretto Foundation in respect to records held by it. Records held on the OFA register are confidential to members only and access is restricted to members.

• Disclosure of personal details by members of our staff to outside agencies (other than those we are required to provide information to under regulation or the law) is not permitted. Use of such data for unofficial activities within the school or by individual members of staff is also not permitted.
• A parent seeking the names and addresses of other parents is not permitted as this is technically a breach of those other parents' rights to confidentiality.