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GDPR Letter to Staff

This letter can be read and printed on Briarwood headed paper by clicking here.

23rd May 2018

Dear Colleagues

Re: Changes to Data Protection Law

You may be aware that from 25th May 2018, the rules around data protection are changing.  The “General Data Protection Regulation” (GDPR) will change how we can use your personal data and keep it safe, it will also strengthen your rights over your data.  Compliance with the regulations will be an ongoing process, we will be publicising policies and procedures that are compliant with the new regulations and we will keep you informed of developments.  The school have appointed a Data Protection Officer to advise and manage compliance with the regulation.  Full details of our Data Protection Officer can be found on the school website should you have any questions.

The point of the GDPR legislation is to make sure that sensitive or private information about you is kept securely.  Whilst it is similar to the current Data Protection Act in many ways, there are a few differences, so we need to make a few changes at the school in order to ensure that we remain compliant.  One of these changes is that we have updated our Privacy Notice, a copy of which is enclosed.

As part of our work to comply with the GDPR, we are also seeking consent for the use of some of your personal data.  We have enclosed a consent form in relation to the use of non-statutory data and would appreciate it if you could complete this form and sign and return it to the school office by Monday 4th June 2018.

We will be publishing policies and procedures as well as providing training to staff to ensure you are fully aware of what the new regulations mean, how this affects your data as well as the obligations that fall on you (and the school in general) for handling data.

If you have any questions about how GDPR affects you, or how our school is preparing for the GDPR Regulations, you can contact Nicolle Deighton or Alistair Mackintosh.

Yours sincerely


David Hussey




Under the new regulations we have a responsibility to inform you of how your personal data is being processed. Statutory processes are required by the school and by Government and Local Government Regulatory bodies; as such consent is not required in these circumstances. Please see privacy policy.

We also have a responsibility to inform you of the use of non-statutory data processors / processing and to obtain consent for their continued use. Please indicate below if you consent to the following use of personal data:

Data Processor / Process Description Consent

    Yes                No

Teachers to Parents Texting service used for general communication.
V-Cars On occasion, staff need to be sent home during the day, addresses are provided to the taxi company to transport staff home.
Barnardo’s To enable Barnardo’s to contact staff to determine if they would like to be employed as casual workers during holiday playschemes.
IRIS Recording system used for teachers peer observations to reflect on teaching practice. You may appear in footage but the information in not shared outside of the school. It is however held on the IRIS Connect cloud; no devices permanently store files. For data security, videos are never stored on individual devices or local servers. Instead, they are encrypted, immediately uploaded to the IRIS Connect platform and automatically deleted from the device they were recorded on. IRIS Connect is designed to ensure that data remains in a secure, password protected environment it does not enable the downloading of sensitive data to local devices. Further information regarding the IRIS Connect system and its compliance with GDP can be found here:
Images Website
Images Newsletters
Images School prospectuses, flyers, leaflets, brochures
Images Events
Images School Displays
Images/Video Publicity
Images/Video Training Purposes
Images/Video External Events – newspapers and other media

Please complete this consent form and return to the school admin office by Monday 4th June 2018.

Please be advised you have the right to withdraw consent at any time; further information can be found in our Privacy Policy.


Signed: Staff Member


Name: (Please Print)


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