Friends of Abbeyhill Primary School Privacy Policy

Last Updated: May 2024

Who We Are

Friends of Abbeyhill Primary School

Friends of Abbeyhill Primary School (the Friends) is committed to protecting your personal data (information which identifies an individual, such as full names and email addresses), whether you are a member of the Friends or the wider Parent Forum. Please read carefully to understand how we collect and use personal data in our role as Data Controller.

This processing of your personal data is carried out by, or on behalf of, the Friends, and kept securely.

We will sometimes share your personal data with Abbeyhill Primary School to ensure the smooth delivery of clubs and events, to comply with the law or where allowed under data protection legislation.

How We Collect/Process your Personal Information

We collect/Process your personal data under the legal basis of consent. This means we hold it to:

  • Contact you via our email newsletters
  • Publish pictures on social media
  • Contact you for a specific volunteering opportunity that you have directly volunteered to take part in e.g., maintaining the school garden over holiday periods;
  • Contact you when we have volunteering opportunities that match with the skills and abilities you have told us you would like to use to support us.

We collect/process your personal data when it is reasonably necessary to carry out a legitimate interest we have identified. Whenever we are relying on legitimate interests we will consider any potential impact on you, and your rights under UK GDPR.

This means we hold it to:

  • Identify you as an attendee at a Friends meeting
  • Respond to any contact you have made with the Friends directly, e.g., via email or our Social Media channels.

What We Collect

Who you are Information Collected Why we collect it How long we keep it for
Member of the Friends of Abbeyhill Primary School Name
Email Address
Contact Telephone Number		 To communicate effectively with you as a Friends member The duration of your membership of the Friends
Attendees at Friends of Abbeyhill Primary School Meetings Name
Relationship to school		 To record accurate attendance for meeting minutes 7 years, in line with our retention policy for Friends meeting minutes
Attendees of Events/Clubs Name
Name of Child
Contact Telephone Number		 To maintain a register;
For emergency contacts		 For the duration of the Event/Club
Member of the Abbeyhill Primary School Parent Forum Name
Email address
Contact Telephone Number
Self-Identified Skills		 To allow us to contact you for Friends related activity e.g., keep you up to date with Friends volunteering opportunities For a maximum period of 12 months

Your Rights

The General Data Protection Regulation (UK GDPR) gives certain legal rights to individuals in the UK over their own personal data. These rights are:

  • Data access rights
  • Right to restrict processing
  • Right to Rectification
  • Right to Erasure (Right to be forgotten)
  • Right to object to processing
  • Right to withdraw consent; and
  • Data portability rights

These give you the right to know if we hold information on you, to obtain the information we hold on you, and to correct, update, amend or tell us to delete it.

These rights are not absolute and may be subject to some exceptions or limitations.

We will respond to your request to exercise these rights within ONE MONTH of receiving a request. Please see ‘How to contact us’.

How to Contact Us

You can contact us via friendsofabbeyhill@gmail.com, or using the form on our Contact page.