WEST PENNARD CHURCH OF ENGLAND PRIMARY SCHOOL
HEADTEACHER
Mrs H Burchell
Church Lane
West Pennard
Glastonbury
Somerset
BA6 8NT
Tel: 01458 832866
Fax: 01458 834662
Website: http://www.westpennardprimary.co.uk
E-mail: [email protected]
Parent e-mail: [email protected]
18th October 2010
Newsletter:
Autumn 4
Action:
Whole School
Deadline: Friday 5th November
Dear Parents/Carers,
Annual Update of Pupil Data
Data Check
The school has a duty of care to all of their pupils commencing from the start of the school day continuing until they are
collected from the premises. In accordance with County procedures, we need to ensure all contact information held on
our system is up to date and we attach a copy of this for you to check through. To assist you, please work through the
check list on the reply slip attached and return this to school promptly (latest 5th November) with your child’s updated
sheet. It is helpful to have at least one local contact person rather than just ‘parent’ contacts, especially where parents
work, or other relatives live quite a distance away.
All parents should be aware of the DfE ‘Privacy Notice’ which is posted on the school website. If you would like a hard
copy please request one on the slip below.
Changes to Emergency Closure Procedures
In order to ensure that information is passed on as speedily as possible, the methods of contact in the event of school
closure will be as follows.
1. We will now be using a text messaging service to parents/carers. A standard text message will be sent to the
mobile phone number you designate as your ‘Priority 1’ contact. Please be aware that only the designated
mobile number and the pupil’s name are held by the Texting company.
2. Also a message will appear on our website www.westpennardschool.co.uk by 7:00 in the morning
3. We ask that if you do not have a mobile phone, a poor signal on your phone when at home or you do not have
internet access, you make your own arrangements to be contacted by another parent who has these facilities,
with any closure information.
We have had very positive feedback regarding the text messaging service when used for club cancellation recently
and I’m sure you will agree this is the best method of speedy communication. We were also aware that many parents
checked our website for ‘snow’ closure information last winter. If however you are unable to use any of the above
methods to gain information, please let us know.
Data Image Protection
You will also find attached a copy of the school’s Data Image Protection details for your information and retention. This
is to indicate your wishes for the reproduction of pupil details in the event of photographic or IT usage. When you have
completed this, please then duplicate them on the appropriate section of the reply slip attached.
Helen Burchell
Ref: Emerg Contact\ Let Parent Chk
West Pennard Church of England Primary School
Data / Image Protection
During the course of your child’s time at West Pennard School, we may sometimes wish to take photographs
or video / dvd recordings of them within school or on school trips, either for our own records or for inclusion in
our promotional material such as the school handbook or on our website. The school invites an external
photographer to the school each year to take official school photographs and the school may also invite the
media to come and take photographs for publication of particular events.
In the media-rich environment in which we find ourselves today, it is inevitable that your child will, at some
point during their time with us, find themselves the centre of attention, be it through a school production, trip,
press report, podcast, etc.
Conditions
If we decide to take photographs or video / dvd for any other purpose than those noted in this document, we
will ask for additional specific consent.
Data and images of children will be stored securely in school. Please be aware that the school has no control
over the way external photographers and the media store images or how they retain and use photographs of
your child after they leave school.
We will not include any personal details such as telephone numbers or e-mail addresses of pupils in our
publications, without seeking specific separate permission from you in advance.
We will only use photographs of pupils who are suitably dressed, in order to minimise any risk of misuse.
We may use photographs of a whole class with a general label, where individual children are not identified.
Parental Permission
To comply with the Data Protection Act 1998, we need to ask your consent before the school or the media
record any images of your child. Permission is valid during your child’s time at West Pennard School. If you
change your mind about giving consent to any of the details below at any time, please contact the school
office immediately. If the school makes any changes to the details below, the school will reissue them along
with the updated form requesting parental permission again.
…….…………………………………………………………………………………………………………
PLEASE COMPLETE AND SIGN THE REPLY SLIP ATTACHED TO THE MAIN DATA UPDATE LETTER AND
RETURN IT TO SCHOOL.
(THIS COPY IS FOR YOUR INFORMATION AND RETENTION)
A. May we use your child’s photograph in the school handbook and other
publications that the school produces for promotional purposes?
Yes ❒
No ❒
B May we use your child’s image on our website?
Yes ❒
No ❒
C. Are you happy for your child’s image to appear in the media?
Yes ❒
No ❒
D. Are you happy for your child’s name to appear with their image in the
media?
Yes ❒
No ❒
E. May we record your child’s image on video /dvd or webcam when available? Yes ❒
No ❒
F. Are you happy for your child’s voice to be used in Podcasting or presentations? Yes ❒
No ❒
Reply Slip for Update of Contact Information
Section 1 – Data Sheet
I have checked my child /ren’s data sheet as follows:





My mobile phone no. for texting is the one quoted in ‘Priority 1’ contact.
I have checked all contact and other details and made amendments where necessary.
I have included a local contact other than family contacts
I would like the contact details for both / all my children to be the same.
My contacts are in the correct order of priority.
Section 2 - Preferred method of communication in the event of emergency school closure:



I wish to receive a text message
I will check the school website
I have made arrangements for another parent to contact me
Section 3 - DfE Privacy Notice


I will note the details of this notice from the school website
Please can you forward me a hard copy of the DfE ‘Privacy’ Notice
Section 4 – Data Image Protection
A. May we use your child’s photograph in the school handbook and other
publications that the school produces for promotional purposes?
Yes ❒
No ❒
B May we use your child’s image on our website?
Yes ❒
No ❒
C. Are you happy for your child’s image to appear in the media?
Yes ❒
No ❒
D. Are you happy for your child’s name to appear with their image in the
media?
Yes ❒
No ❒
E. May we record your child’s image on video /dvd or webcam when available?
Yes ❒
No ❒
F. Are you happy for your child’s voice to be used in Podcasting or presentations?
Yes ❒
No ❒
Pupil Name(s) (Please print)
…………………………..……………………………………………………………..
Name of Parent/Guardian /Carer (Please print)
………..…………………………………………..……….……….
Signature of Parent/Guardian /Carer
……………….………………………………………..………….
Date
………..………………………………………………………..…………