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Stewards Academy

Stewards Academy

Science Specialist

Privacy Notice - Processing Photos and Videos under Consent


Please be advised that not all of this data is shared with everyone listed. We only share data required for that particular function and only the minimum required.


What is the service being provided?

School Photos/Videos

What personal data do we need from you?

Photo - Images

Video - Images


Year Group

Tutor Group





Who will be using your Personal Data?

Who is the Data Controller?

Stewards Academy Trust

Who is the Data Controller’s

Data Protection Officer?

Lauri Almond – Essex County Council

Are there any Data Processors?



Who are they?

Educational Purposes:

Website provider

·         E4Educaton


Vericool – cashless catering

Examination bodies for:

·         Dance / PE

·         Drama / Music

·         Photography

School Photographer – Van Cols


Marketing purposes:

Academy website

Academy prospectus




·         Essex Live (on-line)

·         Harlow Star

·         Your Harlow (on-line)

Third Party Partners

·         Place 2 Be

·         Essex County Council

·         Public Health England

This list is not exhaustive

Please note – for Marketing there is the option to opt out.


Details of who the data will be shared with will be included in the trip/activity specific letter and consent form.

What will it be used for and what gives us the right to ask for it and use it?

The Purpose(s):

To enhance education provision, inclusion and recreation

The Legal Condition(s):


You may withdraw your consent at any time by contacting us

Who else might we share your data with?

Please see above – Where data is shared for the purposes of trips/activities details will be included within the specific letters

Will your data be stored in or accessible from countries with no UK-equivalent Privacy Law protections?

Yes – border control in America (New York trip)

How long will your data be kept?

When will it stop being used?

Photos – Educational

·         Pupil record – DOB + 25 years

Videos – Educational

·         Until the exam validation period is complete

School Photographer

·         10 years



Photos/Videos – Marketing

·         Academy website – end of KS4 + 1 year

·         Prospectus – updated every 3 years

·         Newsletter – 1 year + current

·         Production – 3 years + current

·         Your Harlow – TBC

·         Essex Live - TBC

Please note – for Marketing there is the option to opt out.

How long after this will it be deleted?

As above

Our use of the data will be subject to your legal rights (marked if applicable):









As you are giving us your data directly to us:

This is the reason why we are allowed to ask for it and use it:

To enable the delivery of these services

This is what could happen if you refused to let us use your data for this purpose:

Your child will not be able to participate in these events

Visit the following links for more information about Privacy Law, our obligations and your Rights:

The ICO Guide to the General Data Protection Regulations 2016

The General Data Protection Regulations 2016

If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:

Postal Address

Stewards Academy Parnall Road Harlow CM18 7NQ


Phone Number

01279 421951

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:

Postal Address

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Online Form