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Stewards Academy

Stewards Academy

Science Specialist

Privacy Notice - Processing under consent


What is the service being provided?

School Trips, Schools Clubs, Pupil Support Services, Sporting Activities, Marketing

What personal data do we need from you?

Pupil information incl name, address, DOB

Pupil images

Pupil Medical information incl health and dietary needs, medication and doctors name and address

Pupils travel documentation incl passport, ESTA, EHIC, Visa 

Parental information incl name(s) and contact details

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?

Where applicable for each trip/activity:

·         Travel/tour operators

·         Airlines

·         Hotels & Restaurants

·         3rd Party Partners


For marketing purposes

·         Academy Website

·         Newsletters  

·         3rd Party Partners and Organisations

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 - New York trip only

How long will your data be kept?

When will it stop being used?

Trips - With no major issue.

On conclusion of the trip


Trips – With a major issue.

25year from birth of the pupil affected.  All consent forms will be kept until that date


Sports - With no major issue.

On conclusion of the activity


Sports – With a major issue.

25year from birth of the pupil affected.  All consent forms will be kept until that date


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

Phone Number

0303 123 1113