Data Protection, Filtering, Monitoring & FOI

Data Protection and Information Governance

Sutton Manor Community Primary School takes its responsibility to protect personal information seriously. We collect and use information about children, families, staff, governors and others who work with our school so that we can provide education, safeguard children, meet our legal responsibilities and operate the school effectively.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other relevant legislation.


Filtering and Monitoring - Statement

When a user accesses a website on an iPad, the request is intercepted by the Local Authority (LA) Smoothwall filtering system. Smoothwall inspects the request and checks whether the requested website, along with any associated content or linked resources, is permitted or blocked according to the filtering policies in place.

If a website is blocked, the iPad user will receive a Smoothwall block notification. Where the blocked website falls within one of the safeguarding alert categories, an email notification is automatically sent to the school's safeguarding team. 

 

Smoothwall has seven Safeguarding Categories:

·         Abuse

·         Adult Content

·         Bullying

·         Criminal Activity

·         Radicalisation

·         Substance Abuse

·         Suicide

 

To assist with identifying who was using an iPad when a Smoothwall safeguarding incident occurs, all iPads are configured with reserved IP addresses so that they always receive the same IP address. We maintain a record of each IP address to a specific iPad that maps and identifies the two class groups assigned to use that device. We maintain a record of which class is using each set of iPads at any given time. This information can then be cross-referenced with the IP address recorded in the Smoothwall alert to help identify which pupil was using the device when the incident occurred. Children log in to their own secure user space on the iPads. This provides an additional layer of accountability and enables the school to more efficiently identify which pupil is using a particular device at any given time. This supports staff in responding appropriately to any concerns arising from the use of the device.

 

When children are using iPads, staff have a responsibility to actively supervise and monitor pupils to ensure that devices are being used safely, appropriately and in accordance with the intended learning activity. Staff should remain vigilant and address any inappropriate, unsafe or unauthorised use immediately.

 

Children log in to their own secure user space on the iPads. This provides an additional layer of accountability and enables the school to more efficiently identify which pupil is using a particular device at any given time. This supports staff in responding appropriately to any concerns arising from the use of the device.

 

As part of the school’s curriculum, children are taught age-appropriate online safety and digital literacy skills, including how to search for information safely, recognise inappropriate or unreliable content, protect personal information and report anything that makes them feel uncomfortable or unsafe.

 

Children are expected to access only the websites, applications and resources required for their learning and to follow the school’s Acceptable Use and Online Safety expectations. The school’s filtering and monitoring systems provide an additional layer of protection by helping to prevent access to inappropriate or harmful content and identifying potential safeguarding concerns.

 

Any concerns arising from pupils’ use of technology, including attempts to access inappropriate or unauthorised content, are reported and dealt with in accordance with the school’s safeguarding, behaviour and online safety procedures.

Our privacy notices explain what information we collect, why we collect it, the lawful basis on which we use it, how long we keep it, who we may share it with and the rights individuals have in relation to their personal information.

Data Protection Officer

Sutton Manor Community Primary School has appointed E2E as its Data Protection Officer (DPO). The DPO provides independent advice and support to the school and monitors our compliance with data protection legislation.

Data Protection Officer: E2E

Contact: enquiries@e2e-education.co.uk

You may contact our Data Protection Officer if you have a question or concern about the way the school collects, uses or protects personal information.

Your information rights

Data protection legislation gives individuals a number of rights in relation to their personal information. These include rights to be informed about how information is used, to access personal information held about them and, in certain circumstances, to ask for information to be corrected, restricted or erased.

Subject Access Requests

A Subject Access Request (SAR) allows an individual to request access to personal information that the school holds about them. Parents and carers may also have rights to request information relating to their child, depending on the circumstances and the child's rights.

A Subject Access Request can be made verbally or in writing. You do not have to complete a specific form.

Requests can be made by contacting the school office:

suttonmanor@sthelens.org.uk
01744 678700

Please make clear that you are making a Subject Access Request and provide enough information to help us identify the information you are requesting. We may need to confirm your identity before releasing personal information.

The school will respond to requests in accordance with the timescales set out in data protection legislation.

Freedom of Information

As a maintained school, Sutton Manor Community Primary School is also subject to the Freedom of Information Act 2000. Our Publication Scheme and Guide to Information explain the information that we routinely make available and how other information can be requested.


Records and Retention Management
Sutton Manor follows the statutory retention periods set out in the Department for Education’s “Record keeping and management” guidance and, where no statutory period is prescribed, uses the Information and Records Management Society (IRMS) Information Management Toolkit for Schools as its retention framework.

Further information

Our data protection, privacy, records management, CCTV and Freedom of Information documents can be accessed below.

Further independent information about data protection and information rights is available from the Information Commissioner's Office (ICO). https://ico.org.uk/

General Data Protection, Privacy Notices and Consent Information. 

 

CCTV Policy 2026-2027.pdf
Data Protection Complaints Policy - 2026-2027.pdf
Data Privacy Notice 2026-2027.pdf
FOIA Publication Scheme Template 2026-2027.pdf
Records Management and Retention Statement 2026-2027.pdf
Record Retnetion Schedule 2026-2027.pdf

Child Protection and Safeguarding

Safeguarding is everyone’s responsibility. Sutton Manor Community Primary School is committed to safeguarding and promoting the welfare of all children. We have a trained Designated Safeguarding Lead (DSL) and Deputy Designated Safeguarding Leads who provide support, advice and guidance to staff and respond to safeguarding concerns.


All staff have a responsibility to recognise and respond to concerns about a child’s safety or welfare. Where there is a safeguarding concern, the school will take appropriate action in accordance with its safeguarding procedures and statutory guidance. This may include sharing information with other agencies where this is necessary to protect a child and promote their welfare.


The school maintains the statutory safeguarding and recruitment checks required for staff and other relevant adults working in the school. These checks are recorded on the school’s Single Central Record.


If you are concerned about the safety or welfare of a child, please contact the school and ask to speak to a member of the safeguarding team. Further information is available on our Safeguarding page.