General Data Protection Regulation (GDPR)

EPA Trust processes personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Trust is the data controller for the personal data held by our schools. This law sets out how personal data must be collected, used, stored and shared, and gives individuals rights over their own data.

The Headteachers in our individual schools are responsible for the accuracy and safe-keeping of data.  Anyone with access to your personal records is properly trained in confidentiality issues and is governed by a legal duty to keep these details secure, accurate and up to date.  All information is held securely and appropriate safeguards are in place to prevent accidental loss.

In some circumstances we may be required by law to release details to statutory or other official bodies, for example if a court order is presented, or in the case of public educational issues. In other circumstances you may be required to give written consent before information is released – such as the educational reports for insurance, solicitors etc.

How to make a Freedom of Information request

The Freedom of Information Act 2000 gives you a right of access to recorded information held by public authorities, including the Trust. Its purpose is to promote openness and accountability.

Before you request information from the EPA:

Please check whether the information is already available. We publish a range of information on this website, and if your request covers information that is already published, we will direct you to it.

Who can request information?

Anyone, anywhere in the world.

What can I request?

You can seek any recorded information that you think the EPA may hold.

If the information is your own personal data, then you should make a subject access request under the UK GDPR and the Data Protection Act 2018, and not under the Freedom of Information Act.

How do I request information?

Requests must be in writing, by post or email.

By post: EPA Trust, Witney Road, Eynsham, OX29 4AP

By email: admin@epatrust.org, with “Freedom of Information” in the subject line.

If you have difficulty making a written request, please call our Administrative Officer on 01865 733331 and we will help.

What information must I include in my request?

The FOI Act requires certain information to be supplied before the EPA can respond to your request:

• Your real name
• An address for correspondence (an email address is acceptable)
• A description of the information you want

How should I word my request?

Comprehensive guidance on submitting effective requests for information is available from the Information Commissioner’s Office.  However, to frame an effective request for the information you need:

Do:

• Do clearly identify the information you want.  Be clear about date ranges or timescales.  If it is not clear what you are requesting, we may need to seek further clarification;
• Do be as specific as possible.  If your request is too general, it may be refused on the grounds that replying would exceed the cost limit laid down in the Fees Regulations, which is equivalent to one person working for three and a half days.  If this happens, we will ask you to re-submit a narrower, more specific request which could be met within the cost limits and give you advice and assistance to do so;
• Do ask questions such as ‘what’ or ‘how much’ as this is much more likely to result in a useful response;
• Do use straightforward, polite language.

Don’t:

• Don’t use open-ended questions such as ‘why’.  We do not have to answer your question if this would mean creating new information or giving an opinion or judgment that is not already recorded;
• Don’t base your request on assumptions or opinions;
• Don’t mix your request with complaints or comments.

What happens when my request is received?

The EPA has a legal obligation to reply to your FOI request and must do so within 20 working days of receipt.  We will do one of the following:

• Supply you with the information you requested;
• Inform you that we don’t hold the information and, if we are able, advise you who does;
• Inform you that your request will exceed the cost limit specified in the Fees Regulations and invite you to submit a narrower request;
• Inform you that we hold the information requested but refuse to provide all or part of it and explain why, citing one or more of the exemptions from the FOI Act;
• Inform you that we are refusing your request on the basis it is repeated or vexatious; or
• Inform you that we need more time to consider the public interest test in relation to your request and let you know when to expect a further response.  This should not be later than 40 working days after receipt of your request.