General Data Protection Regulation (GDPR)

The GDPR will apply in all EU member states from 25 May 2018. This will affect how schools manage personal data and how this is protected and shared.  The EU's General Data Protection Regulation (GDPR) is the result of four years of work by the EU to bring data protection legislation into line with new, previously unforeseen ways that data is now used.  It introduces tougher fines for non-compliance and breaches, and gives people more say over what companies can do with their data. It also makes data protection rules more or less identical throughout the EU.

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 provides a right of access to a wide range of information held by public authorities, including the EPA.  The purpose is to promote greater openness and accountability.

Before you request information from the EPA:

Check whether the information you seek is already available.  The EPA publishes information on this website and you may well find the answer to your questions is already here.

If you request information from the EPA that is already published, we will simply refer you to the published source.

Who can request information?

Anyone, anywhere in the world can make a FOI request.

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 Data Protection Act (DPA) 1998, and not under the Freedom of Information Act.

How do I request information?

Your request can be in writing and can be either posted or emailed.

For postal requests, please send to the following address:

 

Eynsham Partnership Academy

Witney Road

Eynsham

OX29 4AP

 

Email requests should be sent to admin@epa-mat.org

Please write ‘Freedom of Information’ in the subject line.

If you would have difficulty making a written request, please call our Administrative Officer on 01865 733331.

 

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
• Your address (email addresses are acceptable)
• A description of the information you wish to obtain

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.