1. Who we are
The Leweston Parents' Working Group ("the Working Group", "we", "us") is an informal group of parents of pupils at Leweston School, set up after the school's closure. Its aims are to:
- secure a rescue of the school, through charitable and philanthropic funding
- minimise the financial risk to families, including recovering fees paid in advance
- achieve the best outcome for the children
The Working Group is not a company or registered organisation. The following individuals act as joint data controllers on its behalf and are responsible for how your personal information is handled:
| Name | Role | Contact |
|---|---|---|
| Paolo Mortarotti | Data Controller | [email protected] |
| Dan Williams | Data Controller | [email protected] |
| Katherine Buchan | Data Controller | [email protected] |
2. What information we collect
- Contact details: your name and email address, and whether you are a parent, teacher or staff member at Leweston
- Fee recovery information: details of fees you have paid in advance, the contracting entity, and your authority for the Working Group to act on fee recovery
- DSAR responses: information you receive from organisations in response to Data Subject Access Requests and choose to share with us
- Pledges: non-binding indications of what you might give to support a rescue
- Documents you send us: these may include information about you, your child or children, and other people
Some documents may contain special category information, such as health or special educational needs details. We handle this with extra care (see section 4).
3. Why we use your information
- To check that you are a Leweston parent, teacher or staff member
- To give you read-only access to the Working Group's documents folder
- To keep you informed about the Working Group's work
- To coordinate a collective claim for the recovery of prepaid fees
- To collate and review documents, including DSAR responses, to understand what happened to the school and its finances
- To show potential funders the level of support among families. Pledge information is shared only as anonymised totals unless you agree otherwise.
We will not use your information for any other purpose, and we will never use it for marketing.
4. Our legal basis
| What we do | Legal basis under UK GDPR |
|---|---|
| Verifying you, giving you access and keeping you informed | Legitimate interests (Article 6(1)(f)) |
| Coordinating fee recovery and reviewing documents | Legitimate interests (Article 6(1)(f)) |
| Recording pledges | Legitimate interests (Article 6(1)(f)) |
| Special category information in documents you send | Your explicit consent (Article 9(2)(a)) and, where relevant, establishing, exercising or defending legal claims (Article 9(2)(f)) |
| Information about other people, including children, in documents | Legitimate interests (Article 6(1)(f)) and, for special category information, legal claims (Article 9(2)(f)) |
Explicit consent for sensitive documents: if a document you send contains health, special educational needs or other sensitive information, please include this sentence in your email:
"I give my explicit consent for the Leweston Parents' Working Group to process the sensitive information in the attached document(s) for the purposes set out in its Privacy Notice."
You can withdraw this consent at any time. We will then delete the information unless we need it for a legal claim.
Information about other people: please send only what is relevant. Remove or black out details about other families, children or staff unless they are essential.
5. Who can see your information
- Working Group members who need it for the Group's work. Sensitive documents are restricted further.
- Clarke Willmott LLP, the solicitors instructed on the collective fee recovery claim, for that claim only.
- Beyond: Putting Data to Work Ltd, which hosts the secure data room on its Microsoft 365 system on our behalf, under a written data processing agreement, and acts only on our instructions.
- Microsoft (SharePoint and Outlook.com) and Google (the pledge form), which provide the services we use.
- Other legal or professional advisers instructed by the Working Group, where necessary.
We will not share your information with Leweston School, Concept Education or anyone else without your agreement, unless we are legally required to.
Parents, teachers and staff with access to the read-only folder can see the documents placed there. We do not put personal information about individual families in that folder.
6. Transfers outside the UK
Microsoft and Google may process data outside the UK, including in the United States. Where they do, this is covered by UK adequacy regulations or safeguards approved under UK law.
7. How we keep your information secure
- Access to the documents folder is by personal email invitation only, checked against the parent and staff list
- Invitations work only for the email address they were sent to, and each sign-in is verified with a one-time code
- Parents', teachers' and staff access is read-only
- Working Group accounts and the Group's email inbox are protected with multi-factor authentication
- Documents received by email are moved into the secure data room and the emails are deleted
8. How long we keep it
We keep your information only for as long as the Working Group needs it. When the Group's work ends, we will delete all personal information within 3 months, unless we need to keep it for an ongoing or potential legal claim, including the fee recovery claim. In that case we will keep it only until the claim is resolved.
If you ask us to remove your access, we will remove your email address from our access list within 7 days.
9. Your rights
You have the right to:
- access the information we hold about you
- correct inaccurate information
- have your information deleted
- restrict or object to how we use it
- withdraw your consent, where we rely on consent
- withdraw your access to the folder at any time
To use any of these rights, email [email protected]. We will respond within one month.
10. Complaints
Please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
11. Changes to this notice
We may update this notice. The latest version will always be in the documents folder.