Who this policy applies to
This policy applies to all students of The Orpheus Centre and to anyone acting on their behalf, including parents, carers or advocates.
Who we are
The Orpheus Centre is the data controller for student personal information. This means we are responsible for deciding how and why personal data is collected and used.
What information we collect
When you become a student at Orpheus, we collect personal information such as:
- Name, address, phone number and email address
- Next of kin and emergency contact details
- Social worker and local authority contact details
- Educational background and achievements
We also collect special category information, including:
- Health and medical information
- Care and support needs
- Education, Health and Care Plan (EHCP) details
This information is essential so we can provide safe, appropriate education, care and support.
How we use your information
We use student information only to:
- Deliver education, care and support services
- Keep students safe and meet safeguarding duties
- Meet legal, regulatory and funding requirements
We do not use student data for unrelated purposes without consent, unless legally required.
Who has access to your information
- Authorised Orpheus staff who need the information to support you
- Relevant third parties, such as social workers or professionals, where necessary to provide care and support
All information is treated as confidential and is not shared unless there is a lawful reason to do so.
How long we keep your information
We keep personal information:
- For the duration of your time as a student at Orpheus
- In line with our Data Retention Policy and legal requirements
CCTV
- CCTV operates on Orpheus premises 24 hours a day
- Cameras record images only (no audio)
- CCTV is used to help keep students, staff and visitors safe
- Images are normally retained for 25 days, unless required longer due to an incident or investigation
Data security
We use appropriate technical and organisational measures to protect personal information from loss, misuse or unauthorised access.
International transfers
We do not transfer student personal data outside the UK or EU, and we ensure safeguards remain in place for all data processing.
Your rights
Students have rights under data protection law, including the right to:
- Access the personal information we hold about you
- Ask for incorrect information to be corrected
- Request deletion, restriction or transfer of your data (in certain circumstances)
- Object to how data is used
- Request information about automated decision‑making
You can make a Subject Access Request free of charge, unless requests are excessive or unfounded.
Complaints
If you are unhappy with how your information is handled:
- Contact the Head of Services at Orpheus
- If unresolved, you may complain to the Information Commissioner’s Office (ICO)
How to contact us
For questions, concerns or data requests, contact:
Head of Services
The Orpheus Centre
North Park Lane
Godstone, Surrey RH9 8ND
