PTA Privacy Policy








Knaphill Schools PTA

Privacy Notice

Under data protection law, individuals have a right to be informed about how Knaphill Schools PTA (‘the PTA’) uses any personal data that we hold about them. The PTA relies on Knaphill Schools’ (‘the Schools’) parents/carers/volunteers/class reps to further its fundraising activities on behalf of the Schools. This privacy notice explains how we collect, store and use their personal information.

Who collects this information

The PTA is the “data controller” for the purpose of data protection law. This means that we are responsible for deciding how we hold and use the personal information we collect.

What data is collected

Personal data that we may collect, use, store and share when appropriate includes, but is not restricted to:

  • Personal information such as name, email address, telephone number of parents/carers/volunteers/ class reps and, in some cases, pupil names and classes
  • Special categories of personal data e.g. relevant dietary or medical information
  • Photographs and videos of adults/children taking part in PTA activities

All of the personal information collected is provided to us on a voluntary basis by volunteers, class reps, or individuals wishing to partake in a particular PTA activity or event.

How the information is used


Volunteers for events are required to provide consent to collection and sharing of their contact details with PTA committee members for the purposes of organising the event.

Individuals interested in getting involved with the PTA can provide their contact details via the PTA website.

Class reps

Names of class representatives are held electronically to enable the PTA to communicate all events/activities to them, and to help source volunteers for the events/activities. In addition, all reps are part of a closed PTA Facebook group, which is used to facilitate the sharing of information about events/activities. The Facebook page is subject to Facebook data policy.

School/PTA newsletters

The PTA provides information to the Schools on past and upcoming events, which may be included in the regular school newsletter. The PTA does not hold a full mailing list for the parents/guardians of the Schools.

The PTA also runs a closed Facebook group/page, which is subject to Facebook data policy.

Raffle ticket sales

Raffle ticket sales require the capture of personal data for the sole purpose of the administration of the activity.


Storing data

The PTA stores information on computer systems and sometimes on paper. All electronically-stored data is securely managed with controlled administration rights. The PTA does not share personal data with third parties without consent nor sell data to third parties.

All collected parental and volunteer data associated with the PTA’s activities and events during a school year will be deleted within 12 months of the activity or event, or by request to

All personal data held as physical information relating to raffle sales will be destroyed within 4 weeks of the raffle event.

Rights of the data subject

For details on what information the PTA holds on you, or to request that personal data be deleted, or if you wish to make a complaint regarding the collection and/or use of your personal information, please email


If you are contacting us to exercise any of your rights under the GDPR, you may need to provide specific information to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We are required to respond to your request within 1 month.

You can also complain to the Information Commissioner’s Office in one of the following ways:

  • Report a concern online at
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Updates to this policy

We reserve the right to make changes to this policy at any time. Where changes are made, we will post the revised policy here with an updated effective date.


Last updated: 9 July 2018.