Dear Parent/Guardian,

On foot of the introduction of the General Data Protection Regulations (GDPR), Ennis Community College/Gaelcholáiste an Chláir has reviewed the legal basis upon which it processes student data as part of the Limerick and Clare Education and Training Board Data Protection Policy.   The full text of this policy is available at www.lcetb.ie. 

One of the bases upon which Ennis Community College/Gaelcholáiste an Chláir processes student data is pursuant to section 22(2)(b) of the Education Act 1998, which requires Principals and teachers to “regularly evaluate students and periodically report the results of the evaluation to the students and their parents”. However, of particular significance in the context of data protection is section 9(g) of that Act which requires that a school use its resources to “ensure that parents of a student, or in the case of a student who has reached the age of 18 years, the student, have access in the prescribed manner to records kept by that school relating to the progress of that student in his or her education”.  Essentially, this means that the school’s legal basis for communicating student data with parents ends when the student attains the age of majority (eighteen years).

Owing to the above, I am writing to inform you that as your son/daughter has reached the age of eighteen years we are legally obliged to share their personal data with him/her only.   We understand and appreciate that this may cause a level of apprehension and some difficulties in the use of, and signing in to, VSware, but, as I am sure you understand, the school is obliged to comply with legislation.

However, if there is any concern regarding the vital interests of your son/daughter, e.g. health or behavioural concerns which are viewed to negatively affect their well-being, or if the information is in the public interest, then, under the legislation, school authorities have a legal basis for communicating such information to parents/guardians of adult students.

There is also an option for adult students to request the school to communicate with their adult nominated person(s) regarding personal data held about them by the school.  This would allow the school to continue to communicate with parents where they are nominated, and also allow parents to continue to log in to VSware for student progress and to manage payments etc. In this regard, we have prepared a form for adult students to make such a request. If your son/daughter chooses to nominate you then we will continue to update you with all of his/her educational progress within the school and you will continue to have access to VSware.

Is mise, le meas,

Brian O’Donoghue (Principal)