Letter to all Secondary School parents

Dear parent/carer/pupil,

We are writing to advise you that we are investing in a new secure online payments system, as you may have read in our newspaper Living. This email is to briefly introduce the new system, called SchoolPay, inform you of how this is being set up and provide notice on what information is being shared to enable this system to function.

This email and Privacy Notice is being sent to parents/carers. However, all young people over the age of 12 have the right to be informed of the use of their personal data, so please ensure if your child is 12 years old or above, they are aware of the contents of this email.

What is SchoolPay?

SchoolPay is a new secure online payments system that will allow parents/carers the ability to pay for school related items for their child(ren) online, and will offer a host of easy to use features, including the following:

  • Provide you with your own personal account, to pay and track all school payments, including school meals and larger items such as school trips.
  • Manage costs for all of your children – across nursery, primary and secondary schools - from the same account, making things easier and faster for you.
  • Enable you to see, at any time, what your balance information is regarding these payments.

SchoolPay is provided by a company called Cash Registers (Buccleuch) Ltd, trading as CRB Cunninghams, and will be introduced to all schools across East Lothian over the coming months. Please note that only legal guardians of children and young people will be able to create a payment account. At a later date instructions will be sent to you on how you can create your own online account and manage your payments to schools.

What information is being shared?

In the meantime, CRB Cunninghams and the SchoolPay software requires some of the relevant information about your child and the “main contact” of the child, to enable the setup. The “main contact” of the child is the nominated main legal guardian marked as such on the child’s school enrolment form. You can see the specific information which is shared, listed in the “Privacy Statement” section below. Please be assured that East Lothian Council take data protection seriously, and only the data that is required to give you the ability to link your child to your account and complete the registration process, will be shared with CRB Cunninghams. Strict security and legal arrangements are in place to ensure this data is protected.

Once the new SchoolPay system is launched and payments are made online by parents, the resulting financial transactions will be processed through the Council’s existing income management system, which is subject to stringent anti-fraud measures. All online card payments are protected by Transport Layer Security (TLS), as recommended by the Payment Card Industry Security Standards Council and are directly processed using the Pay360 by Capita service. Capita's online payment management solutions are independently and rigorously security assessed, and are certified by Visa and MasterCard as a Payment Card Industry Data Security Standard (PCI DSS) Level 1 payment processor.

For further information on how we use information about you and who we share it with, see our PRIVACY STATEMENT - Online School Payments.

myaccount registration

We will be encouraging all parents and carers to register for an account to enable them to pay, manage and track their school payments. However, we recognise that not everyone will wish to register and so your school will still continue to take cash if necessary, if that is what you prefer.

As previously stated, you will soon be receiving information through your school on how to setup this new online service. If you have any queries about this email, please contact [email protected].

Kind regards,

Fiona Robertson,

Head of Education
East Lothian Council