Privacy Policy
For an accessible format, please find a dowloadable PDF file here.
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: rebeccaroberts@equity-education.co.uk
What information we collect, use, and why
We collect or use the following information for student education and welfare:
Names and contact details for students/children
Names and contact details for parents, guardians, carers
Gender
Pronoun preferences
Date of birth
Next of kin and emergency contact information
Dietary requirements (including vegetarian, vegan, gluten free and religious requirements)
Payment details and financial information including transactions
Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
Welfare information (includes family and home life circumstances and history)
Photographs
Attendance and reason for absence data
Exam results and qualifications
Progress reports
Information relating to compliments and complaints
We also collect or use the following special category information for student education and welfare. This information is subject to additional protection due to its sensitive nature:
Racial or ethnic origin
Religious or philosophical beliefs
Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Addresses
Account login or user information
Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
Attendance and reason for absence data
We collect or use the following information for information updates or marketing purposes:
Names and contact details
Addresses
Marketing preferences
Website and app user journey information
Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
Identification documents
Health and safety information
Safeguarding information
Any other personal information required to comply with legal obligations
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: “Student and parental data will be used for the purpose of student education and welfare to: ensure safeguarding protocols are followed; track academic progress; keep accurate attendance records; support pastoral and welfare needs of students; create legal and accurate contracts for current consumers; create accurate and legal invoices for current consumers; communicate with parents, prior or future educational placements; keep accurate medical information and emergency contact details in case of medical, fire or other emergencies; comply with legal obligations to police, courts and health care professionals (if requested by student/parents or required by law).”
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Recognised legitimate interests - our pre-approved purpose for collecting or using personal information for student education and welfare
We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: “Student and parental data will be used for the purpose of queries, complaints or claims to: identify if the business can support the student and/or parent; communicate additional information about EE LTD's services, fees and times of operation; create legal and accurate contracts for current consumers; create accurate and legal invoices for current consumers; communicate with/market to current consumers; comply with legal obligations to police, courts and health care professionals (if requested by student/parents or required by law).”
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: “Student and parental data will be used for the purpose of information updates or marketing purposes to: identify if the business can support the student; communicate additional information about EE LTD's services, fees and times of operation; communicate with/market to potential consumers; comply with legal obligations to police, courts and health care professionals (if requested by student/parents or required by law).”
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
Directly from you
Parents or carers
Local authorities or local councils
Social services
Health care providers
How long we keep information
Student data is kept for the duration of their time with EE LTD, plus 1 calendar year. This applies to all the data mentioned above under the student education and welfare section.
Marketing, information and consumer data is kept for 2 calendar years, or until requests are received for early removal from EE LTD’s system. This applies to all the data mentioned under the other sections above.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Others we share personal information with:
Parents and carers
Local authorities
Social services
Examination boards and bodies
Health care providers
Organisations we need to share information with for safeguarding reasons
Emergency services
Legal bodies or authorities
Relevant regulatory authorities
Organisations we’re legally obliged to share personal information with
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: rebeccaroberts@equity-education.co.uk
Telephone: 07935700702
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint