Adding your Privacy Notice

First, you will need to create a page for your privacy notice content. For further information see the managing pages support tutorial.

Once your page has been created and you have added all of your content you should go to Information >> Privacy notice.

Form Privacy Notice - Switch this on to ensure that your privacy notice appears at the bottom of all the forms on your school website.

Form Privacy Text - This sentence will appear below all the forms on your website and should include a brief summary of how you will process the data you collect.

Privacy Notice Page - Choose the page that contains your privacy information from the drop-down list and will appear as a link below the privacy text.

Hit Update to apply this notice.

The message will now appear under all the forms on your website with a link to your privacy notice page.

Privacy Policy Template to Adapt and Adopt

Here is a full version of the privacy policy template that schools can easily adopt or integrate into their own policies:

Privacy Policy for [School Name]

Introduction

[School Name] (“we,” “our,” or “us”) is committed to protecting the privacy of all visitors to our website ([insert website URL]). This policy outlines how we collect, use, and protect personal information in line with data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We may collect and process the following types of information:

1. Personal Information Provided by You

Name, email address, phone number, and other contact details provided when filling out forms on our website.
Information submitted when applying for school places, job vacancies, or making inquiries.

2. Technical Data

IP address, browser type and version, operating system, and other technical details captured through cookies and analytics tools.

3. Usage Data

Information about how you interact with our website, including pages visited, time spent on pages, and links clicked.

How We Use Your Information

We collect and use your data for the following purposes:

To Provide Services: Ensuring the website operates effectively and that users can access the services they require.
To Communicate with You: Responding to inquiries, sending updates, or providing requested information.
To Improve Our Website: Monitoring and analyzing website usage to enhance the user experience.
To Comply with Legal Obligations: Meeting legal, regulatory, and safeguarding requirements.

Legal Basis for Processing Personal Data

We process personal data based on one or more of the following legal grounds:

Consent: When you have provided clear consent for us to use your personal data.
Legitimate Interests: Where processing is necessary for our educational or administrative purposes and does not override your rights.
Legal Obligation: When we are required to process personal data to comply with the law.

How We Share Your Data

We do not sell or rent personal information. However, we may share data with:

Service Providers: Third-party providers who support our website operations, such as hosting and analytics services.
Government and Regulatory Authorities: Where required for compliance with legal obligations.
Other Educational Institutions: If relevant for student transitions, collaborations, or educational requirements.

Data Security

We take reasonable measures to protect personal information from unauthorized access, alteration, disclosure, or destruction. This includes:

Secure storage of personal data.
Restricted access to sensitive information.
Use of encryption and secure server technology where applicable.

Data Retention

We retain personal data only for as long as necessary to fulfill its intended purpose, including legal and regulatory requirements. Data that is no longer required will be securely deleted.

Your Data Protection Rights

Under UK GDPR, individuals have rights regarding their personal data, including:

Right to Access: Request a copy of the data we hold about you.
Right to Rectification: Request corrections to inaccurate or incomplete data.
Right to Erasure: Request deletion of personal data where applicable.
Right to Restrict Processing: Request limited processing of your data in certain circumstances.
Right to Object: Object to specific data processing activities.
Right to Data Portability: Request transfer of your data to another service provider.

If you wish to exercise any of these rights, please contact us at [insert school contact email].

Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience. You can manage or disable cookies through your browser settings.

Changes to This Policy

We may update this Privacy Policy to reflect legal changes or school operations. The latest version will always be available on our website.

Contact Us

If you have any questions about this Privacy Policy, please contact:

[School Name]

[School Address]

Email: [Insert Contact Email]

Phone: [Insert Contact Number]