By enrolling at The British Online School or using our services, you agree to the terms of this Privacy Policy.
1. Information we collect
We may collect and process the following categories of personal data:
1.1 Student information
- Full name
- Date of birth
- Year group
- Email address (where applicable)
- Academic records and progress data
- Attendance and participation records
- Behaviour and engagement data
- Parent/guardian contact details
1.2 Parent / guardian information
- Full name
- Contact information (email, telephone number, address where required)
- Relationship to the student
- Communication records with the School
1.3 Staff information
- Full name
- Job title
- Contact details
- Employment and safeguarding records (where applicable)
1.4 Learning platform data
We collect data generated through the use of our online learning systems, including:
- Lesson attendance and participation
- Submitted assignments and coursework
- Chat, microphone, and lesson engagement data
- Use of School platforms and systems
- Interaction with learning materials
2. How we use personal information
We use personal data for the following purposes:
- To deliver education and learning services
- To manage student enrolment and academic progress
- To communicate with parents/guardians and students
- To monitor attendance, engagement, and behaviour
- To safeguard students and maintain a safe learning environment
- To operate and improve our online platforms and systems
- To meet legal, regulatory, and safeguarding obligations
- To issue reports, references, and academic feedback
3. Google Workspace for Education
The British Online School uses Google Workspace for Education, including tools such as Google Classroom, Google Meet, Google Docs and Google Drive. These tools are used strictly for educational purposes, including:
- Delivering live lessons
- Setting and submitting assignments
- Sharing learning materials
- Communication between staff and students
Access to Google Workspace accounts is restricted to authorised users only and is managed by the School. Google Workspace does not use student data for advertising purposes.
4. Sharing of information
We may share personal data in the following circumstances:
4.1 Internal staff
With teachers, tutors and School leadership to support education and student welfare.
4.2 Parents / guardians
With parents or legal guardians regarding academic progress, attendance, behaviour and School communications.
4.3 Service providers
With trusted third-party providers (including Google and secure educational platforms) who support School operations. These providers are contractually required to protect data and use it only for specified purposes.
4.4 Legal and regulatory requirements
Where required, we may share information with regulatory bodies, law enforcement or legal authorities.
5. Data security
We take appropriate technical and organisational measures to protect personal data, including:
- Secure, access-controlled learning platforms
- Staff training on data protection and safeguarding
- Password-protected systems and accounts
- Regular system monitoring and updates
- Restricted access to sensitive information
While we take all reasonable steps to protect data, no system can be guaranteed 100% secure.
6. Recording of lessons
The School may record live lessons for:
- Safeguarding purposes
- Quality assurance
- Staff training
- Student learning support
Recordings are stored securely and are only accessible to authorised staff and enrolled students where appropriate.
7. Data retention
We retain personal data only for as long as necessary to:
- Provide educational services
- Meet safeguarding obligations
- Comply with legal and regulatory requirements
- Support academic reporting and records
Data is securely deleted or anonymised when no longer required.
8. Your rights
Under UK GDPR, parents and eligible students have the right to:
- Access: request access to personal data held by the School.
- Correction: request correction of inaccurate or incomplete data.
- Deletion: request deletion of personal data where appropriate and legally permitted.
- Restriction: request restriction of how data is processed in certain circumstances.
Requests should be made to info@britishonlineschool.co.uk.
9. Cookies and website tracking
Our website may use cookies and similar technologies to:
- Improve user experience
- Analyse website usage
- Monitor performance and traffic
Users may adjust cookie settings via their browser. Disabling cookies may affect website functionality.
10. Media, publicity and student work
The School may use student work, achievements, testimonials and anonymised data for educational, safeguarding, promotional and marketing purposes where appropriate consent has been provided during enrolment.
Parents may withdraw consent at any time by contacting the School in writing. The School will take reasonable steps to update future use, but cannot guarantee removal of materials already published or distributed.
11. Changes to this policy
We may update this Privacy Policy from time to time. Where significant changes are made, we will notify parents/guardians via email or School communication channels. Continued use of School services after updates constitutes acceptance of the revised policy.
12. Contact
For any questions regarding this Privacy Policy, please contact the British Online School Administration Team.
Applies to: 2026/27 academic year · Last updated: 2026/27 academic year