Privacy Policy
How we collect, use, and protect your personal data
Last updated: December 2024
Effective date: December 2024
Introduction
Pupil Protect Limited ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.
This policy applies to all users of our safeguarding platform and website visitors. By using our services, you consent to the data practices described in this policy.
Data Controller
Pupil Protect Limited is the data controller for the purposes of UK data protection law. You can contact us at:
Email: privacy@pupilprotect.com
Address: Pupil Protect Limited, [Address], United Kingdom
Phone: +44 20 1234 5678
Information We Collect
Personal Information You Provide
- • Account Information: Name, email address, job title, school/organization details
- • Contact Information: Phone number, postal address
- • Demo Requests: Information provided when booking demonstrations
- • Support Communications: Messages, feedback, and support requests
- • Payment Information: Billing details (processed securely by third-party providers)
Information Collected Automatically
- • Usage Data: How you interact with our platform and website
- • Device Information: IP address, browser type, operating system
- • Cookies and Tracking: See our Cookie Policy for details
- • Log Data: Server logs, error reports, performance data
Safeguarding Data
When schools use our platform, we process safeguarding data on their behalf as a data processor. This includes:
- • Student information and safeguarding records
- • Incident reports and case notes
- • Staff information related to safeguarding
- • Communication logs and documentation
Important: Schools remain the data controller for all safeguarding data. We process this data strictly according to their instructions and our Data Processing Agreement.
How We Use Your Information
Service Provision
- • Providing and maintaining our platform
- • Processing transactions and billing
- • Customer support and assistance
- • Platform updates and improvements
Communication
- • Responding to inquiries and requests
- • Sending important service updates
- • Marketing communications (with consent)
- • Demo scheduling and follow-up
Legal Compliance
- • Meeting legal and regulatory requirements
- • Protecting against fraud and abuse
- • Enforcing our terms of service
- • Responding to legal requests
Improvement
- • Analyzing usage patterns
- • Improving our services
- • Developing new features
- • Security monitoring
Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following legal grounds:
- • Contract: To provide our services and fulfill our contractual obligations
- • Legitimate Interest: For business operations, security, and service improvement
- • Consent: For marketing communications and optional features
- • Legal Obligation: To comply with applicable laws and regulations
- • Vital Interests: To protect the safety and welfare of individuals
How We Share Your Information
Service Providers
We work with trusted third-party service providers who help us operate our business. These include hosting providers, payment processors, and support tools. All service providers are bound by strict data protection agreements.
Legal Requirements
We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety, or that of others.
What We Don't Do
- • We never sell your personal data
- • We don't share safeguarding data with unauthorized parties
- • We don't use student data for marketing purposes
- • We don't transfer data outside the UK without appropriate safeguards
Data Security
We implement industry-leading security measures to protect your data:
- • End-to-end encryption
- • Secure data centers in the UK
- • Regular security audits
- • Multi-factor authentication
- • ISO 27001 certification
- • SOC 2 Type II compliance
- • Cyber Essentials Plus
- • Regular penetration testing
Data Retention
We retain your personal data only as long as necessary for the purposes outlined in this policy:
- • Account Data: For the duration of your account plus 7 years for legal compliance
- • Marketing Data: Until you withdraw consent or 3 years of inactivity
- • Support Data: 3 years after case closure
- • Safeguarding Data: As directed by schools in accordance with their retention policies
For detailed retention periods, please see our Data Retention Policy.
Your Rights
Under UK data protection law, you have the following rights:
- • Access: Request copies of your personal data
- • Rectification: Correct inaccurate information
- • Erasure: Request deletion of your data
- • Restriction: Limit how we process your data
- • Portability: Receive your data in a portable format
- • Objection: Object to certain types of processing
- • Withdraw Consent: For consent-based processing
- • Complain: To the Information Commissioner's Office
To exercise these rights, contact us at privacy@pupilprotect.com.
Cookies and Tracking
We use cookies and similar technologies to improve your experience on our website. For detailed information about our use of cookies, please see our Cookie Policy.
You can control cookie settings through your browser preferences, though this may affect website functionality.
International Data Transfers
We primarily store and process data within the United Kingdom. If we need to transfer data internationally, we ensure appropriate safeguards are in place, including:
- • Adequacy decisions by the UK government
- • Standard Contractual Clauses
- • Binding Corporate Rules
- • Certification schemes
Children's Privacy
Our services are designed for use by schools and educational professionals. We do not knowingly collect personal information directly from children under 13.
When schools use our platform to manage student safeguarding data, they remain responsible for ensuring appropriate consent and legal basis for processing student information.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- • Posting the updated policy on our website
- • Sending email notifications to registered users
- • Displaying prominent notices on our platform
Your continued use of our services after any changes constitutes acceptance of the updated policy.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
General Inquiries
Email: privacy@pupilprotect.com
Phone: +44 20 1234 5678
Data Protection Officer
Email: dpo@pupilprotect.com
For data protection matters and rights requests