Our Place Learning Community – Privacy Policy

Introduction

Our Place Learning Community (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information. This notice explains what personal data we collect, how we use it, and your rights in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Our Place Learning Community is an education provider registered in the UK. For the purposes of data protection law, we are the “data controller”. If you have questions about this privacy policy or your data, please contact our Data Protection Officer at info@ourplacelearningcommunity.org.uk.

The Data We Collect

We may collect and process personal data including (but not limited to):

  • Name, address, contact details (email, phone)

  • Date of birth, gender

  • Health and medical information (where necessary for safeguarding/well-being)

  • Learning records, progress, attendance, and assessments

  • Next of kin and emergency contacts

  • Enquiries and feedback (including online forms)

  • Photographs and images (e.g., for events, website, or consented media)

  • Device and website usage data (cookies, IP addresses)

We may also collect and process “special category” data such as health information, ethnicity, religion, and other details, where required for statutory obligations or with explicit consent.

How We Collect Your Data

  • Directly, when you complete registration forms, give feedback, attend events, or communicate with us.

  • Through our website and digital platforms (for example, contact forms or cookies).

  • From partners, funding bodies, or regulatory agencies, as required by law.

Why We Collect and Use Personal Data

We use your data to:

  • Provide, manage, and support education and learning services

  • Communicate with learners and families

  • Fulfil our safeguarding and welfare obligations

  • Comply with legal duties (such as reporting to local authorities, regulatory or exam bodies)

  • Manage school administration (admissions, payments, records)

  • Promote and improve our services, events, and community engagement (with your consent)

  • Maintain the safety and security of our learners and staff

Our lawful bases for processing data include “public task” (fulfilling our statutory functions), compliance with legal obligations, and, where appropriate, consent.

How We Keep Your Data Safe

We are committed to keeping your data secure. Data is stored securely (physically and digitally) with limited access for authorised staff only. We use encryption and password protection where appropriate.

Sharing Your Information

We may share your personal data with:

  • Educational partners, exam boards, or funding bodies (when required)

  • Service providers (e.g., IT, safeguarding, catering, or event companies), under strict contractual controls

  • Local authorities or government bodies (as legally required)

  • Regulators or auditors (for statutory purposes)

  • Third parties with your explicit consent (for example, using photos on our website or social media)

We do not share personal data for marketing purposes without your consent. We never sell personal data to third parties.

How Long We Keep Your Data

We keep your data only as long as necessary for our educational, legal, or safeguarding obligations. Data retention periods are determined by statutory requirements and our internal policies. When data is no longer needed, it is securely deleted.

Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data (“subject access request”)

  • Request rectification or correction of your data

  • Request erasure in certain circumstances (“right to be forgotten”)

  • Object to processing in limited situations

  • Request restriction of certain processing

  • Withdraw consent when processing is based on consent

  • Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

Contact Us

For questions, concerns, or to exercise your rights, contact:

Data Protection Officer
Our Place Learning Community
Email: info@ourplacelearningcommunity.org.uk

For more information on your data protection rights, visit the ICO website.