AlMansour Academy

Privacy Policy

Almansour Academy main building

Almansour Academy – Privacy Policy

Effective date: 24 August 2025

1) Introduction

This Privacy Policy explains how Almansour Academy (“Academy”, “we”, “us”, “our”) collects, uses, and protects personal information about Students and Parents/Guardians. We primarily record Student and Guardian details to communicate with you about enrolment, classes, timetables, notices, and Academy events. We are committed to handling personal data in accordance with UK data protection law.

2) Who we are and how to contact us

3) The data we collect

We may collect and process the following categories of personal data:

  • Student details: name, date of birth, gender, contact details, school/year group, medical or allergy information where relevant to safeguarding and care.
  • Parent/Guardian details: name, relationship to Student, contact details (email, phone), address.
  • Enrolment and attendance: application forms, class allocation, attendance records, progress information.
  • Communications: emails/SMS/messages you send to us and our responses; preferences/consents.
  • Technical data when using our site or portals: IP address, device/browser details, and basic analytics or cookie data (see Cookies section).

4) How we use your data (purposes)

  • Communication with Parents/Guardians and Students about classes, absences, events, and important notices.
  • Managing enrolments, timetables, attendance, assessments, and general administration.
  • Safeguarding and health: ensuring appropriate care and responding to incidents.
  • Payments and fee administration (where applicable).
  • Improving our services and planning resources.
  • Legal and regulatory compliance, including responding to lawful requests from authorities.

5) Lawful bases for processing

Depending on the context, we rely on one or more of the following lawful bases:

  • Contract: to process enrolments and deliver our education services.
  • Legitimate interests: to communicate important updates and manage day‑to‑day operations efficiently.
  • Consent: for optional activities such as promotional photography or certain types of messaging; you may withdraw consent at any time.
  • Legal obligation: where we must comply with laws or regulations.
  • Vital interests: where processing is necessary to protect someone’s life in emergencies.

6) Sharing your data

We do not sell your personal data. We may share limited information with:

  • Service providers that support communications (e.g., email/SMS systems) and school administration tools.
  • Venue providers or partner organisations when necessary for delivery of classes or events.
  • Regulators, law enforcement, emergency services, or safeguarding authorities where required by law or to protect vital interests.
  • Payment processors for fee collection, subject to appropriate safeguards.

We require service providers to protect your information and only process it on our instructions.

7) International transfers

If personal data is transferred outside the UK (for example, where a service provider hosts data overseas), we will ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses.

8) Data retention

We keep personal data only for as long as necessary to fulfil the purposes set out in this Policy, including for legal, accounting, or reporting requirements. In general:

  • Active records: retained for the duration of enrolment and a reasonable period thereafter.
  • Contact and communication logs: retained while needed for administration and audit purposes.
  • Safeguarding and incident records: retained as required by law or guidance.

When no longer needed, data will be securely deleted or anonymised.

9) Security

We implement reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. No system is completely secure; we continuously assess and improve our safeguards.

10) Your rights

Under UK data protection law, you may have the right to:

  • Access your personal data and receive a copy.
  • Rectify inaccurate or incomplete data.
  • Request erasure in certain circumstances.
  • Restrict or object to processing in certain circumstances, including direct communications beyond essential service messages.
  • Data portability for information you provided to us, where applicable.
  • Withdraw consent where processing is based on consent.

To exercise your rights, please contact us using the details below. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

11) Children’s data and parental responsibility

We collect children’s data for the purpose of education and safeguarding. Applications and consents are provided by Parents/Guardians or by Students who are legally able to provide consent. We may request verification where appropriate.

12) Cookies and similar technologies

Our website or portals may use essential cookies for security and functionality, and basic analytics to understand site usage. You can adjust your browser settings to manage cookies; some features may not function properly without them.

13) Keeping your information up to date

Please keep your contact and medical information current so we can communicate effectively and support Students appropriately. You can update your details by contacting us.

14) Changes to this Policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website. If we make material changes, we will take reasonable steps to notify you. Please also review our Terms and Conditions.

15) Contact us

Acknowledgement

By submitting an application, providing contact details, or attending our sessions, you acknowledge that you have read and understood this Privacy Policy and how we use Student and Guardian information for communication and school administration.