Privacy & Data Protection

This privacy notice explains, in plain language, how R.Y.A.N Education Academy Vocational Centre (“we”, “us”, “our”) collects and uses personal information in connection with our education provision and with this website.

It is a general summary for parents, carers, pupils, staff, professionals, and website visitors. It does not replace detailed internal policies such as our Data Protection Policy, Records Retention Schedule, or Safeguarding procedures.

1. Who We Are

R.Y.A.N Education Academy Vocational Centre is a specialist SEND vocational school for young people aged 14–19. We act as a “data controller” for the personal information that we process about pupils, families, staff and other individuals connected with the academy.

2. Types of Personal Information We Process

Depending on your relationship with the academy, we may process:

• Student and family details – names, contact details, date of birth, assessment and progress information, attendance records, pastoral notes and information required for safeguarding.
• Special educational needs information – details from Education, Health and Care Plans (EHCPs), professional reports and reasonable adjustments, where this is necessary to provide appropriate support.
• Website and communication data – information you send via our contact form, such as your name, contact details and the nature of your enquiry.
• Operational and administrative information – records relating to admissions, safeguarding, behaviour, curriculum planning, staff training, finance, health and safety and governance.

Some of the information we process is classed as “special category” data (for example health information or details about support needs). We take extra care when handling this information and only collect what is necessary for clear, legitimate reasons.

3. Why We Use Personal Information

We process personal data so that we can:

• Provide a safe, high-quality education and support tailored to each learner.
• Meet our statutory duties as an education provider and employer.
• Safeguard students and promote their welfare.
• Communicate effectively with parents, carers, staff, professionals and partners.
• Manage admissions, funding, qualifications and reporting.

4. Legal Bases for Processing

When we process personal data we rely on one or more of the following legal bases under UK data protection law:

• Public task – carrying out our role as an education provider.
• Legal obligation – meeting requirements in education, safeguarding or employment law.
• Legitimate interests – running and improving our services, where this is balanced against your rights and expectations.
• Consent – for example, using photographs in marketing or promotional materials, where we ask for and record your agreement.

We do not make decisions which have legal or similarly significant effects on individuals based solely on automated processing carried out through this website.

5. Sharing Personal Information

We may share personal data with trusted organisations where this is necessary and appropriate, for example with:

• Local authorities, Ofsted, awarding bodies and other education providers.
• Health and social care professionals involved in a learner’s support.
• IT, communications and safeguarding systems providers who support our operations.

We do not sell personal data. Any third parties we use are expected to keep information secure and to use it only as instructed.

6. International Transfers

Some of our service providers (for example, website or form-processing tools) may store data on servers outside the UK. Where this happens, we aim to ensure appropriate safeguards are in place, such as contractual terms based on recognised standards and, where relevant, assessments of the protection offered in the destination country.

7. How Long We Keep Information

We keep personal data only for as long as it is needed for the purpose it was collected and in line with our records retention schedule. In many cases, retention periods are set by statutory guidance for schools and education providers. When data is no longer required, we aim to delete or anonymise it securely.

8. Website, Cookies and Security

Our website is built as a static site to minimise performance and security risks. We do not use analytics cookies or intrusive tracking by default.

• Contact form – information you submit is sent to us via a third-party form-processing service so we can respond to your enquiry.
• Embedded content – services such as Google Maps may set their own cookies or collect usage data when you view the map. These are controlled by the provider’s own privacy policy.
• Security – we use technical and organisational measures (for example, restricted access, passwords and staff training) to reduce the risk of unauthorised access, loss or misuse of data.

As with any internet service, we cannot guarantee absolute security, but we work to keep risks proportionate and under regular review.

9. Your Rights

Under UK data protection law, individuals may have rights in relation to their personal data, which can include the right to:

• Request a copy of the personal data we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Request that we restrict or stop certain types of processing, where appropriate.
• Object to processing in specific circumstances.
• Raise a concern or complaint about how your data has been handled.

If you wish to exercise any of these rights, please contact the academy using the details on our contact page. We may need to verify your identity before responding.

You also have the right to raise concerns with the UK supervisory authority for data protection. Further information is available on the Information Commissioner’s Office (ICO) website.

10. Changes to This Notice

We may update this privacy notice from time to time, for example to reflect changes in our provision or in relevant law and guidance. The version published on this page will always show the most recent update.

This notice is intended to provide clear, high-level information and does not constitute legal advice. We recommend that the academy obtains independent legal review of this and other key policies to ensure they remain appropriate over time.