1. Introduction
At Traden Online School, we are committed to protecting the privacy and personal data of our students, parents, staff, and all stakeholders who interact with us. This Privacy Policy outlines how we collect, use, store, share, and protect personal data in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and international standards for online education.
This policy applies to all users of our services and platforms, including our learning platform, website visitors, and individuals who communicate with us electronically.
2. Key Definitions
• Personal Data: Any information that can identify an individual directly or indirectly (e.g., name, email, IP address).
• Data Subject: The individual whose data is being collected (e.g., student, parent).
• Data Controller: Traden Online School, responsible for determining how and why personal data is processed.
• Processing: Any operation performed on personal data, such as collection, storage, use, sharing, or deletion.
3. What Data We Collect
We may collect the following types of data, depending on the individual’s relationship with the school:
a) Students
• Full name, date of birth, gender
• Contact details (email, phone)
• Previous education history
• Assessment records and grades
• Attendance records
• Recordings of online classes
• Learning support needs (e.g., SEN information)
• Behaviour records (if applicable)
b) Parents/Guardians
• Full name and contact details
• Payment and billing information
• Emergency contact details
• Communication preferences
c) Staff
• Identity and employment data (CVs, background checks)
• Contact details
• Contractual and payroll information
• Staff performance reviews and CPD records
d) Website Visitors
• IP address
• Cookies and usage data (browsing behaviour, location, device)
4. How We Collect Data
We collect data in the following ways:
• Via application forms (online or offline)
• Through MeritHub platform usage
• Through email communication or website contact forms
• During class recordings or assessments
• Automatically via cookies on our website
5. Purpose of Data Collection
We collect and process data to:
• Provide educational services to enrolled students
• Monitor academic progress and personalise instruction
• Ensure student safety and safeguarding online
• Communicate with parents and guardians
• Manage enrolment, payments, and billing
• Maintain staff and school administration records
• Improve the quality and security of our services
• Meet legal and regulatory obligations
6. Lawful Basis for Processing
We process personal data under the following lawful bases:
• Consent: When you have given us clear permission (e.g., for marketing emails)
• Contractual necessity: To fulfil our educational agreement with students and parents
• Legal obligation: To comply with regulatory and safeguarding requirements
• Legitimate interest: For internal analytics, service improvement, and communication
7. How We Store and Protect Data
All personal data is stored securely on:
• Encrypted servers
• Password-protected databases
• Secure cloud platforms (e.g., MeritHub)
We implement appropriate technical and organisational measures, including:
• Staff training in data protection
• Restricted access to sensitive records
• Regular backups and cybersecurity updates
• Use of secure platforms for all communication and file sharing
8. Data Sharing
We do not sell or share personal data for marketing purposes. However, we may share data with:
• Technology partners (e.g., MeritHub) for platform functionality
• Payment processors for billing and refunds
• Regulatory authorities, where legally required (e.g., safeguarding concerns)
• External specialists (e.g., SEN consultants), with parental consent
• Third-party service providers (e.g., hosting providers, email services) under strict data protection agreements
All third parties must comply with data protection laws and may only process data as instructed by us.
9. Data Retention
We retain personal data only for as long as necessary:
| Category | Retention Period |
|---|---|
| Student records | 7 years after withdrawal/completion |
| Class recordings | Up to 12 months (unless required longer) |
| Payment records | 7 years (as required by financial laws) |
| Staff records | 7 years post-employment |
| Safeguarding concerns | As long as legally required |
Data is securely deleted or anonymised once it is no longer required.
10. Your Data Rights
As a data subject, you have the right to:
• Access the personal data we hold about you
• Request correction of incorrect or incomplete data
• Request erasure of your data (under certain conditions)
• Object to or restrict processing in specific circumstances
• Withdraw consent at any time (for non-essential processing)
• Lodge a complaint with a supervisory authority (e.g., UK ICO)
To exercise your rights, please contact:
📧 Email: complain@traden-online.net
11. Children’s Privacy
We recognise the importance of protecting children’s privacy online. We collect children’s data only with the knowledge and consent of their parents or legal guardians. Safeguarding and age-appropriate content filtering are integral parts of our online systems.
12. Cookies and Website Analytics
Our website uses cookies to:
• Improve user experience
• Track traffic for analytics
• Remember login sessions
You can choose to disable cookies in your browser settings. For more details, please refer to our [Cookie Policy].
13. International Data Transfers
As an online school with international students, data may occasionally be accessed or stored outside the UK. In such cases, we ensure appropriate safeguards are in place (e.g., standard contractual clauses or data processing in countries with adequate protection).
14. Policy Updates
We reserve the right to update this policy at any time. Changes will be posted on our website and, where necessary, communicated directly to parents, staff, or students.
15. Contact Us
For questions or concerns about this Privacy Policy or your personal data, please contact:
Data Protection Officer
Traden Online School
📧 Email: complain@traden-online.net