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Privacy Policy

We collect and use personal data relating to students and their families under the principles of the General Data Protection Regulations (GDPR).

Ashby Knight Ltd is the Data Controller of the personal information you provide to us.   Andrew Thompson is the Data Protection Officer. This role is to oversee and monitor Ashby Knight’s protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted on

In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law or our policies requires Ashby Knight to share your data. Where Ashby Knight outsources data to a third-party processor, we will seek assurances from the processor to ensure they process data in line with the GDPR and the privacy rights of individuals.


The categories of student information that we collect, hold and share include:

  • Contact details, contact preferences, date of birth, identification documents
  • Results of internal assessments and externally set tests
  • Student and curricular records
  • Characteristics, such as special educational needs
  • Exclusion information
  • Details of any medical conditions, including physical and mental health and accident information
  • Attendance information
  • Safeguarding information
  • Details of any support received, including care packages, plans and support providers
  • Use of internet and ICT resources in our centre
  • Photographs


We may also hold data about students that we have received from other organisations, including schools, local authorities and the Department for Education.


Why we collect and use this information

We collect and use personal data as set out under the GDPR and UK law.  We use this data:

  • to support student learning
  • to monitor and report on student progress
  • to provide appropriate pastoral care
  • to protect student welfare
  • to enable students to take part in national or other assessments and to publish the results of public examinations or other achievements of students
  • to assess the quality of our services
  • to share news about our work and promote our services
  • to enable us to carry out specific functions for which we are responsible
  • to comply with the law regarding data sharing


The lawful basis on which we use this information

We collect and use student information as set out in the Education Act 1996 and Regulation 5 of the Education Regulations 2013. To conform with GDPR, any information Ashby Knight processes fulfils one of the following requirements from Article 6 of the GDPR:

  • Legal Obligation
  • Public Interest
  • Vital interest of the data subject, or another person
  • Contractual Obligation


Where we process special categories of personal data we do so under obligations covered in Article 9 of GDPR:

  • A substantial public interest


Where the above do not apply Ashby Knight will seek consent for specific purposes in line with Article 6.1.a of the GDPR.  This will be done in writing and will clearly define the uses of personal information and ask for consent for each and every use.

Some of the reasons listed above for collecting and using personal data overlap, and there may be several grounds which justify our use of this data.


Requesting access to your personal data

Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the Data Protection Officer


Complaints and Concerns

If you would like to discuss anything on this Privacy Notice or are unhappy with the way your request for information has been dealt with or you think your data has been misused or not held securely, please contact the Data Protection Officer at the following e-mail address: