Privacy Policy

Last amended 11/09/2017

Privacy notice


Your Personal Data

What we need

The GEMS Learning Trust is known as the ‘Controller’ of the personal data you provide to us. We only collect basic personal data about you includes name, address, email etc. For staff we will need National Insurance numbers, tax codes, bank account details etc. in order to process salary and pension payments.

Why we need it

We need to know your basic personal data in order to provide you with essential and/or useful information relating to your child or your employment with us. We will not collect any personal data from you we do not need in order to ensure the safety and wellbeing of your child or to ensure we meet our employer obligations.

What we do with it

All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union. No 3rd parties have access to your personal data unless the law allows them to do so.

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data. The conditions for processing your data are below and more information on this framework can be found in our Data Protection Policy.

6(1)(a) – Consent of the data subject

6(1)(b) –  Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

6(1)(c) – Processing is necessary for compliance with a legal obligation

6(1)(d) – Processing is necessary to protect the vital interests of a data subject or another person

6(1)(e) –  Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

6(1)(f ) – Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.

How long we keep it

We are required under UK tax law to keep employees’ basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Any information used for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. More information on our retention schedule can be found in our Data Protection Policy.

What we would also like to do with it

We might however like to use your name and email address to inform you of future information that might be of use to you. This information is not shared with third purposes and you can unsubscribe at any time via phone, email or our website.

What are your rights?

If at any point you believe the information we process on you is incorrect you request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.


If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).


Our Data Protection Officer is Jodie Croft and you can contact her at