Privacy Policy 

 

Effective Date: September 2025
 

This Privacy Policy explains how Prepped Academy collects, uses, stores and protects personal information in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

 

Prepped Academy ('we', 'our' or 'us') provides educational support services for children and young people, working with schools, local authorities, parents, carers and education professionals.

Legal Name: Prepped Academy

Company Registration Number: 14474609

Registered Office Address: Forbes Business Centre IP327AR

ICO Registration Number: ZB669171

Prepped Academy is the Data Controller responsible for the personal information collected through our website and services.

Email: hello@prepped.academy

Website: www.prepped.academy  

 

2. Who This Policy Applies To

 

This policy applies to website visitors, students, parents and carers, schools, local authorities, prospective clients, tutors, contractors and job applicants.

 

3. Information We Collect

 

We may collect:

• Personal information (name, address, telephone number, email)

• Parent/carer details

• Student information including date of birth, school, attendance, progress and educational support needs

• Professional information

• Technical information including IP address, browser type and website usage

• Communication records

 

4. Special Category Data

 

Where necessary we may process SEND information, relevant medical information, accessibility requirements and safeguarding information. We only process this data where there is an appropriate lawful basis and suitable safeguards.

 

5. How We Collect Information

 

Information may be collected through:

• Website forms

• Email and telephone correspondence

• Parents and carers

• Schools and educational settings

• Local authorities

• Referral agencies

• Meetings

• Third-party forms

• Cookies and analytics

 

6. How We Use Your Information

 

We use information to respond to enquiries, deliver educational services, communicate with families and schools, support students, fulfil safeguarding responsibilities, improve services, administer our business and comply with legal obligations.

 

7. Lawful Basis for Processing

 

We process personal data under one or more of the following lawful bases:

• Consent

• Contract

• Legal obligation

• Legitimate interests

• Vital interests (where appropriate)

 

8. Children's Information

 

We regularly work with children and young people. Information may be obtained from parents, carers, schools or local authorities. We take additional care when processing children's personal data.

 

9. Safeguarding

 

Safeguarding is central to our work. Where necessary we may share information with schools, local authorities, social care, the police or other agencies where required by law or to protect the welfare of a child or vulnerable person.

 

10. Sharing Information

 

We do not sell personal information. Information may be shared with schools, local authorities, parents/carers, safeguarding agencies, professional advisers, secure IT providers, hosting providers, cloud providers and other trusted service providers where appropriate.

 

11. Third-Party Providers

Current providers (complete as applicable):

Hubspot

Google Business

Bookthis

These may include website hosting, Microsoft 365 or Google Workspace, CRM systems, booking systems, online forms, analytics providers and payment processors.

 

12. International Transfers

 

Where personal data is transferred outside the UK, appropriate safeguards will be implemented in accordance with UK GDPR.

 

13. Marketing Communications

 

Where you have requested information or consented to receive updates, we may send marketing communications. You may unsubscribe at any time.

 

14. Recruitment

 

If you apply to work with us, we may process employment history, qualifications, references, right-to-work documentation, DBS information (where applicable) and other recruitment information.

 

15. CCTV (Optional)

 

Locations: [Insert Site(s)] or remove this section if not applicable.

CCTV may be used for safeguarding, security and crime prevention.

 

16. Cookies and Website Analytics

 

Google Ads & Analytics

 

17. Data Retention

 

We retain personal information only for as long as necessary to meet legal, contractual, safeguarding and operational requirements before securely deleting or anonymising it.

 

18. Security

 

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

19. Automated Decision-Making

 

We do not make decisions about individuals based solely on automated processing or profiling.

 

20. Personal Data Breaches

 

We maintain procedures to identify, investigate and report personal data breaches where required by law.

 

21. Links to Other Websites

 

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to read their privacy policies.

 

22. Your Rights

 

You have the right to access, rectify, erase, restrict or object to processing, request data portability where applicable and withdraw consent where processing relies upon consent.

To exercise your rights, email hello@preppedprovision.co.uk.

 

23. Complaints

 

If you are unhappy with how we process your personal information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO).

 

24. Changes to this Policy

 

We may update this policy from time to time. The latest version will always be available on our website.

 

25. Contact Us

 

Prepped Academy

Email: hello@prepped.academy

Website: www.prepped.academy