DIGITAL SCHOOLS — PRIVACY POLICY

Last updated: April 2026

1. Introduction

Digital Schools (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and store personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Digital Schools is the Data Controller for all personal data collected through this website and in the course of providing our services.

Our website is: digitalschools.org.uk

2. Who We Are

Digital Schools is a web design, photography, and film production agency specialising exclusively in the education sector, based in Hull, East Yorkshire.

Contact: Jon Robson

3. What Personal Data We Collect

3.1 Via our website contact form When you submit an enquiry through our website, we collect:

  • Your name
  • Your email address
  • Your phone number
  • Any additional information you choose to include in your message

3.2 In the course of providing services When working with schools and trusts as clients, we may hold:

  • Contact details for named members of school staff (name, email, phone)
  • Signed contracts and project agreements
  • Invoices and financial records

3.3 Automatically collected data When you visit our website, we may collect anonymised data about your visit including pages viewed, time spent on the site, and your approximate location. This data is collected via Google Analytics and is only activated where you have given explicit cookie consent via our Cookie Control tool (provided by Civic).

4. How We Use Your Personal Data

We use the personal data we collect for the following purposes:

  • To respond to enquiries submitted via our contact form
  • To communicate with clients in the delivery of agreed services
  • To issue invoices and maintain financial records as required by law
  • To improve our website and understand how visitors use it (analytics, with consent only)

We do not use your personal data for marketing, profiling, or automated decision-making.

5. Our Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing personal data:

  • Contract — where processing is necessary to deliver services you have commissioned from us
  • Legitimate interests — where processing is necessary to respond to enquiries and manage our business relationships with schools and trusts
  • Legal obligation — where processing is required to comply with financial and legal record-keeping obligations
  • Consent — for non-essential cookies and analytics tracking via our website

6. Cookies

Our website uses cookies. We use Cookie Control by Civic to manage cookie consent, which is fully compliant with UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

You can grant or revoke your cookie consent at any time using the Cookie Control tool on our website.

We use the following categories of cookies:

  • Strictly necessary cookies — required for the website to function. These cannot be declined.
  • Analytics cookies — Google Analytics, activated only with your explicit consent. These help us understand how visitors use our website so we can improve it.

We do not use advertising, tracking, or marketing cookies.

Full details of the cookies we use are available in our Cookie Policy.

7. How We Store Your Data

7.1 Email communications Client and enquiry correspondence is stored within Microsoft Office 365, which processes data in accordance with Microsoft’s data processing agreements and UK GDPR commitments.

7.2 Contracts and invoices Signed contracts, project agreements, and invoices are stored securely and retained for a minimum of six years in accordance with HMRC financial record-keeping requirements.

7.3 Website hosting Our website is hosted on a UK-based dedicated server. All data associated with our website remains within the United Kingdom.

7.4 Google Analytics Where consent has been given, anonymised website usage data is processed by Google Analytics. Google acts as a data processor on our behalf. You can review Google’s privacy practices at policies.google.com.

8. School Photography & Film

When Digital Schools carries out photography or film production sessions at schools, all image and footage management is handled in accordance with each school’s own safeguarding and image use policy. Parental consent for the photography of pupils is the responsibility of the school. Digital Schools does not collect or store parental consent forms.

Digital Schools retains copyright of all images and footage produced. Usage rights are governed by our Terms & Conditions.

9. Data Sharing

We do not sell, rent, or share your personal data with third parties for marketing purposes.

We may share data with third parties only where:

  • It is necessary to deliver an agreed service (e.g. our hosting provider)
  • We are legally required to do so
  • You have given explicit consent

All third party processors we work with are required to handle personal data in accordance with UK GDPR.

10. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access — you can request a copy of the personal data we hold about you
  • Right to rectification — you can ask us to correct inaccurate data
  • Right to erasure — you can ask us to delete your personal data where there is no legal requirement to retain it
  • Right to restriction — you can ask us to restrict how we process your data
  • Right to object — you can object to our processing of your data where we rely on legitimate interests
  • Right to portability — you can request your data in a portable format

To exercise any of these rights, please contact us at [your email]. We will respond within 30 days.

11. Complaints

If you believe we have handled your personal data incorrectly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: ico.org.uk Phone: 0303 123 1113

We would always appreciate the opportunity to address any concerns directly before you contact the ICO.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Contact: Jon Robson