AVICENNA ONLINE SCHOOL
Privacy Policy
This Privacy Policy explains how Avicenna Online School collects, uses, stores and protects personal information when families use our website, admissions process, educational services, online classrooms and related school systems.
AVICENNA ONLINE SCHOOL LTD · Company No. 16820136 · United Kingdom
1. Who We Are
Avicenna Online School Ltd is the data controller for personal information processed through our educational services and website.
For privacy enquiries, families should contact Avicenna Online School using the contact details published on our website.
2. Information We Collect
We collect personal information necessary to manage admissions, provide education, support students, maintain safeguarding standards and operate school services.
This may include student names, parent or guardian details, contact information, date of birth, address, nationality, academic information, attendance information, submitted work, communication records and safeguarding-related information where necessary.
We may also collect technical information such as IP addresses, device type, browser information and login timestamps where this is necessary for security, access control, operational support or system integrity.
Where necessary for safeguarding, pastoral support or reasonable adjustments, we may process sensitive information such as health information, disability information, religious considerations or other relevant support needs.
3. How We Use Information
Personal information is used to manage applications, deliver education, communicate with families, support students, manage attendance, assess academic progress, operate school systems, process payments and maintain safeguarding responsibilities.
We only use personal information where there is an appropriate lawful basis, including contract, legal obligation, legitimate interests, consent where required, or safeguarding-related necessity.
Examples include processing admissions, setting up student or parent accounts, delivering lessons, managing assignments and assessments, recording attendance, providing support, responding to enquiries and maintaining secure access to school systems.
4. Children’s Information and Parental Rights
Avicenna Online School processes information relating to children and young people aged 11 to 18. This information is handled carefully and used only where necessary for education, safeguarding, administration and student support.
Parents and guardians may contact the school regarding personal information relating to their child. Older students may also have rights to make their own data protection requests depending on their age, maturity and the nature of the request.
5. Lesson Recordings and Online Classes
Live lessons and online educational sessions may be recorded for educational, safeguarding, quality assurance, training or operational purposes.
Students may access lesson recordings or learning materials for private educational revision where made available by the school. Recordings, screenshots, classroom discussions or teaching materials must not be downloaded, published, redistributed or shared publicly without written permission.
Where recordings are used for safeguarding or operational reasons, access is restricted to authorised staff and handled in accordance with school procedures.
6. Communication and Support Systems
Messages, enquiries, support communications and school correspondence may be stored so that Avicenna Online School can respond properly, maintain records and support students and families effectively.
Communications may be retained where necessary for educational, safeguarding, administrative or legal purposes.
7. Payments and Admissions Processing
Payment information may be processed through secure third-party payment providers. Avicenna Online School does not store complete payment card details on its own systems.
Admissions fees, tuition payments and related payment records may be processed to manage applications, activate accounts, maintain educational services and keep appropriate financial records.
8. Third-Party Services
We may use third-party services where reasonably necessary to operate the school, including website hosting, email delivery, payment processing, online classroom systems, security tools and school administration systems.
Personal information is shared with third parties only where necessary and appropriate for the delivery, security or administration of school services.
9. International Data Transfers
Some technology providers may process or store information outside the United Kingdom. Where this occurs, Avicenna Online School will take reasonable steps to ensure appropriate safeguards are in place.
10. Data Security
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.
Access to school systems is controlled according to role, responsibility and operational need.
11. Data Retention
We retain personal information only for as long as reasonably necessary for educational, safeguarding, administrative, legal or operational purposes.
Student academic records are generally retained for the duration of enrolment plus six years. Safeguarding records may be retained for longer where required by safeguarding practice or legal obligations.
Financial records are generally retained for six years. Application data from unsuccessful applicants is normally retained for one year unless a longer period is required for safeguarding, legal or operational reasons.
After relevant retention periods, data is securely deleted or anonymised where appropriate.
12. Sharing Your Information
We do not sell personal information.
Information may be shared where necessary with school staff and teachers for educational delivery and student support.
Information may be shared with examination boards or examination centres where required for exam registration, certification or related academic administration.
Information may be shared with safeguarding authorities, local authorities, police or other relevant agencies where necessary to protect a child or comply with legal obligations.
Information may be shared with professional advisers, such as lawyers or accountants, where necessary for legal, financial or compliance purposes.
Information may be shared with IT, hosting, email, payment or system providers where necessary to operate school services.
13. Your Rights
Under UK data protection law, individuals may have rights to request access to personal data, correction of inaccurate data, deletion of data, restriction of processing, portability of data, objection to certain processing and withdrawal of consent where processing is based on consent.
Some rights may be limited where the school has legal, safeguarding, educational or operational reasons to retain or process information.
Individuals also have the right to complain to the Information Commissioner’s Office if they are concerned about how personal information has been handled.
14. Data Breaches
If a personal data breach occurs and is likely to pose a risk to individuals’ rights and freedoms, Avicenna Online School will take appropriate action and notify the Information Commissioner’s Office or affected individuals where required by law.
15. Automated Decision-Making
Avicenna Online School does not use automated decision-making or profiling that produces legal or similarly significant effects on students or families.
16. Cookies and Similar Technologies
Our website may use essential technologies required for security, access control, form submission or basic website operation.
At the time of this policy update, we do not use marketing or behavioural advertising cookies on the public website. If this changes, we will review our cookie arrangements and update our Cookies Policy where required.
17. Changes to This Policy
This Privacy Policy may be updated as the school’s services, systems and legal responsibilities develop. Material changes will be published on our website and, where appropriate, communicated to enrolled families.
Last updated: May 2026
Avicenna Online School Ltd · Registered Address: 37 Waterloo Road, Peterborough, Cambridgeshire, PE1 3AS · Company Number: 16820136