Privacy Notice
Privacy Notice
This privacy notice explains how Community PRAXIS Ltd ("we", "us", "our") collects, uses, stores, and protects personal data. We are based in the United Kingdom and are committed to protecting privacy and handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The purpose of Data Processing by Community PRAXIS is to undertake its legitimate business interest to provide our services. Community PRAXIS strives to keep data collection to the minimum required to deliver our services efficiently. Procedures have been established by Community PRAXIS to reduce risk of compromise and ensure data is processed lawfully.
This privacy notice tells you what to expect us to do with your personal information. Depending on the relationship with us, this may include:
1. Contact details
2. What information we collect, use, and why
3. Lawful bases and data protection rights
4. Where we get personal information from
5. How long we keep information
6. Who we share information with
7. How to complain
1. Contact details
Organisation’s name: Community PRAXIS Ltd
Address: 9 Weylands Close, STOWMARKET, Suffolk IP14 5ER
Email: silvia@communitypraxis.com
Data Protection Lead: Silvia Moncada, Commuity PRAXIS, Company Director
They can be contacted at – Contact details by Post
2. What information we collect, use, and why.
We collect or use the following information for student education and welfare:
· Names and address and contact details for students/children
· Names and address and contact details for parents, guardians, carers
· Parents / carers communication records
· Gender
· Pronoun preferences
· Date of birth
· Next of kin and emergency contact information
· Dietary requirements (including vegetarian, vegan, gluten free and religious requirements)
· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
· Health /welfare Information (includes family and home life circumstances and history)
· Details of any criminal convictions
· Photographs / video
· Attendance, progress, engagement records and reason for absence data
· Exam results and qualifications
· Progress reports
· Information relating to compliments and complaints
· Exclusion, suspension, behavioral and safeguarding information
· School, local authority, and referral information
We also collect or use the following special category information for student education and welfare.
This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Religious or philosophical beliefs
· Health information
· Sexual orientation information
Special category data
We process certain special category data, such as health or SEN information, where necessary to:
- Provide appropriate education and support
- Meet safeguarding obligations
- Comply with legal and regulatory requirements
We handle this data with additional care and security.
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Information relating to health and safety (including incident investigation details and reports and accident book records)
· Correspondence
· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
· Attendance and reason for absence data
We also collect the following special category information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· User information
· Service history
· Witness statements and contact details
· Relevant information from previous investigations
We collect or use the following information for information updates or marketing purposes:
· Names and contact details
· Addresses
· Marketing preferences
· Photographs
· Website and app user journey information
· IP addresses
· Records of consent, where appropriate
· Alumni records
We also collect or use the following special category information for information updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Religious or philosophical beliefs
· Trade union membership
· Health information
· Sexual orientation information
We collect or use the following information for recruitment purposes:
Staff and contractors
· Contact details (eg name, address, telephone number or personal email address)
· Date of birth
· National Insurance number
· Copies of passports or other photo ID
· Employment history (eg job application, employment references or secondary employment)
· Education history (eg qualifications)
· Right to work information - Safer Recruitment
· Details of any criminal convictions (eg Enhanced DBS with Barred List, Access NI or Disclosure Scotland checks)
· Security clearance details (eg basic checks and higher security clearance)
We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Religious or philosophical beliefs
· Health information
· Sexual orientation information
We collect or use the following information to comply with legal requirements:
· Identification documents
· Health and safety information
· Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
· Safeguarding information
· Any other personal information required to comply with legal obligations
We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Religious or philosophical beliefs
· Trade union membership
· Health information
· Sexual orientation information
3. Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
· Consent - (e.g. photos for marketing…)we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – (e.g. where processing is required for agreements with schools, local authorities, staff, or providers etc…) We have to collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Safeguarding and welfare support We may process data where necessary to:
• Monitor attendance patterns to identify welfare concerns
• Share concerns internally about behaviour or emotional wellbeing
• Maintain records of incidents to protect students and staff
• Contact parents\/guardians regarding safety or welfare issues Reason: Protecting children’s wellbeing is a strong legitimate interest. Delivering and improving education services Processing may be justified to: • Track student progress and learning outcomes
• Maintain behaviour logs to support teaching strategies
• Allocate staff support based on needs
• Analyse effectiveness of interventions or programmes
Reason: Necessary to run an effective education provision. Communication with families and professionals Examples:
• Contacting parents about progress, attendance, incidents or support needs • Liaising with referring schools, local authorities, or SEN teams
• Sending essential updates about sessions or provision Reason: Required to coordinate education and support. Administration and operational management You may process personal information to:
• Manage class lists and timetables
• Maintain emergency contact details
• Keep records of transport arrangements
• Ensure insurance, health & safety, and risk management
Reason: Needed to operate the service safely and efficiently. Security and safeguarding of premises and systems
Legitimate interests can cover:
• Monitoring IT use to prevent misuse or harm
• Keeping visitor logs Reason: Protect students, staff, and property. We process children and young people's personal data where necessary for our legitimate interests in delivering safe, effective educational support, monitoring progress, safeguarding students, communicating with families, and managing our provision — provided these interests do not override the rights and freedoms of the child. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
4. Where we get personal information from
· Directly from you
· Pupils and learners
· Regulatory authorities
· Parents, carers and guardians
· Local authorities or local councils
· Social services
· Referring schools and other education establishments
· Health care providers
· Previous employers
· Staff, contractors, and volunteers
· Visitors to our website
5. How long we keep information
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law. We retain personal data only for as long as necessary, in line with:
- Legal requirements
- Safeguarding guidance
- Local authority or contractual obligations
Retention periods are reviewed regularly.
6. Who we share information with
Others we share personal information with
· Parents and carers
· Local authorities
· Social services
· Pupil Referral Units (PRU’s) or Education Otherwise at School Centres (EOTAS)
· Examination boards and bodies
· Insurance companies, brokers or other intermediaries
· Health care providers
· Organisations we need to share information with for safeguarding reasons
· Emergency services
· Legal bodies or authorities
· Relevant regulatory authorities
· External auditors or inspectors
· Organisations we’re legally obliged to share personal information with
· Publicly on our website, social media or other marketing and information media
· Previous employers
7. How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 16 March 2026