Sophia High Ltd operates the Sophia High School. We are committed to protecting the privacy of our customers and the responsible management of personal information in accordance with Data Protection Laws. Data Protection Laws include but are not limited to the Data Protection Act 1998, its successor and applicable data protection regulations including the General Data Protection Regulation (GDPR).
This policy meets the requirements of the UK GDPR and the new Data Protection Act 2018, and the Data (Use and Access) Act 2025. The Data (Use and Access) Act 2025 amends, but does not replace, the UK GDPR and the Data Protection Act 2018. It is based on guidance published by the Information Commissioner’s Office (ICO) on the UK GDPR and the ICO’s code of practice for subject access requests. ico.org.uk.
For the purposes of Data Protection Laws we are the data controller in relation to Sophia High School. You can contact us at: dataprotection@sophiahigh.school
Our relationship with you is valuable and we understand the importance you place on the privacy and security of information which personally identifies you. In that respect, and whether you are a first time visitor to our website or a regular user, we take your privacy seriously. Please read the following in order to learn more about our privacy policy and our information gathering and dissemination practices.
Please note that by using our website you accept our online “Terms and Conditions”. In doing so you will also be accepting the terms of this Privacy Policy.
Please note that this Privacy Policy relates primarily to our website and general enquiries. Additional detailed Privacy Notices are in place for current parents and students enrolled at Sophia High School. These comprehensive notices, which outline how we process personal data specifically in relation to the provision of education, are available upon request from dataprotection@sophiahigh.school
Why we require your information
Sophia High School provides a variety of on-line services, including an online enquiry form which collects personal data when you register with us, enquire with us, and when you use our services.
Sophia High School uses this information in order to customise the content you see on our pages, to communicate with you generally, and to contact you or enable you to be contacted about special offers, promotions, news, new events, products and/or services that you may be interested in.
You do not need to provide us with personal data simply to browse our website.
What information do we collect?
We will collect information from you in the following circumstances:
Enquiry Form
Our enquiry form involves providing us with your name, address, telephone and mobile number, e-mail address and in certain circumstances other info. We use this information to provide you with the service you have requested or to answer your queries.
Information Provided By You
You can give us information about you by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our on-line services, subscribe to our services, search for a product, place an order on our site, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, report issues to your landlord or local authority, access external job boards and applying to higher education institutions and when you report a problem with our site.
Optional Information
We can request optional information from you on our registration forms. We request this optional information so that we can serve you better e.g. to provide more tailored services and so that we can understand our customers better e.g. through internal research, data analysis, market research and product research. If we request this additional information from you we will identify it as optional.
Job Opportunities
We advertise details of job opportunities with Sophia High School on our websites. If you apply for one of the available positions you are required to provide us with contact details in order that we can get in touch with you. These details, together with the contents of your curriculum vitae, will be treated as confidential and will only be used for the purposes of considering you for a particular position.
By completing our job application form you expressly consent to our processing your information in connection with your application. If you prefer not to send the application by the Internet you can email it to admissions@sophiahigh.school
Website Usage Data
With or without cookies, our website keeps track of usage data, such as the source address that the page request is coming from i.e. your IP address, domain name, date and time of the page request, the referring website if any and other parameters in the URL e.g. search criteria. We use this data to better understand website usage so we know what areas of our website users prefer. This information is stored in log files and is used to administer the site, for troubleshooting, data analysis, testing, research, and for aggregated and statistical reporting but is not attributed to you as an individual.
Security
We recognise industry standards and employ security safeguards to protect information from unauthorised access and misuse. We use the most accurate and current information you provide in order to process your request.
What information do we share?
Data Analytics
Sophia High School may share your information with Analytics and search engine providers that assist us in the improvement and optimisation of our site. You can find further details in our Cookies Policy.
Compliance with law
We will release personal information where we are required to by law or by the regulations and other rules including auditing requirements to which we are subject.
International Data Transfers
We do not transfer data outside of the European Economic Area (EEA).
Where we store your personal data
Personal data is stored within the European Economic Area (EEA).
Security
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you or where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Your Rights
Amend/update/rectify
Where your details are incorrect or require updating for example, you have moved address then you will have the right to have your details amended. Where you have subscribed to our services you can update, amend your details on the Identity as a Service.
Right to object to processing
You have the right to object to processing which is based on legitimate interest, direct marketing purposes (see Marketing) or for scientific/historical research and statistics.
Right to restrict processing
You have the right to restrict processing for example, where information is inaccurate and needs to be rectified.
Subject access
You have a right to ask us for information we may hold about you. This is free of charge and we aim to respond as quickly as possible. Where a request is deemed excessive we may charge a small fee. We will also take steps to verify a request to ensure the correct information is given to the correct individual. Please contact us at dataprotection@sophiahigh.school confirming your name, address and email address.
Portability
You may ask us for a copy of your information in a readable format so that you can use it for your own purposes or with your permission to transfer the information we hold on you to a service provider.
Right to erasure
In certain circumstances you may ask us to delete your personal data. For example, when we have stopped processing your personal data, where you no longer require our services or where you withdraw consent.
Marketing
You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at dataprotection@sophiahigh.
Our site may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Where we rely on your consent to process personal data, you have the right to withdraw consent at any time.
We want you to be happy so please contact us at dataprotection@sophiahigh.
Retention policy
We may hold your personal data for as long as it is necessary in accordance with Data Protection Laws. The Sophia High School website allows you to delete your personal data. Where there is a statutory duty to keep personal data we will keep it as long as it is necessary for example, for the prevention and detection of fraud.
Student Records
How Long We Keep Student Information
We retain student data in accordance with education legislation, data protection law, and safeguarding requirements.
Key Retention Periods:
- Student records and safeguarding files: Until age 25 or 7 years after leaving (whichever is later)
- Attendance records: 3 years
- Financial records: 6 years
- Digital learning materials: Until completion of education plus 6 years
- General communications: 1-2 years
These periods are required by education legislation, UK GDPR, and safeguarding guidance to support ongoing education, legal obligations, and child welfare.
Under the Data (Use and Access) Act 2025, you can request access to your child’s records during these retention periods. We conduct reasonable and proportionate searches when responding to requests.
For full details, contact our Data Protection Officer at dataprotection@sophiahigh.
Data Protection Complaints
If you have concerns about how we handle your personal data, we are here to help resolve them quickly and fairly.
Enhanced Complaints Process
Under the Data (Use and Access) Act 2025, we provide accessible complaints procedures specifically for data protection matters. We will acknowledge your complaint within 30 days and respond without undue delay.
Submit a Complaint
Use our online complaints form to raise any data protection concerns. The form is designed to capture the information we need to investigate your complaint thoroughly.
Your Rights
You retain the right to contact the Information Commissioner’s Office (ICO) at any time about data protection matters, whether or not you use our internal complaints procedure first.
Contact the ICO:
- Website: ico.org.uk
- Telephone: 0303 123 1113
Alternative Methods
If you prefer not to use the online form, you may also submit data protection complaints by email to dataprotection@sophiahigh.
Sophia High School – Office 315 – The Engine Room, Battersea Power Station, London, SW11 8DZ – United Kingdom