Privacy Policy

Oxford Online School Ltd is the data controller for personal information collected through this website and our admissions process.

• Company name: Oxford Online School Ltd
• Registered address: Suite 291, 266 Banbury Road, Oxford, United Kingdom, OX2 7DL
• Contact: principal@oxfordonlineschool.org

If you have any questions about how we handle your personal data, please contact us at the email address above.

Enquiry and admissions forms

When you submit an enquiry, application or admissions form through our website, we collect the information you provide, which may include:

• Your name and contact details (email address, phone number)
• Your child's name, date of birth and year group
• Your country of residence
• Information about your educational needs and interests
• Health or additional learning needs information where relevant to admissions

Website usage data

We may collect anonymised data about how visitors use our website through analytics tools. This includes pages visited, time spent on site and general geographic region. This data does not identify individuals.

Communications

If you contact us by email or telephone, we retain records of that correspondence.

We collect personal data directly from you when you:

• Complete and submit an enquiry, application or registration form on our website
• Book a virtual meeting or event
• Contact us by email or telephone
• Subscribe to receive communications from us

Enquiry and admissions forms submitted through this website are processed as follows:

• Form data is transmitted securely via Mailgun, our email delivery provider, which routes your submission to our admissions team.
• Admissions information is then managed within OpenApply, our secure admissions management platform, where it is stored and reviewed by our team.
• Form submission data is not stored within the Sanity CMS that powers this website.

Mailgun and OpenApply are third-party processors operating under their own data protection policies. We have assessed both processors and are satisfied they provide appropriate safeguards for your data.

We process your personal data on the following legal bases:

• Legitimate interests — to respond to your enquiries and manage the admissions process
• Contract — to fulfil our obligations as your child's school once enrolled
• Legal obligation — to comply with our safeguarding, regulatory and legal duties as an independent school
• Consent — for marketing communications, where you have opted in

We use the information we collect to:

• Respond to your enquiry and guide you through the admissions process
• Manage enrolment and ongoing student records
• Communicate with you about your child's education and progress
• Send you updates about Oxford Online School where you have consented
• Comply with our legal safeguarding and regulatory obligations
• Improve our website and services

We retain personal data for as long as is necessary for the purposes for which it was collected, or as required by law.

• Enquiry data where no enrolment followed: up to 2 years
• Student records for enrolled students: for the duration of enrolment, plus 7 years
• Financial records: 7 years in accordance with legal requirements
• Safeguarding records: in line with statutory guidance, which may be longer

After these periods, data is securely deleted or anonymised.

We do not sell your personal data. We may share it with:

• Mailgun — to transmit form submissions to our admissions team
• OpenApply — to manage the admissions process
• Examination boards (e.g. Pearson Edexcel, Cambridge Assessment) — where required for student registration
• Regulatory bodies — where we are legally required to disclose information (e.g. ISI, DfE)
• Our staff — on a need-to-know basis to provide educational services

All third-party processors are bound by data processing agreements and are required to handle your data in accordance with UK data protection law.

Some of our service providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy decisions or standard contractual clauses, to protect your data to the same standard as required under UK GDPR.

Our website uses cookies to improve your browsing experience and to understand how the site is used. We use a cookie consent management tool to give you control over non-essential cookies.

You can manage your cookie preferences at any time using the cookie settings link in the footer of our website.

You have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your data where there is no compelling reason for us to keep it
• Restriction — ask us to limit how we process your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests or for direct marketing
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, please contact us at principal@oxfordonlineschool.org. We will respond within one calendar month.

If you are unhappy with how we handle your personal data, please contact us in the first instance at principal@oxfordonlineschool.org.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

ICO website: ico.org.uk | Helpline: 0303 123 1113

We may update this Privacy Policy from time to time. The date of the most recent revision will be shown at the top of this page. We encourage you to review this policy periodically.

This policy was last updated: June 2026.