HARTMORE SCHOOL

Website Privacy Notice

Last updated: October 2026

This notice explains how Hartmore School collects and uses personal information through this website, by email and by phone, and how we use cookies. It is written to meet the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (both as amended by the Data (Use and Access) Act 2025) and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Hartmore School is run by Hartmore Education Limited, a company registered in England and Wales (company number 03990621). Our registered office is Units 2 & 3, The Hawthorns, Hawthorns Lane, Corse, Gloucestershire, GL19 3NY. Hartmore Education Limited is the data controller for the information described in this notice. We are registered with the Information Commissioner’s Office (ICO), registration number ZA557846.

Our school sites are:

Hartpury: The Old School, Hartpury, Gloucester, GL19 3BG. Telephone 01452 700942.
Stroud Road (Primary and Girls provisions): 281 Stroud Road, Gloucester, GL1 5LB. Telephone 01452 700942.
Rudford: Alison House, Barbers Bridge, Rudford, Gloucester, GL2 8DX. Telephone 01452 700942.
Gateway: our remote learning provision, 01452 700942

General enquiries: schooloffice@hartmoreschool.co.uk

Data Protection Lead: our School Business Manager is our Data Protection Lead and first point of contact for anything in this notice. Email dataprotection@hartmoreschool.co.uk, phone any of the numbers above, or write to any of our sites marked "For the attention of the Data Protection Lead".

2. What this notice covers

This notice covers people who visit our website, contact us through the website, by email or by phone, or apply for a job advertised on our website. It does not cover how we use information about our pupils, their parents and carers, or our staff. That is explained in our separate privacy notices for pupils and parents, our workforce and job applicants, which are available from the school office, and in our Data Protection Policy on the Our Policies page.

Our website is written for parents, carers, professionals and job applicants. It is not designed to collect information from children.

3. What we collect and why

Contact form

What we collect: First name, last name, email address, phone number (optional) and your message.

Why we use it: To reply to your enquiry and keep a record of it.

Lawful basis: Legitimate interests: answering enquiries about the school. For admissions enquiries, taking steps you ask for before a place is agreed.

Emails and phone calls

What we collect: Your name, contact details and anything you tell us.

Why we use it: To deal with your enquiry, request or concern.

Lawful basis: Legitimate interests: dealing with enquiries. For admissions enquiries, taking steps you ask for before a place is agreed.

Job applications

What we collect: Your application form, covering letter and the information in them, including employment history, qualifications, references and any information you give about your health, disability or criminal record.

Why we use it: To run a fair, safe recruitment process and meet our safer recruitment duties.

Lawful basis: Taking steps before a contract of employment, and legal obligation (Keeping Children Safe in Education and the Independent School Standards). See section 4 for sensitive information.

Website use

What we collect: Technical information such as your IP address, browser and device type, and the pages you visit, collected by our website host and its necessary cookies.

Why we use it: To run the website securely, protect it from attack and keep it working properly.

Lawful basis: Legitimate interests: running a secure website.

Please do not include sensitive information in the contact form, such as details of a child's needs, health or safeguarding concerns. If you need to share this, call or email the school office and we will make sure it reaches the right person safely.

We do not sell, rent or trade your personal information. We do not use it for marketing, and we do not make decisions about you by automated means.

4. Sensitive information

Some information is given extra protection by law. This includes information about health, disability, ethnicity and criminal records. We only use it where the law allows:

For job applicants, to carry out our employment and safeguarding duties, including checks required to work with children, and to make reasonable adjustments.
For equal opportunities monitoring, where you choose to provide it. This is kept separate from your application.
Where you have told us something sensitive in an enquiry, only to deal with that enquiry, and only shared with staff who need to know.

5. Who we share it with

We only share your information where we need to. We use these service providers, who act on our instructions and must keep your information secure:

Wix.com Ltd, which hosts this website and stores contact form messages.
Microsoft, which provides our email and document storage (Microsoft 365).
Cloudflare, which protects the website from automated attacks.

For job applicants, we share information with Genesis CTE Ltd, a related company that provides HR and payroll services to our group. We may also contact your referees, and carry out checks with the Disclosure and Barring Service and the Teaching Regulation Agency where the role requires them.

We may share information where the law requires it, for example with the police, the local authority or other agencies to protect a child.

6. Transfers outside the UK

Some of our service providers store or process information outside the UK, including in Israel, the European Economic Area and the United States. Where they do, the transfer is protected by UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or the UK's approved data transfer agreements.

7. How long we keep it

Website enquiries, emails and call notes = 12 months after we last deal with your enquiry, unless it becomes part of an admission or another school record, in which case our records retention schedule applies.

Job applications (unsuccessful) = 6 months from the date of appointment.

Job applications (successful) = Kept on your staff file until 6 years after your employment ends.

DBS certificate information = No longer than 6 months from the date of the check. The check itself is recorded on our single central record.

These periods follow our Records Management and Retention Schedule. We then delete or securely destroy the information.

8. Your rights

You have the right to:

ask for a copy of the information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete your information
ask us to limit how we use your information
object to us using your information where we rely on legitimate interests
ask for information you gave us to be transferred to another organisation, in some cases
withdraw your consent at any time, where we rely on consent

Some rights only apply in certain circumstances. To use any of them, email dataprotection@hartmoreschool.co.uk or contact our Data Protection Lead. There is no charge. We will respond within one month, and will tell you if we need longer for a complex request.