Privacy Policy

1. Introduction

This Privacy Policy explains how Future Schools Solutions Ltd ("we", "us", "our") collects, uses and protects personal data when parents, legal guardians and school representatives use our platform (the "Platform").

Our Platform enables parents to create a structured profile about their child to support school selection, and to share that profile with schools of their choosing so those schools can monitor their enquiry.

We are a company incorporated in the United Kingdom and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: info@future-schools.co.uk

Address: 63 Aldbourne Road, London, England, W12 0WL

2. Who We Are

Future Schools Solutions Ltd is the data controller responsible for personal data processed through the Platform, except where this Policy says a school becomes an independent controller for information you choose to share with it (see Section 6). ICO Registration reference: ZC238087.

3. The Personal Data We Collect

We collect personal data directly from parents or legal guardians who create an account and complete a child profile, and from school representatives who are given access to the school dashboard. We only collect personal data that is necessary for the purposes described in this Privacy Policy.

3.1 Parent / Account Information

• Name
• Email address
• Account login credentials
• Payment and subscription details
• Communications with us
• Technical and usage data (e.g. IP address, browser type, device information, log data)

3.2 Child Profile Information

Parents provide the following information about their child:

Basic Information

• Child's first name
• Date of birth
• Gender
• Current school
• Current year group
• Points of entry being considered

Location & Logistical Preferences

• Family location
• Preferred future school location
• Sibling progression preferences

Education Preferences

• Preferred type of school environment
• Curriculum preference
• Learning style preference

Academic Information

• CAT scores and academic profile
• Subject strengths

Interests & Extracurricular Activities

• Extracurricular interests
• Main activity or focus areas

Special Educational Needs (SEN)

• Information relating to special educational needs or learning differences, which may constitute special category data

Personality & Social Preferences

• Preferred social environment
• Additional contextual information voluntarily provided

Some of this information, particularly SEN data, may constitute "special category data" under UK data protection law.

3.3 School Representative Information

Where a school representative is given dashboard access, we collect their name, professional email address, role and login credentials, together with technical and usage data about their use of the dashboard.

3.4 Information Collected from Public Sources (School Contact Details)

We collect limited professional contact information relating to school representatives from publicly available sources, including official school websites, in order to maintain accurate school records and support school matching functionality. This may include:

• Headteacher names
• Admissions officer names
• Professional email addresses
• Direct school telephone numbers

We do not collect private home contact details.

Where we collect professional contact details from publicly available sources rather than directly from the individual concerned, we rely on Article 14(5)(b) UK GDPR (disproportionate effort) where appropriate, given the limited, low-impact, and transparency-oriented nature of this processing. Individuals whose professional contact details appear on our Platform may contact us to request correction, restriction, or removal.

We only process child data where it is provided by a parent or legal guardian with authority to do so.

4. How We Use Personal Data

We use personal data to:

• Create and generate a structured child profile
• Provide school matching insights and related outputs
• Enable parents to share a profile with a chosen school
• Personalise recommendations
• Improve and develop the Platform
• Provide customer support
• Maintain security and prevent misuse
• Comply with legal and regulatory obligations

Automated Analysis and Profiling

The Platform uses structured analysis and algorithmic processes to assess submitted information and generate profile summaries and school matching insights. This constitutes profiling under UK data protection law.

These outputs support parental decision-making and do not constitute automated decision-making producing legal or similarly significant effects — parents remain responsible for final educational decisions.

We do not sell personal data.

We do not use child profile information for advertising purposes.

5. Legal Bases for Processing

Performance of a Contract

To provide access to the Platform, generate the requested child profile, and — where you choose to share it — connect you with a school.

Legitimate Interests

To improve our services, maintain platform security, develop new features, and maintain accurate school records using publicly available professional contact information, always balanced against your rights and freedoms.

Explicit Consent

Where you provide SEN or other special category data, we rely on your explicit consent, which you can withdraw at any time by contacting us, though this may limit our ability to provide certain services.

6. Sharing Information with Schools

When you choose to share your child's profile with a specific school through the Platform's matching or dashboard functionality, we send the relevant profile information to that school so its admissions team can monitor your enquiry. We only share your child's identifiable profile with a school you have actively chosen — we do not share it more broadly.

From the point a school receives your shared information, that school acts as an independent data controller for its own use of it, and is responsible for complying with data protection law in how it handles it (see our School Terms, which set out the obligations schools accept). If you have a question about how a specific school is using your information after it was shared, you may need to contact that school directly as well as us.

7. How We Share Personal Data (Other Than With Schools)

We may share personal data with:

• Cloud hosting providers
• IT and software service providers
• Analytics providers
• Professional advisers (such as legal or accounting advisers)
• Regulators or authorities where required by law

We require all third parties to process personal data in accordance with applicable data protection laws and appropriate contractual safeguards.

8. Data Storage, Transfers and Retention

All users are UK-based. Personal data is primarily stored in the United Kingdom. Where any service providers process data outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law.

We retain personal data only for as long as necessary to provide the Platform, evaluate and improve our services, comply with legal obligations, and resolve disputes or enforce our terms.

Child profile data is retained while an account remains active. If a subscription ends or an account is deleted, associated child profile data will be retained for 90 days to allow reactivation, after which it will be deleted or anonymised unless retention is required by law. Parents may request earlier deletion of their account and associated child profile at any time by contacting us.

Professional school contact details obtained from public sources are periodically reviewed and updated to ensure accuracy.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Access controls
• Secure hosting environments
• Encryption where appropriate
• Role-based access to child profile data — including ensuring school dashboard access only exposes profiles a parent has chosen to share with that school

10. Children's Data

Our Platform is designed for use by parents or legal guardians. We do not knowingly collect personal data directly from children.

Parents are responsible for ensuring that the information they provide about their child is accurate and that they have authority to provide it.

11. Your Data Protection Rights

Under UK data protection law, you have the right to:

• Request access to, correction of, or erasure of your personal data
• Request restriction of, or object to, processing
• Request data portability
• Withdraw consent where applicable
• Lodge a complaint with the Information Commissioner's Office (ICO)

You can find more information about your rights or raise a concern with the ICO at www.ico.org.uk.

To exercise your rights, contact us at info@future-schools.co.uk.

12. Cookies

We use cookies and similar technologies on the Platform. Full details of the cookies we use, their purposes, and how to manage your preferences are set out in our Cookie Notice, which forms part of this Privacy Policy.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. Where changes are material, we may also notify you via email or through the Platform.