Privacy Policy - Ruth Swailes

Last updated: September 2025

1. Introduction

Assure Education Limited (“we”, “us”, “our”) is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant statutory guidance.

This policy applies to all individuals whose personal data we process, including:

Clients and commissioning organisations
School staff, leaders, governors, and trustees
Children and parents/carers
Subcontractors and associate consultants
Website visitors
Training/CPD participants
Suppliers and professional contacts

2. Who We Are

Assure Education Limited
Company Number: 9160948
Registered Office: 3 Waltham Croft, Hasland, Chesterfield , S41 0uz
Email: Ruth@Ruthswailes.com
Data Protection Contact: Ruth Swailes

We act as Data Controller for most processing. For data supplied by schools/MATs/local authorities, we may act as Data Processor.

3. Data We Collect

We collect data necessary to deliver our services.

3.1 Staff and leader data:

Name, email, phone, role
Notes of visit, observations
Training attendance

3.2 Child and family data (only when required):

Initials/pseudonymised identifiers
Year group/class
SEND or safeguarding information where relevant

3.3 Subcontractor data:

DBS, safeguarding certificates
Qualifications
Contact and payment details

3.4 Financial data:

Invoices, bank details, contracts

3.5 Website/communication data:

Email enquiries
IP address (via cookies, if relevant)

4. Special Category Data

Health/SEND information
Ethnicity (where required for equality analysis)
Safeguarding data

Processed under Article 9(2)(g) and DPA 2018 Schedule 1.

5. How We Collect Data

Direct communication
Observations during visits
School systems
Subcontractor onboarding
Website forms

No automated decision-making is used.

6. Legal Basis for Processing

Contractual obligation
Legitimate interest
Legal obligation (including safeguarding)
Consent (where appropriate)
Public task (supporting education functions)

7. How We Use Data

Deliver consultancy, audits, training
Provide reports and notes of visit
Support leadership decision-making
Safeguarding escalation
Manage contracts, invoicing, QA
Recruit/manage subcontractors

We never sell data.

8. Subcontractors and Safer Recruitment

Enhanced DBS (where relevant)
Identity and right-to-work checks
Safeguarding training evidence
Qualifications
Data processing/Confidentiality agreements

Subcontractors receive only minimal required data.

9. Sharing Personal Data

Schools/MATs/local authorities
Safeguarding partners
Professional subcontractors
Accountants, legal advisers
IT service providers

No international transfers without safeguards.

10. How We Store and Protect Data

Encrypted devices
Secure backups
Access controls
Minimal retention of child data
Confidential storage of DBS/HR documents

11. Retention Schedule

Client contracts & reports: 5 years
Staff contact details: duration of commission +1 year
Notes of visit: 5 years
Identifiable child data: deleted/anonymised after use unless safeguarding applies
Safeguarding records: retained per statutory guidance
Subcontractor documents: relationship +6 years
Financial records: 7 years