Privacy Policy

Website Privacy Policy

By visiting this Website you agree to be bound by the terms and conditions of this Privacy Policy. If you do not agree please do not use or access our Website.

By mere use of the Website, you expressly consent to our use and disclosure of your personal information in accordance with this Privacy Policy. This Privacy Policy is incorporated into and subject to the Terms of Use.

When you use our Website, we collect and store your personal information which is provided by you from time to time. Our primary goal in doing so is to provide you a safe, efficient, smooth and customized experience. This allows us to provide services and features that most likely meet your needs, and to customize our Website to make your experience safer and easier. More importantly, while doing so we collect personal information from you that we consider necessary for achieving this purpose.

In general, you can browse the Website without telling us who you are or revealing any personal information about yourself. Once you give us your personal information, you are not anonymous to us. Where possible, we indicate which fields are required and which fields are optional. You always have the option to not provide information by choosing not to use a particular service or feature on the Website. We may automatically track certain information about you based upon your behaviour on our Website. We use this information to do internal research on our users' demographics, interests, and behaviour to better understand, protect and serve our users. This information is compiled and analysed on an aggregated basis. This information may include the URL that you just came from (whether this URL is on our Website or not), which URL you next go to (whether this URL is on our Website or not), your computer browser information, and your IP address.

We use data collection devices such as "cookies" on certain pages of the Website to help analyse our web page flow, measure promotional effectiveness, and promote trust and safety. "Cookies" are small files placed on your hard drive that assist us in providing our services. We offer certain features that are only available through the use of a "cookie".

We also use cookies to allow you to enter your password less frequently during a session. Cookies can also help us provide information that is targeted to your interests. Most cookies are "session cookies," meaning that they are automatically deleted from your hard drive at the end of a session. You are always free to decline our cookies if your browser permits, although in that case you may not be able to use certain features on the Website and you may be required to re-enter your password more frequently during a session.

Additionally, you may encounter "cookies" or other similar devices on certain pages of the Website that are placed by third parties. We do not control the use of cookies by third parties.

If you choose to buy on the Website, we collect information about your buying behaviour.

If you transact with us, we collect some additional information, such as a billing address, a credit / debit card number and a credit / debit card expiration date and/ or other payment instrument details and tracking information from cheques or money orders.

We collect personally identifiable information (email address, name, phone number, credit card / debit card / other payment instrument details, etc.) from you when you set up a free account with us. While you can browse some sections of our Website without being a registered member, certain activities (such as placing an order) do require registration. We do use your contact information to send you offers based on your previous orders and your interests.

We use personal information to provide the services you request. To the extent we use your personal information to market to you, we will provide you the ability to opt-out of such uses. We use your personal information to resolve disputes; troubleshoot problems; help promote a safe service; collect money; measure consumer interest in our products and services, inform you about online and offline offers, products, services, and updates; customize your experience; detect and protect us against error, fraud and other criminal activity; enforce our terms and conditions; and as otherwise described to you at the time of collection.

In our efforts to continually improve our product and service offerings, we collect and analyse demographic and profile data about our users' activity on our Website.

We identify and use your IP address to help diagnose problems with our server, and to administer our Website. Your IP address is also used to help identify you and to gather broad demographic information.

We will occasionally ask you to complete optional online surveys. These surveys may ask you for contact information and demographic information (like postcode, age, or income level). We use this data to tailor your experience at our Website, providing you with content that we think you might be interested in and to display content according to your preferences.

We may share personal information with our other corporate entities and affiliates to help detect and prevent identity theft, fraud and other potentially illegal acts; correlate related or multiple accounts to prevent abuse of our services; and to facilitate joint or co-branded services that you request where such services are provided by more than one corporate entity. Those entities and affiliates may not market to you as a result of such sharing unless you explicitly opt-in.

We may disclose personal information if required to do so by law or in the good faith belief that such disclosure is reasonably necessary to respond to subpoenas, court orders, or other legal process. We may disclose personal information to law enforcement offices, third party rights owners, or others in the good faith belief that such disclosure is reasonably necessary to: enforce our Terms or Privacy Policy; respond to claims that an advertisement, posting or other content violates the rights of a third party; or protect the rights, property or personal safety of our users or the general public.

We and our affiliates will share / sell some or all of your personal information with another business entity should we (or our assets) plan to merge with, or be acquired by that business entity, or re-organization, amalgamation, restructuring of business. Should such a transaction occur that other business entity (or the new combined entity) will be required to follow this privacy policy with respect to your personal information.

Our Website links to other websites that may collect personally identifiable information about you. Gaia Learning is not responsible for the privacy practices or the content of those linked websites.

Gaia Learning Ltd Privacy Notice

Gaia Learning Ltd is committed to protecting you, and your family’s personal information. This Privacy Notice, together with any other documents referred to within, sets out the basis on which we will process any personal data about current, past and prospective pupils (referred to as “pupils” in this Privacy Notice), and their parents, carers or guardians (referred to as “parents” in this Privacy Notice). Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. Gaia Learning Ltd is the Data Controller and is committed to protecting the rights of individuals in line with the Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR).

Gaia Learning Ltd has a Data Protection Officer who can be contacted via email,

Gaia Learning Ltd is committed to safeguarding all personal information. We are legally obliged to use your information in line with all laws concerning the protection of personal information, including the General Data Protection Regulations, 2018 (these laws are referred to collectively in this Privacy Policy as the “data protection laws”).

What information will Gaia Learning Ltd collect about me?

Gaia Learning Ltd will collect information from pupils and their parents via its website and directly during the admissions process and throughout the period during which we are providing education.

Gaia Learning Ltd may also collect information from third parties, such as previous schools and/or education providers, social services, local authorities and the DfE.

Gaia Learning Ltd will collect the following information about pupils and their parents:

  • Name, email address, postal address, telephone number and other contact details;
  • Date of birth;
  • Characteristics such as ethnic background or additional educational needs;
  • Proof of identification;
  • Bank details and other financial information;
  • Academic records including test and examination results;
  • Details of any support received including plans and support providers;
  • Disciplinary records;
  • Attendance records;
  • Safeguarding records;
  • Health information;
  • References received from previous schools or education providers;
  • References given to future schools or education providers;
  • Correspondence between Gaia Learning Ltd and pupils and/or their parents.
How will Gaia Learning Ltd use the information they collect about me?

Gaia Learning Ltd will use your personal information for the purposes of providing information about services and providing education. This may include, but is not limited to:

  • Safeguarding and promoting the welfare of students
  • Administering finance
  • Providing school access
  • Monitor and report on Pupils’ progress
  • Provide appropriate pastoral care
  • Assess how well your school is doing
  • Ensuring students’ safety and security
The data will not be used to make automated decisions.

What is our legal basis for processing your personal data?

For processing to be lawful under the GDPR, Gaia Learning Ltd must establish a lawful basis before processing personal data. Most commonly, Gaia Learning Ltd will use the personal information of its pupils and parents in the following circumstances:

  • To perform the contract between Gaia Learning Ltd and pupils/parents
  • To comply with a legal obligation
  • To protect the interests of the pupils/parents (or someone else’s interests)
  • Where it is necessary for legitimate interests pursued by us or a third party (see below)
On rare occasions, Gaia Learning Ltd may use the personal information of its pupils and parents where it is needed in the public interest.
If none of these reasons apply, we will ask for the consent of the pupil or parents before processing their personal information.

What is legitimate interest?

The legal basis of legitimate interest means that we will process personal data based upon an interest of the individual, Gaia Learning Ltd or a third party. Where there is a legitimate interest for processing personal data, Gaia Learning Ltd will consider whether the processing is necessary for the purpose and whether the interests of the individual override the legitimate interest before processing personal data.

The following legitimate interests may apply:

  • To provide details about our services
  • To give and receive references and information about pupils and their parents during the admissions stage
  • To meet pupils’ educational needs
  • To enable Gaia Learning Ltd to monitor pupils’ home education and progress
  • To enable relevant authorities to monitor pupils’ home education and progress
  • To enable relevant authorities to monitor Gaia Learning Ltd’s performance as an education provider
  • To safeguard pupils and provide pastoral care
  • To keep in touch with former pupils and their parents
  • To obtain professional advice
What about special categories of data?

Gaia Learning Ltd may hold the following special categories of data about its pupils and their parents: racial or ethnic origin; religious beliefs and health data.

Gaia Learning Ltd may process special categories of personal data on one or more legal basis, such as:

  • To safeguard a pupil’s health or welfare
  • In an emergency situation where it is necessary to protect the vital interests of a pupil, their parent or another person where they are incapable of giving consent
  • For establishing, exercising or defending legal claims
  • To promote equality of treatment
  • With explicit consent from the pupil/parent
How long will your information be held?

Gaia Learning Ltd will ensure that no personal data is kept for longer than is necessary for the purpose for which it was provided, whilst also fulfilling all legislative obligations. Please see the Gaia Learning Ltd Data Retention Policy for more information.

Will Gaia Learning Ltd share my personal information with anyone else?

We will keep your information confidential. It will be shared with teachers and employees of Gaia Learning Ltd for the purposes of administering education to pupils.

It may also be necessary for Gaia Learning Ltd to share personal information with third parties, such as:

  • Professional advisers, such as lawyers, accountants and insurance providers
  • Relevant government authorities, such as the DfE, HMRC, local authorities or police
  • Regulatory bodies, such as OFSTED/ISI
  • Other education providers, such as examination boards
  • Third-party service providers, such as IT service providers
We do not disclose personal information about pupils or parents to advertisers or sell your information to any other organisation for marketing purposes.

How does Gaia Learning Ltd keep my data safe?

Gaia Learning Ltd has put in place appropriate technical and organisational steps to ensure the security of personal data about pupils and their parents. These include ensuring all company computers have up-to-date anti-virus protection and the use of granular user permissions to restrict user access to the required level for their role.

Gaia Learning Ltd will securely dispose of personal data when it is no longer required.

Cookies and Site Statistics

We do gather non-personal data regarding site visitors to our website. This is provided to use statistical information on visits to pages, type of browsers being used to view the site, paths taken through the site and other general information. Under no circumstances can this be linked to a particular person.

A “cookie” is a small text file, which helps the server to identify your computer but not the individual. The cookies help us to make your visitor session a more personal and enriching experience. If you wish not to have this facility you are able to disable cookies using that option in your particular browser’s settings. Alternatively, you can opt out of collection of information by using the following services:

  • Digital Advertising Alliance
  • Your Online Choices
What are your rights?

Data protection laws provide that the data we hold about you should be processed lawfully and fairly. It should be accurate, relevant and not excessive. The information should be kept up to date, where necessary, and not retained for longer than is necessary. It should be kept securely to prevent unauthorised access by other people.

The individual about whom the data relates (the data subject) has rights under data protection laws. It is generally regarded that pupils aged 13 or above have sufficient maturity to assert their rights under data protection law, although we will judge this on a case-by-case basis.

As a data subject, you have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. Please contact Gaia Learning Ltd’s Data Protection Officer for more information or advice on this.

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Gaia Learning Ltd’s Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

How to make a complaint

If you are unhappy with the way in which your personal data has been processed you may in the first instance contact Gaia Learning Ltd’s Data Protection Officer using the contact details above.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision.

The Information Commissioner can be contacted at:-

Information Commissioner’s Office,
Wycliffe House,
Water Lane,