List of active policies
| Name | Type | User consent |
|---|---|---|
| Terms, Privacy & Recording Consent | Site policy | All users |
Summary
Full policy
Terms & Conditions
These Terms & Conditions explain the rules and expectations for using the IWS learning platform, including student conduct, access to lessons, use of materials, and responsibilities while using the platform.
1. About these terms
These Terms & Conditions apply to all IWS Online School courses, programmes, trial courses, short courses, summer school activities, live online sessions, digital learning materials, assessments and related services.
Students aged 13 and over may accept these terms themselves, although IWS may still contact a parent or guardian where needed for safeguarding, programme administration, payment, wellbeing or communication purposes.
These terms are governed by the law of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
2. IWS courses and programmes
IWS Online School provides online learning through the IWS learning platform and other approved tools. Courses may include self-paced learning materials, recorded content, quizzes, assignments, worksheets, live online sessions, discussion spaces, feedback activities and teacher-led support.
Programme dates, course content, timetables, teacher allocations and activities may be subject to reasonable change where necessary.
3. Enrolment, accounts and access
Enrolment is subject to availability, eligibility, payment confirmation and any course-specific requirements stated by IWS.
Platform access is personal and non-transferable. Login details must not be shared with anyone else.
4. Fees, payment and cancellation
Fees are published on the IWS website, enrolment form, invoice or relevant course page. Unless otherwise agreed in writing, fees are payable in full before access is granted.
Where a parent, guardian or student purchases a course online as a consumer, they may have a legal right to cancel within 14 days of purchase. If access to digital content or live teaching begins during that period with consent, the right to a full refund may be reduced or lost to the extent permitted by law.
5. Live online sessions
Live online sessions may be delivered through BigBlueButton or another IWS-approved conferencing tool. Students must join using their own name and must not share meeting links, access details or recordings with third parties.
Students must not record live sessions themselves. IWS may record sessions for safeguarding, quality assurance, teacher review, absence support or educational access.
6. Behaviour and online safety
Students are expected to behave respectfully toward teachers, co-hosts, classmates and IWS staff. Bullying, harassment, discriminatory language, inappropriate content, disruption or unsafe online behaviour will not be tolerated.
7. Safeguarding
IWS is committed to safeguarding and promoting the welfare of children and young people. Any safeguarding concern should be reported immediately to the IWS Designated Safeguarding Lead or through the contact route provided by IWS.
8. Parent and guardian responsibility
Because IWS courses are delivered online, parents and guardians remain responsible for the student’s physical environment, internet access, device setup, supervision, wellbeing and readiness to attend lessons or complete online learning.
9. SEND, accessibility and reasonable adjustments
If a student has special educational needs, disabilities, medical needs or access requirements, parents or guardians should notify IWS before enrolment is finalised or as soon as the need becomes known.
10. Data protection and privacy
IWS processes personal information in accordance with applicable UK data protection law, including UK GDPR and the Data Protection Act 2018. Parents, guardians and students should read the IWS Privacy Notice for more information.
11. Intellectual property
All course content, lesson materials, worksheets, videos, recordings, quizzes, documents, designs and learning resources are owned by IWS Online School or licensed to IWS. They are provided for personal educational use only.
12. Platform use and technical availability
IWS will take reasonable steps to keep the platform and learning services available. However, uninterrupted access cannot be guaranteed.
13. Assessment, progress and certificates
Some courses may include quizzes, assignments, badges, certificates, feedback and progress tracking. Badges, certificates or completion indicators do not represent a formal qualification unless expressly stated by IWS in writing.
14. Limitation of liability
IWS will take reasonable steps to deliver courses and services with reasonable care and skill. Nothing in these terms limits or excludes liability that cannot be limited or excluded under English law.
15. Changes to courses and these terms
IWS may update these Terms & Conditions from time to time. Where changes are material, users may be asked to re-accept the updated terms.
16. Contact and policy review
For questions about these Terms & Conditions, please contact:
info@iwsonlineschool.co.ukNext review: June 2027.
Data Protection & Privacy Policy
Policy 2 of 3
Data Protection & Privacy Policy
IWS Online School · UK GDPR & DPA 2018 compliant · Version 1.0 · 14 June 2026
This policy explains what personal data we collect about you and your child, why we collect it, how we use and protect it, how long we keep it, and your rights under UK law.
1. Who we are
IWS Online School ("IWS", "we", "us") is the data controller for personal data collected through the IWS Summer Short Programme. Our platform is hosted at my.iwsonlineschool.co.uk.
Data Protection contact: info@iwsonlineschool.co.uk · Designated Safeguarding Lead: Michelle
IWS processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).
2. Data we collect and why
| Data | Why we collect it | Legal basis (UK GDPR) |
|---|---|---|
| Student name, email, date of birth, year group / key stage | Account creation, enrolment, age-appropriate content delivery | Contract (Art. 6(1)(b)); Legitimate interests (Art. 6(1)(f)) |
| Parent/guardian name, email, phone, relationship to student | Safeguarding, communication, emergency contact, survey distribution | Legitimate interests (Art. 6(1)(f)); Legal obligation (Art. 6(1)(c)) |
| Login activity, session attendance, activity completion | Monitoring engagement and attendance as required for safeguarding and programme delivery | Legitimate interests (Art. 6(1)(f)) |
| Policy acceptance records (timestamp, IP address) | Evidence of consent / agreement for UK GDPR compliance | Legal obligation (Art. 6(1)(c)) |
| Parental consent record (checkbox + timestamp) | Lawful processing of data relating to children under 16 | Consent (Art. 6(1)(a)); Art. 8 (child's consent) |
| Session recordings (video/audio) | Educational review, access for enrolled students who missed a session, quality assurance | Legitimate interests (Art. 6(1)(f)); Consent (Art. 6(1)(a)) |
| Survey responses (end of Week 1 & 2) | Programme improvement and satisfaction monitoring | Legitimate interests (Art. 6(1)(f)) |
3. Special category data & children
IWS does not routinely collect special category data (health, ethnicity, religion, etc.). Where a family voluntarily shares information relevant to a student's learning needs or welfare, this is held strictly confidentially and accessed only by the DSL (Michelle) and the relevant teacher.
Under UK GDPR Article 8 and the DPA 2018, the age of digital consent in the UK is 13. For students under 13, IWS requires a parent or guardian to provide consent. For students aged 13–15, parental consent is additionally sought as best practice. Students aged 16 and over may consent themselves.
We do not use children's data for any purpose beyond programme delivery, safeguarding, and direct communication with the enrolled family.
4. Who we share data with
We do not sell personal data to any third party.
Data may be shared with: the BigBlueButton conferencing platform (session hosting and recording); our Moodle hosting provider (platform infrastructure); survey tools (Google Forms or Microsoft Forms) for end-of-programme surveys; and statutory authorities (e.g. police, children's services) where required by law or for safeguarding purposes.
All third-party processors are subject to a data processing agreement and are required to process data only on our instructions.
BigBlueButton: recording data is stored on servers located in the EEA or UK. Where data is transferred outside the UK, appropriate safeguards (UK adequacy decision or Standard Contractual Clauses) are in place.
5. How long we keep data
| Data type | Retention period |
|---|---|
| Student & parent account data | 1 year after the programme ends, then deleted unless the student re-enrols |
| Session recordings | 90 days after the programme ends, then permanently deleted |
| Attendance & engagement logs | 1 year after the programme ends |
| Policy acceptance records (consent audit trail) | 6 years (UK GDPR compliance / limitation period for legal claims) |
| Parental consent records | Until the student turns 18, or 6 years after collection, whichever is longer |
| Survey responses (anonymised) | Up to 3 years for programme improvement purposes; identifiable responses deleted after 1 year |
| Safeguarding records | As required by KCSIE and statutory guidance — minimum until the student's 25th birthday |
6. Your rights under UK GDPR
You have the following rights in relation to your personal data:
- Right of access — you may request a copy of the personal data we hold about you (Subject Access Request).
- Right to rectification — you may ask us to correct inaccurate data.
- Right to erasure — you may ask us to delete your data where there is no lawful reason to continue processing it. Note: some data (policy acceptance records, safeguarding records) must be retained by law and cannot be deleted on request.
- Right to restrict processing — you may ask us to pause processing of your data while a dispute is resolved.
- Right to object — you may object to processing based on legitimate interests.
- Right to withdraw consent — where processing is based on consent (e.g. recording consent), you may withdraw at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
- Right to lodge a complaint — you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
To exercise any of these rights, contact us at: info@iwsonlineschool.co.uk. We will respond within 30 days.
7. Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or destruction, including encrypted connections (HTTPS), access controls, and role-based permissions on the Moodle platform.
All staff and teachers with access to student data are subject to confidentiality obligations and, where required, enhanced DBS checks.
In the event of a data breach affecting your personal data, we will notify you and the ICO as required by UK GDPR (within 72 hours of becoming aware).
8. Cookies
The IWS Moodle platform uses essential session cookies to keep you logged in. No advertising or tracking cookies are used. You can manage cookies in your browser settings; disabling session cookies will prevent you from accessing the platform.
9. Changes to this policy
This policy will be reviewed annually or when required by changes in law or practice. The current version is always published at my.iwsonlineschool.co.uk. Where changes are material, users will be asked to re-accept on next login.
10. Contact & complaints
Data Protection contact: info@iwsonlineschool.co.uk
DSL (safeguarding): Michelle — info@iwsonlineschool.co.uk
Information Commissioner's Office (ICO): ico.org.uk · 0303 123 1113
The policies were prepared in accordance with UK GDPR, the Data Protection Act 2018, the Children Act 1989 & 2004, and Keeping Children Safe in Education (KCSIE) 2025. They should be reviewed annually and whenever there is a material change in law or practice. Next review: June 2027.
Recording Consent Policy
Policy 3 of 3
IWS Online School Summer Short Programme · Version 1.0 · 14 June 2026
This policy explains why IWS records live sessions, who can view recordings, how long they are kept, and how you can withdraw consent.
1. Why we record sessions
IWS records all live sessions of the Summer Short Programme for the following purposes:
- To give enrolled students who miss a session due to illness, technical failure, or timezone difference access to the content.
- To allow teachers and the programme lead to review and maintain teaching quality.
- For safeguarding purposes — recordings may be reviewed by the DSL where a concern is raised about something that occurred during a session.
- We do not use recordings for advertising, public broadcast, or any commercial purpose.
2. What is recorded
- The teacher's video, audio and screen-share are recorded in all sessions.
- Student cameras and microphones are only recorded when students are actively participating, for example speaking or presenting. Students in the main room audience may appear in the recording if their camera is on.
- Breakout room sessions are not recorded by default unless a specific safeguarding reason requires it, in which case the DSL must authorise the recording in advance.
- Chat messages within the session may be captured as part of the session log.
3. Who can view recordings
| Who | Access |
|---|---|
| Enrolled students | Can view recordings of sessions for their own band only, within the programme access window of 2 weeks plus 90 days. |
| Parents / guardians of enrolled students | Can view their child's band recordings if a parent account is set up; otherwise recordings are accessible via the child's login with parental supervision. |
| Teachers and co-hosts | Can view recordings of their own sessions for teaching quality review. |
| Programme lead (Elna) | Can view all recordings for quality assurance and programme oversight. |
| DSL (Michelle) | Can view any recording where a safeguarding concern has been raised. |
| External parties | No access. Recordings are not shared publicly, with other schools, or with any third party except as required by law, for example a statutory safeguarding investigation. |
4. How long recordings are kept
- All session recordings are permanently deleted 90 days after the programme ends. Recordings are not archived beyond this period.
- Where a recording is needed in connection with a safeguarding investigation, it will be retained for as long as required by statutory guidance and then securely deleted.
- Students and parents will not receive notification before individual recordings are deleted, as deletion happens on a scheduled basis. The deletion schedule is published in the Data Protection & Privacy Policy.
5. Security of recordings
- Recordings are stored on the IWS BigBlueButton server, access-controlled by the Moodle platform login.
- Access is restricted by role. No recording link is publicly accessible.
- Students must not screen-record, download, or share session recordings. Doing so is a breach of these terms and may result in removal from the programme.
6. Your right to withdraw consent
You may withdraw recording consent at any time by contacting us at: info@iwsonlineschool.co.uk. Please note:
- Withdrawal of consent does not affect recordings already made before the withdrawal.
- If consent is withdrawn, the student may still attend live sessions but their image/voice will not be recorded. In practice this means the teacher will need to ensure the student's camera is off during recorded portions — please contact us to discuss arrangements.
- Recordings already made prior to withdrawal will be deleted at the end of the standard 90-day retention period unless needed for safeguarding purposes.
7. Children & consent
- For students under 13, a parent or guardian must provide recording consent. This is collected at the point of account registration via the consent checkbox on the registration form.
- For students aged 13 and over, the student may provide their own recording consent.
- Where a student does not have recording consent on file, they will be asked to attend with their camera off and will not participate in recorded elements until consent is received.
8. Contact
For questions about this policy or to withdraw consent: info@iwsonlineschool.co.uk
DSL safeguarding concerns: Michelle — info@iwsonlineschool.co.uk
These policies were prepared in accordance with UK GDPR, the Data Protection Act 2018, the Children Act 1989 & 2004, and Keeping Children Safe in Education (KCSIE) 2025. They should be reviewed annually and whenever there is a material change in law or practice. Next review: June 2027.