Privacy Policy
1. Introduction
1.1 This privacy policy explains how personal data is collected, used and protected when you use School Surveys (“the Service”), a survey platform provided by Education Intelligence Limited, trading as School Surveys from Teacher Tapp (“we”, “us”, “our”). We are registered in England & Wales under company number 10825354 and our registered office is at Freshmill Delta House, Bridge Road, Haywards Heath, England, RH16 1UA.
1.2 School Surveys is a platform that enables schools and Trusts to survey their staff, parents and pupils anonymously, with results benchmarked against nationally representative data. This privacy policy is intended for all users of the Service, including school and Trust leaders and administrators who manage surveys, and staff, parents and pupils who respond to surveys.
1.3 We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who is responsible for your data?
2.1 Your school or Trust is the data controller for personal data collected through the Service. This means your school or Trust decides why and how your personal data is used. If you have questions about how your school or Trust uses your data, you should contact your school or Trust directly.
2.2 Education Intelligence is the data processor, meaning we process personal data on behalf of your school or Trust in accordance with their instructions. We have a Data Processing Agreement in place with each school and Trust that uses our Service.
2.3 Education Intelligence is the data controller for personal data collected through the School Surveys website (schoolsurveys.com), for example when leaders request a demo, sign up for our newsletter, or contact us directly.
3. What personal data do we collect?
Data collected from school leaders and administrators
3.1 When a school or Trust signs up to use the Service, we collect the following personal data from the designated contacts:
- Name
- Job title or role
- Email address
This information is used to manage the contract, distribute surveys (where requested by the school or Trust), provide customer support, and deliver reports.
Data collected from survey respondents (staff and pupils)
3.2 Surveys conducted through School Surveys are designed to be anonymous. We do not ask respondents for their name or email address as part of the survey itself, although through the “Write your own question” function, leaders may add questions that ask for identifying information. This is done at the discretion of the leader, and we include a warning notice prompting leaders to consider the implications for anonymity and privacy when they write their own question(s).
3.3 For staff or parent surveys, the school may ask us to distribute surveys directly to staff or parents via email. In this case, staff or parent email addresses are shared with us by the school solely for the purpose of distributing the survey link. We do not link email addresses to survey responses.
3.4 For pupil surveys, the school distributes survey links directly to pupils. We do not receive or hold any personal contact details for pupils.
3.5 Survey responses may include broad demographic information (such as role type for staff, or year group for pupils) to allow the school to understand patterns across different groups. This information is used for reporting purposes only and is not used to identify individuals.
3.6 Surveys may include open-ended questions where respondents can write free-text answers. Respondents should be aware that if they include personal information, names, or other identifying details in a free-text response, this information will be visible to the school in the survey report. We do not review, edit or take responsibility for the content of free-text responses. Schools should make respondents aware of this before they complete a survey.
3.7 We do not knowingly collect special category data (such as data about racial or ethnic origin, health, religion, or sexual orientation) unless the school has chosen to include questions on these topics. Where such data is collected, the school is responsible for ensuring it has a lawful basis to do so.
Data collected from the School Surveys website
3.8 When you visit schoolsurveys.com, we may collect technical data such as your device type, operating system, browser type, and information about how you interact with the site. We use cookies in accordance with our Cookies Policy, available on our website.
3.9 If you fill in a contact form, request a demo, or sign up to our newsletter, we collect your name, email address, school or organisation name, and phone number (if provided).
4. How do we use personal data?
4.1 We use personal data for the following purposes:
To deliver the Service — distributing surveys on behalf of the school or Trust (for staff or parent surveys where the school or Trust has requested this), generating reports, and providing the school or Trust with access to their survey results. (Contract performance (Article 6(1)(b)))
To support schools and Trusts — responding to queries, providing customer support, and managing the contractual relationship with the school. (Contract performance (Article 6(1)(b)))
To improve the Service — analysing how the platform is used to improve features and user experience. This analysis uses aggregated, non-personal data. (Legitimate interests (Article 6(1)(f)))
To provide benchmark data — comparing a school’s survey results against nationally representative data. This uses aggregated and anonymised data only. (Contract performance (Article 6(1)(b)))
To communicate with you — if you have signed up to our newsletter or contacted us directly, we may send you information about our services. You can unsubscribe from marketing communications at any time. (Consent (Article 6(1)(a)))
Where the school is the data controller and we act as processor, the school is responsible for establishing its own lawful basis for the collection of survey responses.
5. Surveys involving pupils
5.1 We recognise that some survey respondents may be children. Pupil surveys are set up and managed by the school, and the school is responsible for ensuring that appropriate safeguards are in place, including obtaining any necessary consent from parents or carers where required.
5.2 We do not collect personal contact details from pupils. Pupil surveys are accessed via a link distributed by the school, and responses are anonymous.
5.3 Schools should take particular care when creating surveys for younger pupils (primary age) to ensure questions are age-appropriate and that pupils understand their responses are anonymous but that free-text answers will be seen by school leaders.
5.4 We do not use pupil data for marketing, profiling, or any purpose other than delivering the survey results to the school, and contributing to anonymised benchmarking data across all schools. Survey data insights are sometimes shared in the sector more widely – again, with all results aggregated and anonymised. No individual respondent, school or Trust is quoted or named without prior written agreement.
6. Who do we share personal data with?
6.1 We do not sell personal data to third parties.
6.2 We may share personal data with the following categories of recipient, only to the extent necessary:
The school or Trust — survey reports (containing anonymised, aggregate response data) are provided to the school or Trust that commissioned the survey. Open-ended responses are shared verbatim, alongside AI-generated summaries and word clouds.
Sub-processors — we use a limited number of third-party service providers to help us deliver the Service (for example, cloud hosting and email distribution). These providers process data only on our instructions and are bound by appropriate data processing agreements. A list of our current sub-processors is available on request.
Legal or regulatory requirements — we may disclose personal data where required to do so by law, regulation, court order, or in response to a request from a regulatory authority.
6.3 We will not share data in a form that is attributable to an individual school without that school’s permission.
7. Where do we store your data?
7.1 All personal data is stored on secure servers located within the United Kingdom or the European Economic Area.
7.2 We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or damage. These measures include encryption, access controls, and regular security assessments.
7.3 Some of our sub-processors may process data outside the United Kingdom or European Economic Area. Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or standard contractual clauses approved by the ICO. Details of any international transfers and the safeguards applied are available on request.
7.4 We hold Cyber Essentials and Cyber Assurance certification.
8. How long do we keep personal data?
8.1 Staff or parent contact details shared with us by the school for survey distribution purposes are deleted at the conclusion of the school’s contract with us. They are not used for any other purpose unless agreed in writing with the school.
8.2 Contract management data (such as the contact details of the school’s designated representative) is retained for a maximum of six years after the end of the contract, for the purposes of managing any post-contract queries or legal obligations.
8.3 Survey response data is retained for the duration of the school’s contract and for a reasonable period afterwards to allow schools to access their reports. Response data is anonymised and aggregated.
8.4 Website enquiry data (such as contact form submissions and newsletter sign-ups) is retained until you ask us to delete it or unsubscribe.
9. Use of artificial intelligence
9.1 We currently use large language models (LLMs) in certain aspects of our operations. We do not submit personally identifiable information to these models, and we have opted out of any automatic training of third-party AI models using our data. We use large language models (LLMs) to generate summaries of free-text survey responses on behalf of schools. While we take steps to minimise the submission of personally identifiable information to these models, we cannot guarantee that free-text responses provided by survey respondents will not contain personal or identifying information (see section 3.6). We process this data solely for the purpose of generating summaries for the commissioning school or Trust.
9.2 AI-generated summaries are provided to schools as a convenience and do not constitute automated decision-making. No decisions with legal or similarly significant effects on individuals are made by automated means.
9.3 We do not use survey data to train third-party AI models, and we have opted out of any automatic training features offered by our AI service providers.
10. In the event of a data breach
In the event of a personal data breach that affects data processed on behalf of a school or Trust, we will notify the affected school or Trust without undue delay and no later than 72 hours after becoming aware of the breach, in accordance with our obligations under the UK GDPR. We will provide sufficient information to enable the school or Trust to assess the breach and fulfil its own notification obligations to the ICO and affected individuals where required. For data where Education Intelligence is the data controller, we will notify the ICO directly where the breach is likely to result in a risk to individuals’ rights and freedoms.
Your rights
10.1 Under the UK GDPR, you have the following rights in relation to your personal data:
Right of access — to request a copy of the personal data we hold about you.
Right to rectification — to ask us to correct inaccurate personal data.
Right to erasure — to ask us to delete your personal data, where there is no compelling reason for us to continue processing it.
Right to restrict processing — to ask us to limit how we use your personal data.
Right to data portability — to receive your personal data in a structured, commonly used format.
Right to object — to object to the processing of your personal data, including for direct marketing purposes.
Right not to be subject to automated decision-making — not to be subject to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects.
10.2 Because survey responses are anonymous, we are generally unable to identify or retrieve an individual’s survey responses. This means that rights such as access, rectification, and erasure may not be exercisable in relation to survey response data, as we cannot link responses to specific individuals.
10.3 For data where the school is the data controller (such as survey response data and staff contact details provided for distribution), you should direct your request to your school in the first instance. We will assist the school in responding to your request.
10.4 For data where Education Intelligence is the data controller (such as website enquiries), you can contact us directly using the details in Section 12.
11. Changes to this privacy policy
11.1 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 significant, we will notify schools through the Service.
12. Contact us
12.1 If you have any questions about this privacy policy or how your personal data is handled, please contact us:
- Email: hello@schoolsurveys.com
- Post: Education Intelligence Limited, c/o Freshmill Delta House, Bridge Road, Haywards Heath, England, RH16 1UA
12.2 If you are in the European Union, you may address privacy-related enquiries to our EU representative:
EU-REP.Global GmbH, Attn: Teacher Tapp Hopfenstr. 1d, 24114 Kiel, Germany teachertapp@eu-rep.global
13. Complaints
13.1 If you are unhappy with how your personal data has been handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: www.ico.org.uk
- Telephone: 0303 123 1113
14. Governing law
14.1 This privacy policy is governed by the laws of England and Wales.
Last updated: 27.04.2026