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Privacy Policy

Cortex Online Academy – Privacy Policy

Last updated: January 2026

Introduction

Cortex Online Academy (“the Academy”) is committed to protecting the privacy and personal data of pupils, parents, staff, and users of our website and learning platforms. This Privacy Policy explains how we collect, use, store, and share personal data in compliance with the Data Protection Act 2018 and UK GDPR.

By using our website, platforms, or enrolling a pupil, you consent to the practices described in this policy.

Data Controller

The data controller for personal data processed through our services is:

  • Cortex Online Academy LTD
  • UK-based online homeschooling provider

Company Number: 16943362

Email: privacy@cortexonlineacademy.net

Telephone: +44 (0) 20 3867 9961

Website: https://www.cortexonlineacademy.net

Data We Collect

We may collect the following types of personal data:

Pupil Data:

  • Name, date of birth, address, contact details
  • Academic records, progress reports, examination results
  • Health and safeguarding information where required

Parent / Guardian Data:

  • Name, email, phone, billing and payment information

Staff / Tutor Data:

  • Professional qualifications, DBS checks, employment history
  • Contact details and payroll information

Technical Data:

  • IP addresses, device information, login activity, cookies, and usage data

How We Use Personal Data

Personal data is processed for the following purposes:

  • To deliver educational services and support learning
  • To communicate with pupils, parents, and staff regarding courses, updates, and
    administrative matters
  • To monitor pupil progress and provide feedback
  • To comply with legal obligations, safeguarding, and child protection
  • To improve our website and online platforms using analytical tools

We only process personal data when we have a lawful basis, including contractual necessity,
legal obligations, or consent where applicable.

Data Sharing

Personal data may be shared with:

  • Regulatory bodies, exam boards, and inspection authorities
  • Safeguarding or health professionals as required for pupil welfare
  • Payment processors or IT service providers for operational purposes
Data will never be sold or shared for marketing purposes without consent.

Cookies and Online Tracking

The Academy uses cookies and similar technologies on our website and platforms. Please see our Cookies Policy for details on types of cookies, how they are used, and how to manage them.

Data Retention

Personal data is retained only as long as necessary to provide educational services and
comply with legal obligations.

  • Academic records and safeguarding files are retained in line with statutory requirements.
  • Administrative and financial records are retained for the period required by law.

Your Rights

Under UK GDPR, you have rights including:

  • Access to your personal data
  • Correction of inaccurate data
  • Request deletion or restriction of processing
  • Object to processing for legitimate reasons
  • Data portability where applicable
Requests should be made in writing to  privacy@cortexonlineacademy.net.

Data Security

The Academy implements industry-standard technical and organisational measures to protect personal data, including:

  • Encryption and secure storage
  • Access controls and authentication
  • Regular security audits

While we take all reasonable precautions, no online system is completely secure, and we
cannot guarantee absolute protection from unauthorised access.

Safeguarding and Confidentiality

Special category data, such as safeguarding or health information, is processed in accordance with UK law. Access is restricted to authorised staff with a legitimate purpose.

Policy Updates

This Privacy Policy may be updated periodically to reflect changes in legislation, services, or
guidance from relevant authorities, including the Information Commissioner’s Office (ICO).
Significant changes will be communicated via email or posted on the Academy website.

Contact

For questions, concerns, or to exercise your data rights, contact:

Phone Number: +44 (0) 20 3867 9961

Email: privacy@cortexonlineacademy.net