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Last Updated: 6 June 2025
At Think4ward, we are committed to protecting the privacy and personal data of our users, including young people aged 11-18, their parents, carers, and professional referrers. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws. By using our website or services, you agree to the practices outlined in this policy.
1. Who We Are
Think4ward is an alternative provision provider dedicated to supporting young people aged 11-18 who face challenges accessing mainstream education and life skills. Our registered address is:
Think4ward
123 Education Lane, London, UK
Email: info@think4ward.co.uk
Phone: 01234 567 890
For data protection queries, please contact our Data Protection Officer at info@think4ward.co.uk.
2. Information We Collect
We collect personal information to deliver our services, process referrals, and improve your experience. The types of data we may collect include:
Personal Identifiers: Names, addresses, phone numbers, email addresses, and dates of birth (e.g., from referral forms).
Sensitive Personal Data: Information about special educational needs, health, safeguarding concerns, or care status (e.g., for students or their families).
Professional Details: Referrer information, such as school or local authority contact details.
Website Usage Data: IP addresses, browser types, and pages visited, collected via cookies or analytics tools.
Documents: Referral forms, behaviour plans, IEP/EHC Plans, attendance certificates, or other supporting documents submitted to us.
We only collect data that is necessary for our services and lawful purposes.
3. How We Collect Your Information
We collect information through:
Direct Interactions: When you submit a referral form, contact us via email or phone, or engage with our programmes.
Website Forms: When you download or upload referral forms or use contact forms on our website.
Automated Technologies: Cookies and analytics tools that track website usage (see Section 8 for details).
Third Parties: Schools, local authorities, or other professionals providing referral-related information.
4. How We Use Your Information
We use your personal data to:
Process and assess referrals for our alternative provision programmes (e.g., Real Talk – Real Skills, LeapActive, ArtBeat, Moving On).
Provide tailored support to students, including matching them with mentors.
Communicate with referrers, parents, or carers about programme participation or updates.
Ensure safeguarding and comply with legal obligations (e.g., reporting to local authorities).
Improve our website and services through analytics.
Respond to enquiries or complaints.
We process data based on the following lawful bases under the UK GDPR:
Consent: Where you have given clear consent (e.g., for marketing emails).
Contract: To fulfil our services (e.g., processing referrals).
Legal Obligation: To comply with safeguarding or regulatory requirements.
Legitimate Interests: For website analytics or service improvements, where your rights are not overridden.
5. Sharing Your Information
We may share personal data with:
Internal Staff: Mentors or administrative staff involved in delivering our programmes, under strict confidentiality agreements.
Third Parties: Schools, local authorities, or safeguarding agencies, where necessary for legal or service-related purposes.
Service Providers: Trusted partners for IT, analytics, or hosting (e.g., website hosting or email services), who are UK GDPR-compliant.
Regulators: To comply with legal obligations (e.g., Ofsted or the Information Commissioner’s Office).
We do not sell or share your data for marketing purposes with third parties.
6. Data Storage and Security
We store personal data securely using industry-standard measures, such as encryption, access controls, and regular security audits. Data is stored on servers located in the UK or within the European Economic Area (EEA). If data is transferred outside the EEA, we ensure appropriate safeguards, such as Standard Contractual Clauses.
We retain personal data only for as long as necessary, typically:
Referral and programme data: 7 years after a student’s participation ends, in line with safeguarding and educational record requirements.
Website analytics: Up to 2 years, unless anonymised.
Enquiries: 1 year, unless further action is required.
After retention periods, data is securely deleted or anonymised.
7. Your Data Protection Rights
Under the UK GDPR, you have the right to:
Access: Request a copy of your personal data.
Rectification: Correct inaccurate or incomplete data.
Erasure: Request deletion of your data, where applicable.
Restriction: Limit how we process your data in certain circumstances.
Objection: Object to processing based on legitimate interests (e.g., analytics).
Data Portability: Receive your data in a structured, machine-readable format.
Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.
To exercise these rights, contact us at info@think4ward.co.uk. We will respond within one month, though complex requests may take longer. If you are unsatisfied, you can complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.
8. Cookies and Website Tracking
Our website uses cookies to enhance functionality and analyse performance. Cookies may collect data such as IP addresses, browser types, and pages visited. You can manage cookie preferences through your browser settings or our cookie consent tool. For more details, see our Cookie Policy.
9. Third-Party Links
Our website may include links to third-party sites (e.g., local authority resources). We are not responsible for their privacy practices. Please review their policies before sharing personal data.
10. Children’s Privacy
As we work with young people aged 11-18, we take extra care to protect their data. We collect sensitive information (e.g., health or safeguarding details) only with parental consent or through professional referrers, and we process it strictly for programme delivery and legal compliance.
11. Changes to This Policy
We may update this Privacy Policy to reflect legal or operational changes. Updates will be posted on this page with the revised date. Significant changes will be communicated via email or website notices.
12. Contact Us
For questions about this Privacy Policy or our data practices, please contact:
Think4ward
Email: info@think4ward.co.uk
