Legal & Policies

OpenSpace Education Centre is a community education and tutoring hub based in Waterlooville, Hampshire, operated by OpenField Education Ltd.

• Data Controller: OpenField Education Ltd (trading as OpenSpace Education Centre)
• Companies House Registration: 16907056
• Registered Address: GTA Accounting, Johnsons Barns, Waterworks Road, Petersfield, GU32 2BY
• Contact: OSWaterlooville@openfieldeducation.com

We are registered with the Information Commissioner's Office (ICO) as a data controller.

When you register or enrol with us, we may collect:

• Your name and contact details (email address and phone number)
• The ages and number of your children
• Standard educational data (learning requirements, education type, subjects of interest, home ed declarations)
• Your preferences regarding sessions, days, and times
• If you are a service provider: your business name, services description, and professional profiles

To ensure the safety, wellbeing, and appropriate support of your child, we may collect highly sensitive "Special Category" data, which includes:

• Medical needs, healthcare plans, allergies, dietary requirements, and GP details
• Safeguarding flags, social worker details, legal/guardianship notes, court orders, and persons not authorised to collect
• EOTAS details, local authority information, and SEND caseworker details

Legal basis: Explicit consent (Article 9(2)(a) UK GDPR) and Substantial Public Interest for safeguarding purposes (Schedule 1, Data Protection Act 2018).

We collect limited personal data about children provided by their parent, guardian, or local authority. We do not collect personal data directly from children. We process it only for the purposes described in this policy.

We retain data in accordance with UK statutory guidelines and the Limitation Act 1980:

• Enrolled Student Records (General): Retained until the child reaches the age of 25
• Safeguarding & Child Protection Files: Retained securely until the child's 25th birthday, in line with UK statutory safeguarding best practice
• Accident & Incident Reports (Children): Retained until the child reaches the age of 21 (or age 25 if the incident relates to a safeguarding concern)
• Interest Register Data: Retained for up to 2 years from submission, or until you request deletion
• Provider Enquiry Data: Retained for 2 years from the date of enquiry
• Anonymised Data: Aggregated planning data may be retained indefinitely

We do not sell your personal data. Your data is stored and processed using secure, enterprise-grade infrastructure:

• Right to access: Request a copy of the personal data we hold about you.
• Right to rectification: Ask us to correct inaccurate or incomplete information.
• Right to erasure: Ask us to delete your data (actioned within 30 days, subject to statutory retention laws).
• Right to restriction: Ask us to restrict how we use your data.
• Right to data portability: Request your data in a structured, machine-readable format.
• Right to object: Object to processing where we rely on legitimate interests.
• Right to withdraw consent: Withdraw consent at any time — this does not affect the lawfulness of prior processing.

To exercise any right, contact us at: OSWaterlooville@openfieldeducation.com with subject line: Data Request — [Your Name]. We will respond within 30 days.

We may update this Privacy Policy from time to time. Any changes will be posted with an updated date. Where changes are significant, we will notify registered members by email.