1.0 Our policies regarding user privacy and data protection

The following are My School Portal’s policies regarding user privacy and data protection:

  • Privacy and data protection are human rights.
  • We have a duty of care to people within the scope of our business and client base.
  • Data is a liability, it should only be collected and processed when absolutely necessary.
  • We will never sell, lease, or otherwise distribute or make public your personal information.

2.0 Relevant legislation

This website is designed to comply with the following national and international legislation with regards to data protection and privacy:

By compliance with the above legislation, all of which are stringent, means that this site is likely compliant with the data protection and privacy legislation set out by many other countries and territories. If you are unsure about whether this site is compliant with your own country of residence specific data protection and user privacy legislation, you should contact our data protection officer, details of whom can be found in section 10, for clarification.

3.0 Personal information that this website collects and why

This website collects and uses personal information for the following reasons:

3.1 Site visitor tracking

This site uses Google Analytics (GA) to track user interactions. We use this data to determine the number of people using our site, to better understand how they find and use our web site and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser, and operating system, none of this information personally identifies you. GA also records your internet connections IP address which could be used to personally identify you but Google does not grant us access to this. We consider Google to be a third party data processor (see section 7 below).

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

In addition to Google Analytics, this website may collect* information (held in the public domain) attributed to the IP address of the internet connection used to access it. The information is supplied to us from Albacross Nordic AB. The Albacross system does not use your IP address to identify you, the individual, in any way.

* The Albacross system will only lookup information when a static IP address is being used.

Albacross’s privacy policy can be viewed by clicking here.

3.2 Live chat

Our site makes use of the tawk.to live chat service to allow site visitors to speak directly with a member of the My School Portal sales team via the website. The service does not collect any personally identifiable information directly, however, it makes a record of the conversations had whilst using the service to speak to a member of the team, so if any personally identifiable information is given in the chat this will be recorded.

Tawk.to’s privacy policy can be viewed by clicking here.

3.3 Contact forms and email links

Should you contact us using the contact form on our site or via an email link, none of the data you supply will be stored by this website or passed to/be processed by any of the third party data processors defined in section 7. Instead, the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by transport layer security (TLS) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet.

4.0 How we store your personal information

No data collected during your use of the website is stored on our web server and is only stored by the third party data processors mentioned in section 7 below and detailed in section 3 above.

5.0 Cookies

myschoolportal.co.uk put small files (known as ‘cookies’) onto your computer/device to collect information about how you browse the site. This enables us to understand how the site is used and to make improvements.

Cookies are used to:

  • measure how you use the website so it can be updated and improved based on your needs
  • remember the notifications you’ve seen so that we don’t show them to you again

myschoolportal.co.uk cookies aren’t used to identify you personally.

You’ll have seen a message on the site informing you that the site makes use of cookies the first time you visit the site and until such a time that you dismiss this notice. Once dismissed, you will not see this notice again unless you remove all the cookies myschoolportal.co.uk has set.

Find out more about how to manage cookies.

5.1 How cookies are used on myschoolportal.co.uk

The following section describes which cookies and how they are used on myschoolportal.co.uk.

5.1.1 Measuring website usage (Google Analytics)

We use Google Analytics software to collect information about how you use myschoolportal.co.uk. We do this to help make sure the site is meeting the needs of its users and to help us make improvements.

Google Analytics stores information about:

  • the pages you visit on myschoolportal.co.uk
  • how long you spend on each myschoolportal.co.ukpage
  • how you got to the site
  • what you click on while you’re visiting the site

We don’t collect or store your personal information (for example your name or address) so this information can’t be used to identify who you are.

We don’t allow Google to use or share our analytics data.

Google Analytics sets the following cookies:

Name Purpose Expires
_ga This helps us count how many people visit myschoolportal.co.uk by tracking if you’ve visited before 2 years
_gid This helps us count how many people visit myschoolportal.co.uk by tracking if you’ve visited before 24 hours
_gat Used to manage the rate at which page view requests are made 10 minutes


You can opt out of Google Analytics cookies.

5.1.2 Cookie Notice

You may see a pop-up cookie notice message when you first visit myschoolportal.co.uk. We’ll store a cookie so that your computer knows you’ve seen it and knows not to show it again once you have dismissed the message.

Name Purpose Expires
cookieconsent_status Saves a status to let us know that you’ve seen our cookie message 1 year

5.1.3 Website Security (WordFence)

The website uses a security tool called WordFence that is used to protect the site against malicious attacks. The data collected by use of these cookies is only used to protect myschoolportal.co.uk and has no other purpose.

Name Purpose Expires
wordfence_verifiedHuman Wordfence cookie used to verify if the visitor is a bot or human. 1 day
wfvt_165670614 Wordfence cookie used to track page views so that view can be grouped together. 30 minutes

5.1.4 Live Chat facility (Tawk)

We use a third-party live chat facility provided by Tawk. This live chat facility store several cookies to allow it to operate and function, without these cookies the live facility would not function.

Name Purpose Expires
TawkConnectionTime Used to identify and track visitors to help chat agents to communicate with users. Browser session
Tawk_59df325c4854b82732ff515e Used to identify and track visitors to help chat agents to communicate with users. 10 years
__tawkuuid Used to identify and track visitors to help chat agents to communicate with users. 10 years
ss Used to identify and track visitors to help chat agents to communicate with users. Browser session

6.0 About this website’s server

This website is hosted by Amazon Web Services (AWS) with an EU based data centre located in Dublin, Ireland. Details on AWS’s security can be found in the security section of the AWS website here.

7.0 Our third-party data processor

We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 2.0. These data processes are:

Of the above, Google is located outside the EU but are EU-U.S. Privacy Shield compliant.

8.0 Data breaches

We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

9.0 Data controller

The data controller of the website is: Online New Media Limited t/as mso, a UK Private Limited Company with company number 3824328.

Registered office is:

The Old Granary,
Malt House Farm,
Green Street Green Road,

10.0 Data Protection Officer

Mr. Andrew Dixon

Technical Director, mso

Telephone: 01474 704400

Email: andrew.dixon@mso.net

11.0 Change to our privacy policy

This privacy policy may change from time to time in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the changelog below.

11.1 Changelog


Date Updated Authors Purpose
01/03/2018 Andrew Dixon Updated policy for GDPR implementation.
11/01/2019 Matthew Fletcher/

Margaret Muileboom

Minor grammar corrections/rebranding.