These terms explain how Cox Green School communicates with parents and carers. They should be read alongside the school’s Privacy Notices which are located on the Our Policies page.

Why we contact you

Cox Green School contacts parents and carers to support students’ education, attendance, progress, behaviour, health, safety and wellbeing. Communications may also concern school arrangements, appointments, activities, closures, emergencies and other matters relevant to your child’s education.

We use contact details provided to the school and may communicate by telephone, email, text message including RCS, WhatsApp, letter or school-approved applications and messaging services.

Our legal basis

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

For necessary school communications, we generally rely on Article 6(1)(e) of the UK GDPR: processing necessary to perform a task in the public interest or exercise official authority. This supports our responsibilities as an academy to provide education and safeguard students.

Where processing is necessary to comply with a specific legal duty, we rely on Article 6(1)(c): legal obligation.

These communications do not depend on your acceptance of these terms or your consent to receive marketing.

Communication preferences

Please keep your contact details up to date and tell us about any communication needs, relevant court orders or safety concerns affecting contact arrangements.

You may request an alternative communication method. Where we offer optional messaging channels, such as WhatsApp, you may ask to stop receiving messages through that channel. We may still need to contact you by another appropriate method to fulfil our responsibilities.

Marketing and optional messages

Purely administrative school messages are distinct from direct marketing. Where we send promotional or fundraising communications, we will comply with the applicable marketing rules, obtain consent where required and provide an appropriate way to opt out.

Privacy and your rights

We use personal information only where lawful, necessary and proportionate. Information shared with parents and carers will take account of students’ rights, confidentiality, safeguarding considerations and applicable legal restrictions.

You have rights under data protection law, including the right to object to processing based on public task. We will consider objections individually; this does not automatically prevent necessary school communications.

Our Privacy Notices explain how we use, share and retain information, your rights, and how to contact the school’s Data Protection Officer or raise a complaint.

Using school messaging services

Please communicate respectfully and use the school’s published procedures for reporting absences, raising concerns and making complaints. Messaging services may not be monitored continuously and should not be relied upon for emergencies.