Privacy Notice
Draft - pending legal review. Placeholders will be completed before launch.
Who we are
SchoolProof is operated by Alacria Limited, a company registered in England and Wales, company number 17395232. We provide compliance software for schools, including the free Martyn's Law readiness checker. Contact for privacy matters: hello@schoolproof.co.uk.
What we collect
When you use the readiness checker we collect: your school's name and type, approximate pupil numbers, your answers to the assessment questions, and the contact email address you provide. We may occasionally use that address to tell you about significant changes to the official guidance or to this service; every such email includes a simple way to opt out, and we stop straight away if you do. Our systems also record standard technical logs (IP address, browser type, pages visited) and an audit trail of actions taken in the service. We do not collect any information about individual pupils, and we ask you not to include personal data in any free-text fields.
Why we collect it
We use this information to generate and email your readiness report and resume link; to follow up with you about SchoolProof products relevant to the assessment you completed (you can object at any time); to improve the service, including anonymised aggregated statistics; and to meet our legal obligations.
Marketing
If you complete the checker we may email you about SchoolProof's Martyn's Law module and closely related school compliance products. Every email includes an unsubscribe link. We do not sell or rent your details to anyone.
Who we share it with
Our hosting provider (Microsoft Azure, UK data centres) and our email delivery provider (Microsoft Azure Communication Services), each acting under contract as our processor. We do not share your information with any other third party unless required by law. Schools and trusts using SchoolProof for their own staff and visitor data are the controller of that data and we are their processor; our Your data page sets out where it lives, how long it stays, and has our data processing agreement to download.
Where a school's diocese, academy trust, federation or local authority uses SchoolProof, it can see the school's readiness status: which of the five steps the school is on, its audit rating and score, and counts such as procedures documented and drills run. It never sees what the school entered: no audit answers, documents, staff names or drill findings. A trust always sees its academies, as the legal entity responsible for them. Any other school can turn this off under School details.
Where it lives and for how long
Data is stored in the United Kingdom (Microsoft Azure UK South). We keep checker data for 24 months from your last activity, then delete or anonymise it, unless you have become a SchoolProof customer, ask us to delete it sooner, or we are required to keep it longer by law.
Your rights
You can ask us for a copy of your data, ask us to correct or delete it, object to our use of it (including marketing), or ask us to restrict processing. Email hello@schoolproof.co.uk and we will respond within one month. You can also complain to the Information Commissioner's Office (ico.org.uk).
Visitor sign-in
Some schools use SchoolProof to sign visitors in at the school office. If you sign in at a school this way, the school records your name, the organisation you give, who you are visiting, when you arrived and left, and (if the school asks for it) your car registration. The school is the data controller for that record; it is used for site safety and evacuation, and it is deleted automatically after the period stated on the school's poster (12 months unless the school sets otherwise). We process it on the school's behalf and never use it for marketing. To exercise your rights over it, contact the school.
Staff sign-in
Schools can also switch on a staff evacuation register, where staff tap in when they arrive and out when they leave. It records the person's name and the times for the current day, visible to the school office in the same way as a signing-in book, and it is deleted automatically after 31 days. It exists so the school can account for everyone in the building in an evacuation; SchoolProof provides no reports of hours worked and it is not an attendance system. The school is the data controller for these records.
Cookies
The service uses only the cookies strictly necessary for it to function. We do not use advertising or cross-site tracking cookies. To understand how the public pages are used we count page views with a code made from a random daily value, your IP address and browser type; it changes every day, cannot be turned back into you, and is deleted after 90 days. The visitor sign-in page sets two cookies: one so the same page can sign you out, and one so a regular visitor's name is remembered on their own phone for next time.
Last updated: 9 October 2026