School documents · Pack 2026-08-29

Parent and carer privacy notice — school template

Copy-and-adapt wording for the school website or welcome pack, naming Five Wells as a processor.

Who it is for: SBMs, DPOs, headteachers
How to access it: Public template. Replace the bracketed fields. Publish it on the school site; do not treat this page as your finished notice.

This pack describes how Five Wells Education designs and operates the platform so schools can complete their own due diligence. It is not legal advice. The school remains the data controller for pupil and staff data it places in the product. A solicitor or DPO should review processing before go-live.

How to use this template

Paste the sections below into your existing parent privacy notice (or a new page). Keep your DPO contact and your own lawful basis. Turn off any bullet that does not match modules you have enabled.

Replace: [School name], [DPO name and email], [MAT name if any]. Delete unused optional modules before you publish.

Suggested wording

[School name] uses Five Wells Education as a data processor to run a recognition (credits), optional Five Wells Journey, and optional SEND Progress Tracker for pupils. We are the data controller. Five Wells hosts the software and must follow our instructions and UK GDPR.

What we record: pupil name, class, staff-awarded credits and notes, certificates, and login details for staff, pupils, and (if invited) parents/carers.
Optional — Journey: in-app activities, teacher tasks, and making-proof (a photo the pupil uploads, or a record that they will show work in class).
Optional — Photo Memories: photos staff upload in school-scoped storage.
Optional — wellbeing pulse and peer nominations: pastoral check-ins and nominations, visible to authorised staff, not a behaviour score.
Optional — pupil Well helper: a labelled computer (AI) helper on the pupil home. Off unless we enable it. It is not counselling. Distress questions tell the pupil to speak to a trusted adult and do not go to the AI model.
Optional — SEND Tracker: IEP/ISP targets, progress, provision, and (if used) EHCP excerpts and staff voice-note transcripts. This is not our safeguarding log.
Optional — Wonde MIS sync: names, classes, and impact flags we already hold in the MIS. Safeguarding, medical, ethnicity, and photos are not imported.
Optional — public leaderboard/signage: a tokenised corridor URL. We [do / do not] use initials-only mode.
Optional — staff AI drafts (lesson planner or SEND drafting): text a staff member submits may be sent to Google Gemini to produce a draft. Staff must review drafts. We [have / have not] enabled this.

Rights and contact

Parents and pupils should contact [School name] first to exercise UK GDPR rights (access, rectification, erasure where it applies, objection). Our DPO is [DPO name and email]. Five Wells will not change a pupil record on a parent email without the school’s instruction. Sub-processors and security measures are listed at https://www.fivewellseducation.com/legal (or your live Five Wells /legal URL).

All school documents ·