Privacy Notice
Last updated 16 October 2026
This notice is for school and trust staff who sign in to CollectPerform. It explains what we hold about you, why, and who decides what happens to it.
1. Who is responsible for your data
This is the part that matters most, because it determines who you go to.
- Your school or trust is the data controller. They decide that CollectPerform should be used, who gets an account, what is recorded about your teaching, and how long it is kept.
- Examal Solutions Ltd is the data processor. We build and run the software and act on your school's instructions. We do not decide what is recorded about you, and we do not use your information for our own purposes.
In practice: if you want to see, correct or challenge what is held about you, ask your school or trust first. They hold the decision. We will help them respond.
2. What we hold about you
| Category | Detail |
|---|---|
| Identity and contact | Your first and last name, and your work email address. |
| Employment context | The school or schools you are attached to, your job title, your assigned role, and the year level you teach where recorded. |
| Account security | An encrypted, one-way hash of your password. We cannot read your password, and neither can anyone at your school. |
| Lesson observation records | Observations of your teaching: who observed, when, the template used, narrative comments on strengths and areas to develop, and the categories tagged against them. |
| Activity record | An audit trail of significant actions taken in the system, so your school can see who changed what and when. Passwords are explicitly excluded from this record. |
CollectPerform holds no information about pupils. It is a tool for recording teaching practice, and no child's personal data is entered into it.
3. Lawful basis
The lawful basis belongs to your school, not to us. Ordinarily a school relies on public task for performance management of teaching staff, and on your contract of employment for the employment relationship itself.
Your school's own staff privacy notice is the authoritative statement, and it is the one to read for the detail. If the two ever appear to disagree, your school's notice governs.
4. Where your data is held
All of it stays in the United Kingdom. CollectPerform runs on Amazon Web Services in the London region, the database is encrypted at rest, and it is not reachable from the public internet. There is no replication to any other country, and no routine international transfer of your personal data takes place.
5. Who else can see it
- Staff at your school or trust, according to the permissions your school grants. Someone who leads one school cannot see another school's data.
- Amazon Web Services, as our hosting sub-processor. AWS stores the data but does not access or use it.
- Examal Solutions staff, only where necessary to support or fix the service, and under the agreement we hold with your school.
We do not sell your data, and we do not share it for advertising or profiling.
6. How long it is kept
The records belong to your school, so your school sets how long they are kept. Unless they ask us for something different, these are the periods the software applies on its own, pruning once a night:
| Record | Deleted after |
|---|---|
| Completed observations and their assignments | 3 years |
| Observations that were cancelled or never completed | 1 year |
| The activity record of who changed what | 1 year |
| Staff and school records your school has deleted | 30 days, then destroyed |
Deleting a member of staff does not remove them immediately. For 30 days the record can be restored, which is there to undo a mistake; after that it is destroyed and cannot be recovered. If your school needs a record gone sooner than that, they can ask us.
A school may need to keep observation records for longer than three years — for example where one forms part of a capability or grievance process. That is your school's decision and their own retention schedule governs it.
If your school stops using CollectPerform
Their data stays available for 30 days after the contract ends, so they have time to export anything they need to keep. After that we delete it. If a school would rather it went immediately, they can ask us and we will delete it straight away instead of waiting.
Either way the school decides. We will not delete anything early without being asked, and we will not keep it beyond the 30 days without being asked.
7. Your rights
You have the right to be informed, to request access to your data, to have inaccurate data corrected, and in some circumstances to request erasure, restriction or objection. Because your school is the controller, exercise these rights with your school — they will instruct us and we will act on that instruction.
If you are not satisfied with how your school handles this, you can complain to the Information Commissioner's Office at ico.org.uk.
8. Automated decision-making
CollectPerform does not make automated decisions about you and does not profile you. The reporting features summarise observations that people have recorded; they do not generate judgements on their own, and any conclusion drawn from them is drawn by a person at your school.
9. Contact
For anything in this notice, or to ask a question about how CollectPerform handles your data, write to hello@examalsolutions.com.
Examal Solutions Ltd is registered in England and Wales, company number 17413625. Our registered office is 85 Marlborough Avenue, Hull, HU5 3JU.
Remember that for anything about your own record — seeing it, correcting it, asking for it to be removed — your school is the one to approach. They hold the decision and we act on their instruction.
See also our Cookie Statement.