Policies and procedures

Policies and procedures

Most of our policies and procedures can be found on our academies’ websites.

GEMS Learning Trust policies can be viewed below:

Equality and Diversity Statement

GEMS Learning Trust Freedom of Information Charging Policy

Whistle-Blowing Policy

GEMS Learning Trust Governance Board Arrangements

GLT Local Academy Board Handbook

Assets and Disposal Policy

Directors expenses Policy and claim form

GLT LGPS Discretion Policy

GLT Reserves Policy 

GLT Data Protection Policy

Privacy notice

Privacy Notice – Data Protection Act 1998, updated July 2017, for the parent body and  academy workforce employed or otherwise engaged to work at a GEMS Learning Trust academy.

Your Personal Data

What we need

The GEMS Learning Trust will be what’s known as the ‘Controller’ of the personal data you provide to us. We only collect basic personal data about you which does not include any special types of information or location based information. This does however include name, address, email etc.

Why we need it

We need to know your basic personal data in order to provide you with essential and/or useful information relating to your child or your employment with us. We will not collect any personal data from you we do not need in order to ensure the safety and wellbeing of your child or to ensure we meet our employer obligations.

What we do with it

All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union. No 3rd parties have access to your personal data unless the law allows them to do so.

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data. More information on this framework can be found in our Data Protection Policy.

How long we keep it

We are required under UK tax law to keep employees’ basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Any information used for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. More information on our retention schedule can be found in our Data Protection Policy.

What we would also like to do with it

We would however like to use your name and email address to inform you of future information that might be of use to you. This information is not shared with third purposes and you can unsubscribe at any time via phone, email or our website.

What are your rights?

If at any point you believe the information we process on you is incorrect you request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).

  • Our Data Protection Officer is Jodie Croft and you can contact her at gemslearningtrust@gemseducation.com

The collection of this information will benefit both national and local users by:

  • improving the management of school workforce data across the sector
  • enabling a comprehensive picture of the workforce and how it is deployed to be built up
  • informing the development of recruitment and retention policies
  • allowing better financial modelling and planning
  • enabling ethnicity and disability monitoring
  • supporting the work of the Pay Review Panel

We are required to pass on some of this data to the Department for Education (DfE).

If you require more information about how the DfE store and use this data please visit the following website:


We will not give information about you to anyone outside the academies, GEMS Learning Trust or the DfE without your consent unless the law and our rules allow us to.