Privacy Statement

Collection and Use of Personal Information

Personal information is data that can be used to identify or contact a single person.

By using the Free School Meal Eligibility Checking service you are agreeing to provide your personal data for the purpose of free school meal claims and any possible associated benefits (e.g. free travel to school, uniform grant, free school milk). Such data will be accessible only to authorised administrators within the relevant school and/or Local Authority and may be used to review eligibility in future.

The user account used and/or created during the eligibility checking process is issued by Atomwide who undertakes to store these details in a secure manner and in full compliance with the Data Protection Act. Safeguarding usernames and passwords issued to the parent user is the user’s responsibility and Atomwide cannot be held responsible for any security breach occurring from the user intentionally or inadvertently making their login credentials known to any third party.

Anyone contacting Atomwide directly may be asked to provide personal information for the purpose of identity verification. When responding to telephone enquiries, Atomwide reserves the right to ask for an OTP (One Time Password) code to verify the identity of the caller, if it is known that the caller should possess such a device. All calls to Atomwide's Service Desk and mainline numbers are recorded for quality assurance and Data Protection purposes. Atomwide publishes service announcements from time to time, and is proactive about ensuring that its users receive timely information about, and ready access to, new developments wherever possible.

Here are some examples of the types of personal information Atomwide may collect and how we may use it.

What personal information we collect

  • The information for generating user accounts, such as names and contact details, is provided by participating schools and parents, with their full agreement.
  • This is done via a range of different methods whose explicit purpose is to provide the correct level of service to school staff, pupils, and parents.

How we use your personal information

  • Unified Sign On (USO) services are provided for educational use only and to validate that the user is the correct and proper person that is allowed to access pupil data, teaching and learning resources and managed school services. Commercial use is prohibited without written agreement. Under all circumstances, the use of USO resources including, but not limited to, USO-FX, myUSO and myDrive to distribute copyrighted material, or distribute or link to any other content that might be considered inappropriate for an education environment, or that may be infringing copyright elsewhere, is strictly forbidden.

Cookies and Other Technologies

Some USO websites use cookies in order to manage authentication and/or to hold user preferences between sessions. No personal information is collected using cookies, and cookie data is never shared with third parties.

If you want to disable cookies please check with your computer or mobile device provider to find out how to disable cookies. Please note that certain features of the Atomwide website will not be available once cookies are disabled.

As is true of most internet services, we gather some information automatically and store it in log files. This information includes Internet Protocol (IP) addresses, browser type and language, Internet service provider (ISP), referring and exit websites and applications, operating system, date/time stamp, and clickstream data.

We use this information to understand and analyse trends, to administer the site, to learn about user behaviour on the site, to improve our product and services, and to gather demographic information about our user base as a whole.

Disclosure to Third Parties

Data is never disclosed to third parties except for the provision of educational services and only to organisations with whom participating schools are in explicit agreement to such services being provided and relevant data being made available. Data regarding free school meal eligibility in particular is disclosed only to suitably authorised individuals in participating schools and Local Authorities to facilitate the processing of free school meals and possible related benefits.

Others

It may be necessary − by law, legal process, litigation, and/or requests from public and governmental authorities within or outside your country of residence − for Atomwide to disclose your personal information. We may also disclose information about you if we determine that for purposes of national security, law enforcement, or other issues of public importance, disclosure is necessary or appropriate.

Protection of Personal Information

Atomwide handles personal and sensitive data relating to pupils and staff at UK schools, staff working for various Local and Regional Authority agencies, and staff of some third party companies that support these establishments. Atomwide is diligent in its protection of that data against any unauthorised access or usage, and compliance with both the legal and moral aims of the Data Protection Act is an essential element of that protection.

To this end, Atomwide retains an audit trail of changes made to personal data, whether via the Support Site, the my.uso.im service, any other USO-integrated service, or by direct request. Most requests or enquiries relating to personal data, and/or mass data, can only be accepted via instructions submitted online using an appropriately authorised USO account.

Integrity and Retention of Personal Information

Atomwide makes it easy for you to keep your personal information accurate, complete, and up to date. We will retain your personal information for the period necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law.

Access to Personal Information

You can help ensure that your contact information and preferences are accurate, complete, and up to date by contacting your child's school.

For other personal information we hold, we will provide you with access for any purpose including to request that we correct the data if it is inaccurate or delete the data if Atomwide is not required to retain it by law or for legitimate business purposes. We may decline to process requests that are frivolous/vexatious, jeopardize the privacy of others, are extremely impractical, or for which access is not otherwise required by local law. Access, correction, or deletion requests can be made via your local Nominated Contact.

Our Companywide Commitment to Your Privacy

To make sure your personal information is secure, we communicate our privacy and security guidelines to Atomwide employees and strictly enforce privacy safeguards within the company.

London Grid for Learning's Commitment to Your Privacy

In relation to processing of free school meal data received from the DfE Eligibility Checking Service, LGfL (The London Grid for Learning), supported by Atomwide, is acting as the data processor on behalf of the relevant Local Authority, which retains the role of Data Owner for that data. The terms “data processor" and "data controller" shall have the meanings given in Data Protection Act 1998. The Data Owner agrees that LGfL can share the results of the free school meal eligibility check with the school that the eligible applicant’s child attends.

For additional information on LGfL's privacy and security policies please visit www.policies.lgfl.net.

Privacy Questions

If you have any questions or concerns about Atomwide’s Privacy Policy or data processing or if you would like to make a complaint about a possible breach of local privacy laws, please contact us by phone by calling 01689 814700.

All such communications are examined and replies issued where appropriate as soon as possible. If you are unsatisfied with the reply received, you may refer your complaint to the relevant regulator in your jurisdiction. If you ask us, we will endeavour to provide you with information about relevant complaint avenues which may be applicable to your circumstances.

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