Effective date: 25 October 2026
Last updated: 31 October 2026
1. About Oakvale Academy
Oakvale Academy is a fictional Roblox roleplay school operated by Richard Moore and Alana Moore, who use these names for roleplay purposes. We are not a real school, and we do not claim to be one or impersonate a real educational institution.
This Privacy Policy explains what information we collect through our website and forms, how we use it, who can access it, and how you can contact us about your personal information.
We aim to handle information responsibly and to be clear about how our website operates.
2. What Information We Collect
We collect information that you choose to provide when using our website and submitting forms.
This may include:
- Your roleplay name.
- Your email address.
- Your answers to Careers Form questions.
- Your Roblox and Discord usernames and user IDs where these are provided for staff account creation or staff records.
- Messages submitted through our Contact Us form.
- Information needed to manage applications and website accounts.
We do not ask applicants to provide their real names as part of the Careers Form. Applicants should use fictional roleplay names that they are comfortable sharing.
We do not automatically retrieve Roblox or Discord account details. These details are provided by the individual.
Our website does not currently use analytics or visitor-tracking tools. However, our website hosting or other service providers may generate technical logs as part of operating and securing their services.
3. How We Use Your Information
We use the information submitted to us for purposes connected with operating Oakvale Academy, including:
- Reviewing and assessing staff applications.
- Contacting applicants about their applications.
- Sending application status updates and reference information by email.
- Communicating with applicants through email or Discord where appropriate.
- Creating and administering staff website accounts.
- Maintaining staff records and managing changes to staff membership.
- Responding to questions and messages submitted through our Contact Us form.
- Maintaining the security and operation of our website.
Application information is used for Oakvale Academy's roleplay and staff recruitment activities. We do not intend to use applicants' personal information for unrelated purposes.
4. Careers Forms and Application Emails
When you submit a Careers Form, your answers are submitted directly through our website and stored in our database.
Authorised members of the Executive Leadership Team (ELT) and Staffing and Recruitment team can access application information for recruitment purposes.
Application emails may contain your roleplay name, application reference and application status. They are not intended to contain your full application answers.
Applicants may reapply following a rejection, depending on available vacancies and the requirements of the relevant role.
We may contact applicants by email or Discord, depending on the circumstances. Discord is not used for every application.
5. Who Can Access Your Information?
Access to application information is restricted to authorised members of the ELT and Staffing and Recruitment team who need it for their responsibilities.
Application and contact information is intended to remain within the authorised Oakvale Academy team. We do not publish applicants' private email addresses.
Only school email addresses belonging to the Senior Leadership Team (SLT) are intended to be publicly listed. General staff members' school email addresses are not publicly listed.
We use third-party service providers to operate parts of our website and communications. These providers may process information where necessary to provide their services.
6. Website Accounts and Staff Records
Website account creation is handled separately by Aaron Reed, a roleplay name. New account holders are required to change their password when they first log in.
Passwords should not be accessible to staff in readable form. Account access is managed separately from the Careers Form application process.
Where a staff member resigns or is removed from the team:
- Their Roblox and Discord usernames and user IDs are intended to be removed from the relevant staff database records.
- Their school email account is suspended.
- Their website account is suspended.
- Their application and former account records may remain stored.
Suspending an account does not necessarily delete the records associated with it. Retention of those records remains subject to this policy and any applicable data-protection requirements.
7. Contact Us Form
Messages submitted through the Contact Us form are stored in the website database.
We intend to use these messages to respond to enquiries and direct them to the appropriate people within Oakvale Academy. Some routing features, such as automatically sending particular enquiries to the relevant staff team, may be introduced as the website develops.
Please avoid including unnecessary personal or sensitive information in a message.
8. How Long We Keep Information
At present, application records and Contact Us messages may remain in the database indefinitely, including after an application has been rejected or withdrawn, unless the database is wiped.
We recognise that retaining information indefinitely may not be appropriate in every circumstance. Information should only be retained for as long as there is a valid reason to keep it, subject to applicable legal requirements.
Our current database setup does not allow Oakvale Academy staff to delete individual records directly. A full database wipe would affect other people's records as well. If you request deletion, we will consider your request and explore what action is possible.
This technical limitation does not mean that you automatically lose any rights you may have under applicable data-protection law. We will review requests individually rather than promise that deletion is always possible.
9. Cookies and Website Tracking
Oakvale Academy does not currently use analytics or visitor-tracking tools. The website may use essential cookies or similar technologies where needed for its basic functions, such as account access.
Hosting providers may also process technical information as part of delivering and protecting their services.
10. Third-Party Services and International Data
Oakvale Academy uses external services to support its operations, including:
- Dango Web Solutions: email services used to host Staff + Automated Emails.
- Website hosting and VPS services: hosting and operating the website and its database.
- Google Workspace: internal staff work and staff documents. Applicant applications are stored in the website database rather than being used as Google Workspace staff documents.
These providers may process certain information as necessary to deliver their services.
Some data may be stored or processed outside the United Kingdom. We have been informed that relevant safeguards are in place, although the exact transfer mechanism has not been confirmed for this policy. We will seek to ensure that any international transfers are handled in accordance with applicable data-protection requirements.
11. Keeping Information Secure
We take steps to protect information held by Oakvale Academy.
The website database is hosted on a password-protected VPS, alongside security measures provided by the hosting service. Access to application information is restricted according to staff responsibilities.
The website's application review system allows authorised staff to review submitted applications. Separately, only two authorised administrators have access to the function that can wipe the full database.
No online system can be guaranteed to be completely secure. If we become aware of a suspected data breach, the responsible team will investigate, take appropriate steps to secure the information and notify affected people or relevant authorities where required.
The Schools Operations Manager and Richard Moore are responsible for helping respond to data-security incidents.
12. Automated Application Screening
Applications are currently reviewed and decided upon by staff.
Oakvale Academy may introduce automated screening to identify applications containing material such as racist language, hate speech, threats, harassment, abusive content, inappropriate material, spam or deliberately unserious submissions.
Any future automated screening will be explained in accordance with the way it is implemented. Where an application is automatically rejected, an applicant may request a human review by contacting an SLT member using the details on the staff page.
Automated screening features should not be understood as active unless they have actually been implemented on the website.
13. Your Privacy Rights
Depending on the circumstances and applicable law, you may have rights concerning your personal information. These may include the right to:
- Request access to personal information held about you.
- Ask for inaccurate information to be corrected.
- Request deletion of information where the relevant legal conditions are met.
- Ask for certain processing to be restricted or object to it where applicable.
- Withdraw consent where processing genuinely relies on consent.
- Raise concerns about how your information is handled.
Submitting an application or agreeing to this Privacy Policy does not automatically remove these rights.
Applicants cannot withdraw an application after submission. Following the application results, applicants may contact the Data Protection Officer using the details in Section 14 to request the removal of personal information they provided through the application. Requests will be considered in line with applicable data-protection requirements and the technical limitations described in this policy.
Our current technical setup limits our ability to delete individual database records. We will consider requests individually and explore what action is possible. A request will not automatically be refused simply because it is inconvenient, and we will explain our response where appropriate.
14. How to Contact Us About Privacy
If you have a question about this policy, want to access or correct your information, want to request removal of information following your application results, or want to make another privacy request, you can contact Oakvale Academy using any of the following methods:
- Privacy email: legal@oakvaleacademy.co.uk
- School Operations Manager: areed@oakvaleacademy.co.uk
- Data Protection Officer: DPO@oakvaleacademy.co.uk
- Website: Use the Contact Us page on the Oakvale Academy website.
The Executive Leadership Team and Schools Operations Manager share responsibility for handling privacy questions and requests. We will review your enquiry and respond as appropriate.
You can contact us even if you previously agreed to this Privacy Policy. Agreement to the policy does not prevent you from raising a privacy concern.
15. Changes to This Policy
We may update this Privacy Policy when our website, services or information-handling practices change.
When changes are made, the updated policy will be published on the website. We may also announce significant changes by email or through Discord where appropriate.
The latest version published on the website will explain the practices covered by the policy. Please review it periodically to stay informed.
16. Important Information
This policy describes Oakvale Academy's intended and reported practices. Where a feature or process is described as planned, it should not be treated as already active.
If you have any concerns about how your information is collected, stored or used, please contact us using the details in Section 14.