Glow Privacy Policy

This policy explains how any information you give us will be used and the ways in which we protect your privacy.

What information do we collect?

Depending on which Glow services you use, we collect and use different kinds of information from or about you.

  • user profile information;
  • user generated content;
  • general queries and concerns; and
  • site usage information (from session cookies, JavaScript and log files).

The Data Protection Act 1998

All personal data Glow services collect will be processed according to the requirements of the Data Protection Act 1998.

Any personal data that you pass to us irrespective of format, will be processed in a way that is lawful and fair. It will only be used for the purposes for which you have provided this information and will only be held onto for as long as necessary for these purposes.

User Profile Information

Glow receives user information from the Management Information System used in schools and Local Authorities, SEEMiS being used within all Scottish Local Authorities.

User personal information is necessary for Glow to deliver services to you and includes the following:

  • Forename
  • Surname
  • Username
  • Display Name (this can be different to Username if they are required to be protected)
  • Role
  • School
  • Glow email address
  • Local authority
  • Year of Entry (Pupils only)
  • Group data – such as stage (P1-P7, S1-S6) and teaching groups.

The following additional personal information is used in the account management process and so, whilst held on Glow, is only visible to Education Scotland and its subcontracted system administrators (Administrators are bound by contracts and are background checked):

  • Date of birth
  • Home email address
  • MIS Identifier
  • Pupil/Teacher Identifiers
  • Other establishment designators (e.g. HE/FE colleges, universities, etc.)

User Generated Content

Glow provides services such as Blogs, Wikis, Yammer, SharePoint etc. where it is possible for you to submit content. This content could be available to others who visit these services. Any personal information contained in User-Generated Content you submit could be read, viewed, collected, or used by others within Glow or in some cases by users outside Glow. Therefore, you should have no expectation of privacy with respect to User-Generated Content you submit on or through Glow services. You should not submit any User-Generated Content you do not wish to make available to the general public, and you must take special care to make sure your submissions comply with Glow Community Rules.

In particular, your submissions must not violate the privacy or other rights of other users.

Contacting us through Report a Concern form

Under the Data Protection Act, we have a legal duty to protect any information we collect from you through our Report a Concern form. The information we compile and process relating to your concern will be treated in accordance with, and subject to, the provisions of statute and regulations currently in force including the Data Protection Act 1998, and the Freedom of Information (Scotland) Act 2002.

We will only use the information you provide for the purposes of processing your concern, and only allow access to those whom it is necessary for those purposes.

Site Usage Information


Cookies are pieces of data that are often created when you visit a website and are stored in the cookie directory of your own computer. Please read our Cookies Policy for more information.

Log files

Log files allow us to capture and store information about your visit to our services such as IP address from which you access Glow, the type of browser that you use, date and time of your visit etc.. Log files do not contain any personal information or information about which other sites you have visited.

Information Sharing on Glow

  • The following key principles are applied in respect of all information shared on Glow:
  • All information sharing must occur within the bounds of the Data Protection Act 1998 (DPA) and the European Convention on Human Rights (ECHR), in that it should be proportionate, relevant and appropriate for the purpose it is being shared.
  • All sharing must be evidenced, accounted for, and recorded.
  • All sharing should take place within the bounds of any agreed Data Sharing Agreements.
  • Each undertaking of sharing requires a decision to be made – so it is expected that information will not follow the child unless completely necessary.
  • Information about a child which is required for the purposes of gaining access to Glow will not be shared by Glow services for any other purpose unless it is necessary to safeguard, support and promote the child’s wellbeing.
  • Confidentiality and respecting a child’s right to privacy will be the default position in respect of any decision to share information with others.

Links to other websites

This privacy notice does not cover the links within Glow that link to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy policy under regular review. This privacy policy was last updated on 8th July, 2016.

How to contact us

If you want to request information about our privacy policy you can email us on