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Legal Documents

Protecting your data & privacy,
and our Terms & Conditions 

Terms & Conditions 

Before the assessment


  • Registration must be completed by a parent/guardian of the candidate, or a representative of the candidate with permission from their parent/guardian, to use the candidate’s data for assessment purposes. The following data is required to register for Spotlight:

    • The candidate’s name

    • The candidate’s date of birth

    • The desired assessment date

    • The name of the person completing the registration, their relationship to the candidate and their email address

    • Postcode – postal town only

    • Current school


  • The parent/guardian or representative who completes the registration (Assessment Administrator) will receive a confirmation of registration by email and, once verified, the candidate’s unique login information. 


  • Inform Spotlight of any changes to the candidate’s registration information before the confirmed assessment date. Undeclared changes may result in a candidate not receiving valid results, and you may not be eligible for a refund or transfer. 


On the assessment day


  • The Assessment Administrator will have received the assessment login information in advance of the assessment day. It is the responsibility of the Assessment Administrator to inform Spotlight if they have not received the login instructions within 24 hours of the assessment date


  • Assessments must be administered by the Assessment Administrator, who will receive the login information by email and set up the assessment on the assessment computer. The Assessment Administrator is responsible for:

    • Explaining the rules (contained within the login information), 

    • Logging the candidate onto the assessment platform, informing them that comfort breaks can be taken between sections, 

    • Providing rough paper and a pencil/pen for working.


  • Be ready to take the assessment at least 10 minutes before the expected assessment start time. Before the candidate starts the assessment they should receive the following information:

    • The assessment consists of four sections. English, maths, verbal reasoning and non-verbal reasoning. Timings for each section depend upon the age of the child and those will be specified in the instructions. 

    • Breaks can be taken between sections, however the whole assessment must be completed in one day


  • The candidate’s answers must be entirely their own work with no help or assistance from any person(s) or other sources.


  • The candidate should leave personal belongings outside the room where the assessment is to be conducted. The only personal items allowed in the assessment room are paper, a pen, pencil and eraser


  • Switch off any mobile phones and leave outside the assessment room.


During the assessment


  • Candidates are allowed a piece of rough paper for working and pen or pencil. Apart from the assessment computer, nothing else should be on the desk during the assessment.


  • Candidates will be informed that they should tell the Assessment Administrator at once:

    • if they lose internet connection or the computer is not working

    • if they need to go to the bathroom during the assessment

    • if they feel unwell 


  • The Assessment Administrator should be available to offer assistance in ensuring the assessment platform runs smoothly.


  • Candidates should not ask for, and should not be given, any explanation of the assessment questions.


  • Inform Spotlight immediately if the Assessment Administrator believes that the candidate’s performance may have been affected by ill health, or by the way in which the assessment has been delivered, or for any other reason. If there is a complaint relating to the delivery of the assessment, this must be submitted to Spotlight as soon as possible. Spotlight does not accept complaints relating to the delivery of the assessment after the assessment result has been produced.


Candidates must not …


  • talk to anyone once the assessment has started (except the Assessment Administrator in case of a problem)

  • speak to, or attempt to elicit answers from adults administering the assessments

  • have their mobile phone, or a calculator with them during the assessments 

  • leave the room whilst undertaking any assessment module

  • engage in any form of malpractice which may damage the integrity and security of the Spotlight Assessment. 


Malpractice includes, but is not limited to:

  • attempting to cheat in any way

  • impersonating another candidate or having another person impersonate them

  • copying the work of another candidate

  • disrupting the assessment in any way

  • reproducing any part of the assessment in any medium

  • attempting to alter the data on the Spotlight Report

  • Candidates engaging in malpractice will not be allowed to complete the assessment and will not receive an Spotlight result. Candidates who are found to have engaged in malpractice on assessment day once their result has been issued will have their result cancelled. Assessment Administrators engaging in malpractice may be liable to legal action.


After the Assessment


  • Results are issued by Spotlight usually within two business days; usually faster, or as close to this timescale as possible.


  • Results are shared with a Spotlight Consultant upon booking a feedback session. All Spotlight Consultants are appointed, trained and regulated by Spotlight Education and are subject to Spotlight Education’s policies on Data Protection, Safeguarding, and GDPR policies.


  • The email address used to register the candidate will:

    • Receive notification that the Assessment Report is available for download from www.spotlighteducation.co.uk and will be invited to book a feedback session with a Spotlight Consultant.

    • Upon confirmation of booking the feedback session, the Assessment Administrator will receive a video call link for the agreed date and time, and the Assessment Report.

    • Following the Consultant Feedback session, an email notification will be sent to advise that a Next Steps report is available on www.spotlighteducation.co.uk.

  • The Spotlight reports will be issued in the candidate’s name as it appears in their registration. If you find that the candidate’s details are incorrect on the reports, please email enquiries@spotlighteducation.co.uk to request changes. 


  • A candidate’s result may not be issued within suggested timescales if Spotlight Education deem it necessary to review any matter associated with their assessment. In exceptional circumstances a candidate may be required to re-take one or more Spotlight components. The Spotlight reports may be cancelled after they have been issued if any irregularity is identified. 


  • Candidates cannot access the work produced in Spotlight at any point after the assessment.


The Consultant Feedback Session


  • All Spotlight Assessments must be accompanied with a single feedback session with a Spotlight Consultant


  • Feedback sessions are a minimum of 30-minutes, and are only available to the candidate’s parents/guardians. We recommend that the candidates themselves are not present during the feedback session, although parents/guardians may wish for older children to be present. We leave this to the discretion of parents/guardians and with the agreement of the Spotlight Consultant.


Cancellation & Refunds


  • All refunds are subject to a £25 administration fee


  • Refunds are only eligible within 60 days of registration


  • If you need to reschedule the Spotlight assessment once the assessment date has been agreed, for any reason, please contact enquiries@spotlighteducation.co.uk to discuss a new assessment date. There is flexibility in the assessment date.


  • If you need to reschedule the Spotlight Consultant Feedback Session once the date has been agreed, for any reason, please contact enquiries@spotlighteducation.co.uk to discuss a new feedback session date. There is flexibility in the feedback session date. Please note that our Consultants’ availability is limited and where possible the feedback session takes place as originally scheduled.


  • You can cancel your assessment at any time prior to the logins being used. Once the assessment has been accessed online there is no automatic right to a refund.


Your Spotlight Assessment Privacy


  • Spotlight recognises and supports the right of candidates, parents/guardians and representatives to privacy.


  • Registration, login information, results and next steps will only be sent to the Assessment Administrator of the Spotlight candidate. 


  • The Spotlight Education reserves the right to share candidate data including, without limitation, assessment performance or score data with law enforcement agencies and appropriate regulatory authorities where required, for purposes necessary to protect the Spotlight assessment and its partners against any form of malpractice.


  • Spotlight Education may use its data, in an anonymous and/or aggregated form, for informational, research, statistical or training purposes.


  • Spotlight Assessment data is valid for 12 months from the assessment date, after which, in accordance with GDPR requirements, data is anonymised and no longer valid. 


Spotlight Declaration 


It must be acknowledged by the candidate’s responsible adult at the point of registration that they:


  • certify that the information provided as part of this candidate’s registration form is complete, true and accurate. 

  • understand that the data on this registration form, the results and responses to the Spotlight assessment (The Data) is collected for the purposes of the Spotlight assessment only.

  • understand that The Data collected during registration will be processed and securely stored by Spotlight for the purpose of the Spotlight assessment. 

  • consent for The Data to be disclosed to, processed and stored for the administration of the Spotlight Assessment by Spotlight and their assessment partners (The Intac Network and Atom Learning Ltd.). They further consent for The Data, including, without limitation, assessment performance or score data, and the assessment result to be disclosed by Spotlight to their partners for the purpose of verifying the assessment result or to carry out enquiries in relation to suspected malpractice.  

  • understand that The Data may be processed in an anonymous form for statistical and research purposes. 

  • understand The Data is shared with Assessment Administrators and Spotlight Consultants (do we need to define them elsewhere?) for the purposes of administering the Spotlight assessment. The Data is not disclosed to undeclared third parties.

  • understand that if the details in a registration are not complete, a registration may be delayed or not processed. They further understand that completing and submitting this registration does not guarantee access on the preferred assessment date. They understand that the candidate’s access will be confirmed by email from Spotlight Education.

  • acknowledge the Spotlight Terms and Conditions and agree to abide by the rules and regulations contained therein. 

  • understand that the results will be published in the Spotlight Report and that they will be available on www.spotlight.co.uk and will be sent to the email address provided at registration only. 

  • understand that Spotlight Education has a responsibility to all candidates to ensure the highest confidence in the accuracy and integrity of assessment results and that the Spotlight Education therefore reserves the right to withhold assessment results temporarily or permanently, or to cancel assessment results which have been issued, if they consider those results to be unreliable for reasons of suspected malpractice or any other irregularity in the assessment process. 

  • understand that the results may not be issued after the assessment if Spotlight Education deems it necessary to review any matter associated with my assessment, including making enquiries as to whether any rules or regulations have been breached, as outlined in the Spotlight Terms and Conditions. They also understand that in exceptional circumstances, candidates may be required to re-take one or more Spotlight components. 

  • understand that if the candidate is suspected of engaging in any form of malpractice, or does anything that might damage the integrity and security of Spotlight Education, they may not receive an assessment result, the assessment fee will not be refunded and they may be prohibited from taking the Spotlight Assessment in the future. 

  • understand that the work the candidate produces as part of the Spotlight Assessment remains the property of Spotlight Education. Under no circumstances will it be released to candidates or to institutions or organisations without permission from the Assessment Administrator.

  • understand that they are liable for the full assessment fee if they cancel the candidate’s assessment or feedback session or request to reschedule within two days of the assessment date, unless contact has been made with Spotlight Education, who will endeavour to offer flexibility in rescheduling.




The Spotlight Assessment is made available worldwide to all persons who are aged 6-16 years old, regardless of gender, race, nationality or religion. 


The Intac Network and Atom Learning Ltd. and any other party involved in creating, producing, or delivering Spotlight shall not be liable for any direct, incidental, consequential, indirect, special, punitive, or similar damages arising out of access to, use of, acceptance by, or interpretation of the results by any third party, or any errors or omissions in the content thereof. 


Data Policy


Spotlight Education regard the lawful and correct treatment of personal information as important to our successful operations and to the maintenance of confidence of those with whom we deal. As such this statement will apply equally to all of our operations irrespective of where they are based. 

We will comply with the provisions of the EU General Data Protection Regulations 2018 (GDPR) and any related legislation in so far as the same relates to the provisions of these terms and conditions. We shall apply the GDPR globally, except where part or all of any local law is stronger. www.spotlighteducation.co.uk/legals


Privacy Policy

Spotlight Education regards the lawful and correct treatment of personal information as important to our successful operations and to the maintenance of confidence of those with whom we deal. As such this statement will apply equally to all of our operations irrespective of where they are based. 


This policy aligns with the provisions of The Data Protection Act and The General Data Protection Regulations 2018 (GDPR) and any related legislation in so far as the same relates to the provisions of these terms and conditions. We shall apply the GDPR globally, except where part or all of any local law is stronger. 


This policy relates to relates to all personal data you provide to Spotlight Education and all personal data that Spotlight Education holds in relation to your use of www.spotlighteducation.co.uk (the “Site”). It supplements and is in addition to our Terms & Conditions and should be read in conjunction with them.


Your Privacy

Spotlight is committed to protecting your privacy when you use our services. The privacy statement below explains how we use information about you and Spotlight candidates and how we protect people’s right to privacy. 

In line with applicable Data Protection Laws we are only able to process personal data where we have a valid reason to do so, including where you have provided your consent for us to do so, or where we are required to do so either to fulfil our contractual obligations to you, or comply with our legal obligations.

Your personal information is processed, held and/or controlled in accordance with the EU General Data Protection Regulations 2018 (GDPR). Our team makes sure we respect your rights and follow the law. You may contact Spotlight at any time to: 

  • Request access to information which Spotlight has about you

  • Correct any information which Spotlight has about you 

  • Ask for any information which Spotlight has about you to be deleted

  • Discuss any concerns or ask any questions about how we look after your personal information  


You can contact us at any time at enquiries@spotlighteducation.co.uk

We may need to use some information about you to: 

  • deliver services and support to you 

  • manage those services we provide to you 

  • train and manage the employment of our consultants or team members who deliver those services 

  • help investigate any worries or complaints you have about our services and to answer your questions and enquiries 

  • allow you to participate in online training and interactive features of our services if you choose to 

  • check and improve the quality of our services 

  • help with research and planning of new services 

  • send you information which we think might be of interest to you if you have agreed to this 

  • send to third parties where we have retained them to provide services that you have requested 

  • monitor compliance with our policies

  • carry out our obligations arising from any contracts entered into between you and us 

  • market our related products and services to you, where you have given your consent for us to do so  


Information we collect 

Registration and student details (for Clients):

This includes details such as your name, email address, post code (postal town only), your child’s name, date of birth, school year and name of school.

Payment details (for Clients):

As part of the sign-up process clients will need to enter card details. To ensure these details are securely held we work with industry leaders Stripe for processing card payments.

Details (for Consultants):

Name, telephone number, email address, details of relevant teaching / school leadership / educational consultancy experience, qualifications check, identity check, and DBS related information. We may also store your bank details for the purpose of making payments to you for work done through Spotlight Education


Your Data


We may also collect data regarding your use of the Site, including geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your use. This data is obtained through Google Analytics and will be aggregated and anonymised in such a way that it contains no information pertaining to any identifiable individual at all – as such it is not actually personal data but we address it in this Privacy Policy for completeness. We process usage data for the purpose of improving our Site.

We reserve the right to transfer your data if APT Ltd (trading as Spotlight Education) is sold, goes into a merger, liquidation or receivership or transfers all, or substantially all, of its assets to a new owner. This will only take place if the third party agrees to adhere to the terms of this privacy statement. We will let you know of any such transfer and you will be able to opt-out if you wish. 


We only use what we need.

We’ll only collect and use personal information if we need it to deliver a service or meet a requirement. 

If we use your personal information for research and analysis, we’ll always keep you anonymous or use a different name unless you’ve agreed that your personal information can be used for that research.

We don’t sell your personal information to anyone else.   


You can ask for access to the information we hold about you.

We would normally expect to share what we record about you with you, whenever we assess your needs or provide you with services. However, you also have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in, we must give you access to everything we’ve recorded about you.  

However, we can’t let you see any parts of your record which contain: 

  • Confidential information about other people; or 

  • Data a professional advisor thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or 

  • If we think that giving you the information may stop us from preventing or detecting a crime 


This applies to personal information that is in both paper and electronic records. 

If you ask us for access to your information, then we’ll ask you to provide evidence so that we can verify your identity.  


You can ask to change information you think is inaccurate.

You should let us know if you disagree with something contained within your data.  We may not always be able to change or remove that information, but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.   


You can ask us to delete information (the right to be forgotten).

In some circumstances you can ask for your personal information to be deleted, for example: 

  • Where your personal information is no longer needed for the reason it was collected in the first place 

  • Where you have removed your consent for us to use your information (where there is no other legal reason for us to use it) 

  • Where there is no legal reason for the use of your information 

  • Where deleting the information is a legal requirement 


Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure. Please note that we can’t delete your information where: 

  • we’re required to have it by law 

  • it is used for freedom of expression  

  • it is for scientific or historical research or statistical purposes where it would make information unusable 

  • It is necessary for legal claims 


You can ask to limit what how use your personal data

You have the right to ask us to restrict what we use your personal information for where: 

  • you have identified inaccurate information and have told us of it 

  • we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information altogether 


When information is restricted, it can’t be used other than to store securely the data and with your consent; or, to handle legal claims and protect others, or where it’s for important public interests of the UK.  Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

You have the right to ask us to stop using your personal information for any service we provide. 

You also have the right to unsubscribe from any materials we may send you. However, if you make a request this may cause delays or prevent us delivering services to you.  Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law or by contract. 

Who do we share your information with? 

We will share the registration data we have collected from you with your Feedback Consultant, so that the Feedback Consultant can prepare and deliver a high-quality service to you and your child. 

We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements, there is always an agreement in place to make sure that the organisation complies with data protection law.  Any personal data that may be processed by or through such third party providers is only as is reasonably necessary in accordance with this Policy.

We may have links to a other websites on our site (Third Party Sites). We are not responsible in any way for the privacy policies of these sites, nor for the way in which they may use the information they collect about you. We will complete a data protection impact assessment (DPIA) before we share personal information to make sure we protect your privacy and comply with the law. Sometimes we have a legal duty to provide personal information to other organisations. This may be because we need to give that data to the courts. We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information: 

  • to find and stop crime and fraud

  • if there are serious risks to the public, our staff or to other professionals 

  • to protect a child 

  • to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them 


For all of these reasons the risk must be serious before we can override your right to privacy.  We may still share your information if we believe the risk to others is serious enough to do so.  There may also be rare occasions when the risk to others is so great that we need to share information straight away.  If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so. 

How do we protect your information? 

We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:  

  • Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be ‘encrypted’ 

  • Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it 

  • Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong 

  • Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches) 


Where in the world is your information? 

The majority of personal information is stored on systems in the UK. But there are some occasions where your information may leave the UK either in order to get to another organisation or if it’s stored in a system within the EU.  We have additional protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party.  We’ll take all practical steps to make sure your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU Governments. 


We will only keep your information for as long as we need it 

We will retain your personal information only for as long as we need it in order to fulfil the purposes for which we have initially collected it, unless otherwise required by law or contractual requirements. 

Changes to our Privacy Statement 

From time to time we may make changes to this Privacy Policy. Any changes will be posted on this website, so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If at any time we decide to use personal data in a manner significantly different from that stated in this privacy statement, or otherwise disclosed to you at the time it was collected, we will notify you by email, and you will have a choice as to whether or not we use your information in the new manner.

Reviewed August 2022

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