Data protection
How SchoolTripper handles your data
Last reviewed: June 2026
Who controls this data
SchoolTripper is operated by SYSOS, registered office: 27 Old Gloucester Street, London WC1N 3AX, United Kingdom. For any data protection enquiry, contact trip@schooltripper.com.
What we collect, and why
SchoolTripper only collects what a school's trip administration genuinely requires — nothing is gathered speculatively or "just in case." Categories collected, scoped to the trips a pupil is actually registered on:
| Category | Examples | Why |
|---|---|---|
| Pupil identity | Name, date of birth, year group, nationality | Roster management, document and visa checks |
| Travel documents | Passport number/expiry, visa status | Required for overseas travel compliance |
| Medical & welfare | Conditions, medication, dietary needs | Duty of care during the trip |
| Parent/guardian contact | Name, email, phone | Consent, communication, emergency contact |
| Staff & governance | Role, sign-off and approval records | Accountability for trip decisions |
Legal basis
Routine trip administration (rosters, staffing, financial records) is processed under legitimate interest and contractual necessity between the school and SchoolTripper. Sensitive categories — medical and welfare information in particular — are only collected with explicit parental consent, given through a verified parent portal rather than an open form.
How consent actually works
Parents access the consent portal through a secure, single-use link tied to their registered email, and confirm their identity with a one-time code sent to that same address before any sensitive information is submitted. This is designed so a reply can be trusted to have actually come from the named parent — not just from whoever clicked a link.
Where it's hosted
All data is stored on infrastructure located in the EU (Ireland). We don't move data outside the EU for storage or processing.
Who can see it
Access is restricted by role at the database level, not just hidden in the interface — a Coordinator, Bursar, Head of School, and Designated Safeguarding Lead each see only what their role requires. Every governance decision — sign-offs, overrides, status changes — is written to a permanent, append-only audit log.
How long we keep it
Personal data tied to a trip is scheduled for removal once the trip concludes and any applicable retention period has passed, rather than being kept indefinitely by default.
Sub-processors
| Provider | Purpose | Location |
|---|---|---|
| Supabase | Database, authentication, file storage | EU (Ireland) |
| Brevo | Transactional email (invites, verification codes) | EU — data hosted in France and Germany; ISO 27001:2022 certified |
Your rights
Under GDPR, you have the right to access, correct, delete, or export your personal data, and to object to or restrict certain processing. To exercise any of these, contact trip@schooltripper.com — requests are directed to the relevant school, who controls the underlying records, with our support.
Questions
Contact trip@schooltripper.com for anything not covered above.