- PRIVACY & COOKIES POLICY
Your privacy and data security are important to us. This Policy sets out how we will treat any personal data we obtain from you and it is intended to help you understand how we deal with it and how you may remove it. By providing your personal data to us, you agree that we may collect, process and use the personal data you provide in the ways described in this Policy. If you do not agree with the terms of this Policy, please do not provide any personal data to us.
Please note that we may need to update this Policy from time to time to reflect changes in the law. We recommend that you check this page regularly to ensure that you have read the most recent version and that you are happy with any changes.
This Policy was last revised on: 29 May 2022
This Policy has been prepared to meet the requirements of the General Data Protection Regulation (Regulation EU 2016/679) (GDPR), the UK’s Data Protection Act 2018 and The Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, (the “Acts”). It relates to the collection, protection, disclosure, processing and use of the personal data of individuals who visit www.schoolnotices.co.uk (our “Site”) and also refers in detail to the “Cookies” we use, what they are, their purpose and duration.
This Policy applies to the use of our Site in addition to the terms and conditions set out in the End User Licence Agreement (“EULA”) available on our Site from the following page www.schoolnotices.co.uk/terms.
Your attention is drawn to the fact that this Policy and the EULA may be different from those that apply to your school website from which you may have accessed our Site.
The expressions “we”, “us” and “our” refer to both School Notices Limited, a company incorporated in England and Wales under number 08244221. Our company has its registered office at Second Floor, Network House, Basing View, Basingstoke, England, RG21 4HG.
School Notices Limited is registered with the Information Commissioner’s Office as a data controller with registration number ZA287914.
- INFORMATION WE MAY COLLECT FROM YOU
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender and any associated schools;
- Contact Data includes billing address, delivery address, email address and telephone numbers;
- Financial Data includes bank account and payment card details;
- Transaction Data includes details about payments to and from you and other details of services you have purchased from us;
- Technical Data includes internet protocol address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website;
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses;
- Usage Data includes information about how you use our Site, products and services; and
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
It is your choice to provide us with personal information. We will not necessarily collect personal data from all the groups of personal data listed above. We may provide you with the option to select whether you would like to receive information from us or from trusted third parties by opting in or out of receiving promotional offers. In some circumstances, you will not have the option to opt out, for example, when we are administering a transaction requested by you, or if we are satisfying a legal requirement.
Ways in which you may be providing us with personal information include, for example,
- registering on our Site;
- registering to receive any Newsletter we may publish;
- contacting us with an enquiry;
- posting a notice on our Site;
- responding to a notice on our Site;
- completing a survey which contains your personal information; and/or
- reporting a problem.
The information we will collect from you includes, but is not limited to data concerning traffic on our Site, location data, weblogs and other communication data, (whether this is required for our billing purposes or otherwise) and the resources that you access.
By providing any personal information to us, you fully understand and clearly consent to the transfer, collection and processing of such personal information. Such transfer, collection and processing will comply with the terms of this Policy.
If you wish to contact us at any time to update, correct or delete your personal data please email us at firstname.lastname@example.org. Any emails sent to this email address will reach our data protection officer.
We use third party platforms to manage and deliver customer relationship management (CRM); some of our Services; email marketing campaigns; online advertising; customer analytics; events; IT services; etc. In providing the services, your personal information will, where applicable, be used by the service provider on our behalf.
We will check any third party that we use to ensure that they can provide sufficient guarantees regarding the confidentiality and security of your personal information. We will have written contracts with them which provide assurances regarding the protections that they will give to your personal information and their compliance with our data security standards and international transfer restrictions.
We use social media platforms and third-party advertisers such as Facebook, Instagram and Google to facilitate targeted marketing communications (such as sponsored ads and search) for our users. Where you have opted into receiving marketing communications from us, we may share your email address and name to tailor our messages to you. You have the right at any time to ask that we stop using your data for such automated profiling, or you can contact us if you would like to understand more about the data used to create your profile. If you ask us to stop using your data for profiling, you will no longer receive content targeted or personalised for your specific interests.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
- LEGAL BASES FOR THE PROCESSING OF PERSONAL DATA
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to such marketing communications at any time by contacting us email@example.com.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your personal data where more than one ground has been set out in the table below.
Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest To register you as a new member (a) Identity
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (so we know who our members are)
To process and deliver service payments including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
c) Asking you to update your data from time to time
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition, register for or attend an event, or complete a survey (a) Identity
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity
(e) Marketing and Communications
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) To make suggestions and recommendations to you about our goods or services and member benefits that may be of interest to you by email, mail or other means. (a) Identity
Necessary for our legitimate interests (to develop our products/services and grow our business) To send you details about third party services or products (a) Identity
Consent (which can be withdrawn at any time)
- YOUR RIGHTS
Under certain circumstances, you may have rights under data protection law in relation to your personal data as follows especially if you are a UK or EU citizen:
- the right to be informed of the basis for the processing of your personal data and the uses that we will make of your personal data;
- the right to request access to a copy of your personal data held by us;
- the right to have your personal data erased;
- the right to restrict the processing of your personal data;
- the right to have your personal data transferred;
- the right to complain to the regulatory authority;
- the right to contact our data protection officer; and
- the right to withdraw any consent you give in relation to the processing of your personal data.
These rights are all subject to some limitations as provided for by applicable law. If you wish to exercise any of the rights set out above, please contact us at firstname.lastname@example.org.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Individuals located in the UK and EU have the right to lodge a complaint about the processing of their personally identifiable information with the supervisory authority of the data controller, which is the Information Commission’s Office for UK users and any relevant regulatory authority in the EU for EU users.
The Acts give you the right to access information we hold about you. If you would like to make a data subject access request, please email us email@example.com .
- USES MADE OF THE INFORMATION BY US
We may use personal information collected from you to provide specific services to you. We may use your personal information in the following ways:
- to provide you with our newsletter and information about our Site and services;
- to provide you with notices and information associated with or supplied to us by the school or academy with which you tell us you are associated with when you register on our Site;
- we may share your personal data with external third parties to the extent that we are required to do so by operation of law, for example to HMRC;
- we may share your personal data with third parties to the extent that they provide professional advice to us and are under an obligation of confidence in relation to that personal data;
- to ensure that content from our Site is presented in the most effective manner for you and for your computer or device;
- to assess your eligibility for and, if eligible, provide you with information and/or services that you may request from us;
- to allow you to participate in current and future interactive features of our services when you choose to do so;
- to provide you with information about our business or services which may be of interest to you, about which we may contact you by email or by post;
- to help us carry out our obligations arising from any contracts entered into between you and us;
- disclosing data in certain circumstances, see 7 and 9 below; and
- for marketing purposes and to communicate with you about our services and for our own internal marketing analysis, for example, to assess trends amongst our consumers or to measure the amount of traffic to our Site.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can view and make certain decisions about how your personal data is used by accessing your account.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive communications from us if you have requested information from us or used our services or if you provided us with your details when you created a profile, entered a competition or registered for a promotion, including our newsletter.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law, and we may use third party service providers to carry out that processing on our behalf.
Please note that we will not sell your personal data to anyone else (but see also clause 10).
Any information or statistics relating to our business that we disclose to others will not identify you personally. We may, for example, perform statistical analyses of the behaviour of the users of our Site in order to measure interest in the various areas of our site and to inform advertisers how many consumers have “clicked” on their advertising banners. This information, and any other general information about our users that we share with advertisers and other partners, will not contain personal information about you.
- WHERE WE STORE YOUR PERSONAL DATA
All information you provide to us is stored on secure servers.
Where we have given you, or where you have chosen, a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. You must not to share this password with anyone.
The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA, who work for us or for one of our suppliers. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
We will store all information you provide to us for as long as you wish to be a registered user of our Site and in line with our internal personal data management policy. If you wish to close your member profile account please email us at firstname.lastname@example.org.
- IP ADDRESSES AND COOKIES
Like many other websites, we use “cookies” to help us gather and store information about visitors to our Site.
We may collect information about your computer, including your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our Site users’ browsing actions and patterns.
A “cookie” is a small text file which is downloaded on to your device when you access certain websites. Cookies allow the website to recognise your device. A cookie can identify the pages that are being viewed and this can assist us to select the pages that the Site user sees.
“Session” cookies only exist whilst the Site user is online on a particular occasion. These are temporary cookies that aid your journey around the site and remember the preferences you have selected during your “session”.
“Persistent” cookies, which are not session-based, remain on a Site user’s device, so that you can be recognised as a previous Site user when you next visit our Site. This allows us to collect information about your browsing habits whilst on our site, and this can be useful in assisting us to monitor and improve our services.
We do not store sensitive personal data such as account numbers or passwords in “persistent” cookies, and cookies in themselves, do not contain enough information to identify you. You will only become personally identifiable in relation to your browsing habits after you have formally provided us with your personal data for the purposes outlined in clause 1.3 above.
In addition to using cookies, we might also use other web tools, such as Google Analytics, to collect information about your browsing activities whilst on our site. In this respect the information that is provided is similar to the information supplied by cookies, and we use it for the same purposes.
Any information that we acquire about you using cookies or other web tools is subject to the same restrictions and conditions as any other information we collect about you, as outlined in this Policy.
- THE COOKIES USED ON OUR SITE
Cookies set by our Site:
Cookie name Purpose Duration wordpress_logged_in_
This cookie stores the information provided to us when you log in to our site. This is strictly necessary for the full functionality and operation of the website. This cookie also stores information so as to keep track of your logged in status so you are able to contact other members and respond to their notices. Up to 48 hours or when the user closers their browser, whichever is sooner. If the user chooses to ‘remember me’ the duration is extended to 14 days. _fbp This is the FaceBook pixel. This is a marketing cookie that tracks visitors across websites. 3 months ga, _gid, _gat, AMP-TOKEN, _gac<property-id>, _utma, _utmb, _utmc, _utmz, or others within the range _utma to _utmz. These are analytics cookies set by Google Analytics. This is a web analytics service provided by Google, inc. By default, Google Analytics sets four performance cookies in order to evaluate your use of the site, including number of visits, duration of browsing and referring Site, and compiles reports for us on activity on the site. All of the information these cookies collect is aggregated and therefore anonymous. The duration of these cookies vary between 24 hours and 2 years.
The information collected by the cookie, for these business services, may be stored on servers outside the EEA. They may also transfer this information to third parties where required to do so by law, or where such third parties process the information on the business service’s behalf.
If you wish to know about the cookies we have set and how to delete or manage them, please refer to www.allaboutcookies.org
On our Site, at any time you can opt in or out of Analytical Cookies (which will prevent Google Analytics cookies being set) and/or Marketing Cookies (which will prevent the FaceBook pixel being set).
- PROTECTION OF INFORMATION
We have established and maintain internal policies and procedures to protect the personal data that is in our possession from unauthorized use or disclosure. For example, our security methods may include device safeguards, secured files and buildings and oversight of our third-party service provides or similar entities. That said, no data transmission or storage system can be guaranteed to be 100% secure and, thus, we do not guarantee that these safeguards will prevent the interception of personally identifiable information transmitted via the internet or that personally identifiable information stored in our systems, or that is otherwise in our care, will be safe from unauthorized use or some other form of intrusion by third-parties.
- THIRD PARTY WEBSITE
- TRANSFERS & DISCLOSURE OF PERSONAL DATA
The personal data that we collect from you (including email addresses that form part of our marketing database) may be processed by partners operating outside of the European Economic Area (EEA) who work for one of our business partners or service providers. This includes Amazon Web Services Inc., which processes data on our behalf in the UK and EU and, and other similar business and service providers that we work with. The full list of service providers is detailed below:
Service Provider Service Provision Amazon Web Services Our website hosting provider WordPress Our website platform provider Stripe Our payment solutions provider for online transactions Hubspot Our CRM and marketing solutions provider Meta Our social media and advertising provider Google Analytics For Site analytics Hotjar An analytics tool we use to understand your use of our Site
Further, we may disclose your personal data if:
- we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer;
- School Notices Limited is acquired by a third party, in which case personal data held by it about its customers may be one of the transferred assets; or
- INTERACTIVE AREAS OF OUR SITE/ BLOGS
Information that you post via social networking (including but not limited to Facebook, Instagram and Twitter) is generally accessible to, and may be collected by, others and may result in unwelcome communications. For your own safety and security, you should not provide information about yourself on the aforementioned areas of our Site or via social networking.
If you disclose any personal data to be posted on our Site or via social networking, we do not accept any responsibility or liability for any breach of privacy, loss, damage, effect on your reputation or otherwise whatsoever.
- RETENTION OF PERSONAL DATA
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data, see ‘Section 3: Your Rights’, for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Questions, comments and requests regarding this Policy are welcomed and should be addressed to email@example.com
If you are unhappy about the processing of your personal data by us, in the first instance, please contact our data protection office at firstname.lastname@example.org. You also have the right to make a complaint to the Information Commissioners Office which you can do from the ICO website ico.org.uk/concerns
- PRIVACY & COOKIES POLICY