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Our Privacy Notice
25th May 2018
Who are we?
Your privacy is very important to us. This Privacy Notice is provided by the Epsom and Ewell Partnership of Schools. References to “we”, “our” and “us” in this Privacy Notice are references to the Epsom and Ewell Partnership of Schools. We are a controller of your personal data under applicable date protection laws including from 25th May 2018 the General Data Protection Regulation (GDPR). We, as a controller, determine why and how we collect and use your personal data.
What is the purpose of this Privacy Notice?
When you book a course or a network with us, we collect information about you which constitutes personal data under the GDPR. This Privacy Notice explains how we collect, use, share and protect your personal data. Please read this Privacy Notice carefully to understand what we do with your personal data. Should we update this Privacy Notice in the future, we will update this on our website and the date at the top of this Privacy Notice will indicate from when this Privacy Notice will apply.
Whose personal data do with collect?
We collect and process personal data about individuals who may be current, prospective or former (i) due to attend a course or network (ii) or have already attended a course or network otherwise known as course attendees or network attendees (iii) course trainers. We also hold data on schools that wish to be informed about future training opportunities and networks. We also collect data about individuals who are bursars, school business managers, office staff who are responsible for processing invoices. This could be anyone that works for a school or an outside employer. We will collect data on course trainers.
What kind of personal data do we collect about you?
We collect personal data such as your name, which school you are from, your school telephone number, your email address (personal or school), the name and email of your bursar, School Business Manager, or member of office staff responsible for processing invoices. We will also collect the name and email address of the person booking the course if this is not the same as the course attendee or network attendee. We collect whether the course or network attendee has any special dietary requirements if lunch is provided or whether the course delegate has any allergies that the course organiser needs to be aware of. We may be informed by yourself or by your school of any disability that you may have in order to make the course or network accessible to you. For course trainers we will collect your name, which company you work for, your contact telephone number and your email address.
How do we collect your personal data?
We will collect your personal data when you book a course or a network using (i) a link to our third party booking system ‘Booking Hound’ which you provide to us on an online booking application (ii) via our website which also provides a link to ‘Booking Hound’ online booking application which you provide to us (iii) via email to the training and administration manager (iii) over the telephone in a conversation with the training and administration manager. Any changes to course delegates or network delegates and their email addresses can be communicated over the telephone or via email.
Collection of school addresses and contact telephone numbers for invoicing purposes are collected from individual school websites. We may collect details on personal qualifications should a course require certain qualifications as a prerequisite.
Do we collect personal data about you from third parties?
If you do not book the course or network yourself, another member of staff within your school will make the booking and therefore provide personal data about you. We use ‘Booking Hound’ as our third party booking software system and this will collect personal data.
How will we use your personal data?
This section of this Privacy Notice explains for what purposes we use your personal data. We collect data in order to satisfy our contractual obligations and legitimate interests. We collect details on your name in order to compile a list of who is attending a course or network. The course register will be held for health and safety purposes at the appropriate venue where the course or network is taking place. Should the training take place in a school, the list is also used for safeguarding purposes. Should your school ask whether you attended a course or specific details in relation to a course after the course has taken place, this information will be provided to the school.
We collect your email address in order that we may communicate with you; we will email you a course reminder before the course takes place with joining instructions e.g. where to meet and where to park. We can also ask for your mobile phone number and this will be used only should there be a chance that we need to re-arrange a course due to adverse weather conditions. We will also use your email address to email you anything in relation to the course you have attended e.g. a copy of the presentation, any clarifications discussed during the course or additional course material.
We collect information on special dietary requirements whereby lunch is provided only, this is to ensure that you are provided with a lunch that meets your requirements and takes account of any allergies. We may collect information on previous qualifications if this is a prerequisite to being accepted on a course. If you have a disability we will use this information to ensure that you can access the course or network, for example, by providing you with a suitable parking place or making access to the training room easier for you to get to.
Name, email address, school name and contact telephone number may be taken on course evaluations unless anonymous evaluations are distributed.
The bursar/School Business Manager/member of office staff’s name and email address is collected so the Epsom and Ewell Partnership of Schools knows who to invoice for the course or network and that a contract has taken place. These details are entered onto another third party accounting system called ‘Quickbooks’ in order to generate an invoice and to monitor payment of invoices.
There are certain training courses that result in qualifications that require your application to be sent to a third party trainer, your personal data will therefore pass to the third party trainer. There are training courses that might result in a certificated qualification which may be limited or unlimited to time and your personal data will be passed to the appropriate qualification body.
We may contact you to ask whether your school would like to be added to our email distribution list so that your school is aware of any future training opportunities. If you are on our email distribution list we will email you details of training opportunities, if you no longer wish to be on this list you can contact us to request to be taken off this list.
Who do we share your personal data with?
We may share your personal data for the purposes described in this privacy notice with our service providers (trainers, third party trainers, booking system and accounting system).
On occasions a training company may ask that you complete their training evaluation. This may ask for your name, your school name, your email address and contact telephone number. You need to be made aware that if you provide your consent to the training company directly, that they will use your information for their own marketing purposes and that this would not be within our control or come under our privacy notice.
How do we protect your personal data?
To protect the security of your personal data, we use appropriate technology and organisational security measures which include physical and technical security safeguards and a governance model that ensures that adequate policies, procedures and controls are in place.
How long do we hold your personal data for?
We may retain your personal data for as long as it remains necessary in relation to the purposes we collected the information for. Course registers are kept for a period of six years.
What are your rights in relation to the person data we hold about you?
You have the right to (i) access your personal data (ii) rectify or request erasure of your personal data. If you wish to do this, please use the contact details below to get in touch.
How can you contact us?
If you have any questions or concerns about the use of your personal data, please email Ingrid Norman at the Epsom and Ewell Partnership of Schools firstname.lastname@example.org
Or write to:
Epsom and Ewell Partnership of Schools
c/o Epsom and Ewell High School