PURPOSE OF THIS NOTICE

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

2. ABOUT US

Friends of WBGS is an association of parents and staff committed to supporting Watford Boys Grammar School.Friends of Watford Boys Grammar School is a charity with Registered Charity Number: 1073843.

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a data protection manager. Our data protection manager is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at Section 13 (Contact Us), below.

3. HOW WE MAY COLLECT YOUR PERSONAL DATA

We obtain personal data about you, for example, when:

·         You request for any information;

·         you request for volunteering with us;

·         you request to advertise in our website;

·         you participate in any of our events or any of our campaigns

·         you contact us by email, telephone or post (for example when you have a query); or

·         from third parties and/or publicly available resources (for example, from your employer or from Companies House).

4. THE KIND OF INFORMATION WE HOLD ABOUT YOU

The information we hold about you may include the following:

·         your personal details (such as your name and/or address);

·         details of contact we have had with you in relation to the provision, or the proposed provision, of our services;

·         details of any services you have received from us;

·         our correspondence and communications with you;

·         information about any complaints and enquiries you make to us;

·         information from research, surveys, and marketing activities;

·         information we receive from other sources, such as publicly available information, information provided by your employer or our clients or information from our member network firms.

5. COOKIES

Our website uses cookies. Some cookies are essential and are there to enable you to make your booking and transact, others are non- essential and are used to track visitor behaviour on the site, determine relevant products to show you for re-marketing purposes, track where visitors have come from or to improve user experience. Cookies are not harmful and do not contain any personal information e.g. address or DOB. You can choose to accept or decline cookies when you first visit the site by accessing the preference panel from your browser’s main menu (usually found under Edit, Tools or Options). If you choose to remove cookies, some of our site may not function properly for you and your use of the site may be impaired.

We may collect details about your device and visits to this site including IP address, browser type, device type, page interaction information, traffic data and location information. This is statistical information to help us provide the best online experience for our customers and does not identify any individual.

Sometimes we use content from other websites including Google maps, Google Adwords, Youtube, Facebook, Instagram, Linkedin and Twitter. These sites also use cookies, so by accessing this content you may also be sent cookies from these sites. You can check these individual websites for further information on the cookies they use.

If you would like to opt out of targeted online advertising you can do this by visiting http://www.youronlinechoices.com/uk/ . This site lists many networks and opting out will only apply to the web browser on the device you are using at the time. If you choose to turn off online behavioural advertising you will still see advertising on the internet, however, it will not be tailored to your likely interests or preferences.

6. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We may process your personal data for purposes necessary for the performance of our services as a charity and to comply with our legal obligations.

We may process your personal data for the purposes necessary for interfacing with the school

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, development, statistical and management purposes.

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which we will use your personal data

We may use your personal data in order to:

·         carry out our obligations arising from any activities related to Friends of WBGS as a charity;

·         provide you with information related to our services and our events, campaigns and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;

·         seek your thoughts and opinions on the services we provide; and

·         notify you about any changes to our services.

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Data retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

·         the requirements of our business and the services provided;

·         any statutory or legal obligations;

·         the purposes for which we originally collected the personal data;

·         the lawful grounds on which we based our processing;

·         the types of personal data we have collected;

·         the amount and categories of your personal data; and

·         whether the purpose of the processing could reasonably be fulfilled by other means.

Change of purpose

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

7. DATA SHARING

Why might you share my personal data with third parties?

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

Which third-party service providers process my personal data?

“Third parties” includes third-party service providers and other entities within our organization or the members of our organization’s network or our vendors. The following activities are carried out by third-party service providers: System Integration Services, Consultancy Services, Accounting and Bookkeeping services, IT and cloud services, professional advisory services and administration services.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.

Occasionally your data may be handled by staff working outside of the EU, performing repair work to your data. In these circumstance, they securely access the data remotely on our server. This activity is necessary for the performance of a contract made in your interest.

8. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

We will not transfer the personal data we collect about you outside of the EEA without your consent.

Should you require further information about this protective measure, please contact us using the contact details outlined below.

9. DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

10. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

·         Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.

·         Request correction of the personal data that we hold about you.

·         Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

·         Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.

·         Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

·         Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact info@bzcloud.uk

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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

11. RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contactprivacy@friendsofwbgs.org

12. CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be updated on our website at: https://www.friendsofwbgs.org

This privacy notice is effective from 25 May 2018.

13. CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please contact our data protection team on  info@friendsofwbgs.org

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

Information Commissioner's Office:- Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF. Telephone - 0303 123 1113 (local rate) or 01625 545 745