Privacy Policy & Cookies Policy for The Schools HR Co-operative Course Booker Portal
Effective Date: 01 April 2024
PRIVACY POLICY
Definitions
“Our”/“Us”/“We” means The Schools HR Co-operative Limited, including our SIMS for Schools service, and may be branded or referred to as “Schools HR” for marketing purposes.
“Portal” means The Schools HR Co-operative Course Booker portal
“The Services” or ‘Our Services” refers to any of our services which may assist you with your course booking, and/or assist your enquiry.
“You” means the person, company, or organisation, browsing and/or using the schoolshrcooperative.co.uk/Courses/Index portal, and “your” should be interpreted accordingly.
Put Simply: These definitions clarify how to interpret certain phrases used in our privacy policy and who we are referring to.
1. Introduction
schoolshrcooperative.co.uk/Courses/Index is a portal owned and operated by The Schools HR Co-operative (SHRC). The SHRC is a specialist provider of education-specific HR services; we provide a range of HR-related services to schools and SIMS support to school users (through our SIMS for Schools service), including the provision of technical ESS SIMS and Arbor MIS training and general/specialist briefings. Our portal enables us to provide such services, in part or in totality. To provide certain services and/or certain aspects of services, we must process personal data including sensitive personal data (referred to as “special categories of personal data” for the purpose of this policy) – in doing so, the SHRC may act as data controller or data processor.
This privacy policy explains how we use the personal information we collect about you when you use our portal, the legal basis on which we rely to collect such information, how we process, share and store your information, and what your rights are in relation to managing or removing information held by us.
Put Simply: By reading this privacy policy you can expect to understand what we do with information you share with us.
2. What personal information we collect from you
The categories of personal information that we collect from you are determined by your use of our portal, and services we offer.
The categories of information that we may collect from you include:
- Personal information such as name, address, telephone numbers, email address
- Special categories of personal data relating to dietary or access requirements including characteristics information such as ethnicity, religion, disability status
- Device information such as information about the device you have used to access our portal, this includes information such as the device type, operating system and hardware/ software version used, screen resolution (this information is anonymised and aggregated i.e. not personally identifiable when collected)
- Network and usage information such as information about the network you use to access our website, and what content you interact with when you visit our website, this includes your IP address, the name of your internet service provider, language, time zone, country, city (this information is anonymised and aggregated i.e. not personally identifiable when collected).
Put Simply: Personal information can be placed in a number of categories. This section describes the different types of information we may collect from.
3. How we collect your personal information
GENERAL USE OF OUR PORTAL
This category of users includes any individual accessing our portal, with or without a registered user account of any kind. We collect the following category of personal information when any user accesses our portal, at any time and for any purpose:
- Device information
- Network and usage information.
We collect such information from our portal and through the use of cookies set by us and/or our third-party service providers. Further information about our use of cookies can be found in our Cookies Policy.
COURSE BOOKINGS
When you use any services to register and book onto a course, or book delegates on a course, we collect the following categories of personal information (in addition to any category noted under ‘General Use of Our Portal’):
- Personal information (including personal information for delegates you book on a course)
- Dietary requirements (including any dietary requirements for delegates you book on a course)
- Disability information for building access requirements (including any disability information for delegates you book on a course).
We collect such information from our portal, when you book a course or book delegates on a course.
Put Simply: We can collect different types of personal information from you when you use our portal, and register and book on a course with us through our portal.
4. Why we collect your personal information and how we use it
GENERAL USE OF OUR PORTAL
We collect anonymised statistical information on all users of our portal, for the purpose of monitoring user interaction and behaviour on our portal. Such information is collected and stored in the aggregate, and completely anonymised. We use this data for the following purposes:
- to assist us in making improvements to our portal and/or our services
- to generate internal reports about the use of our portal and/or services
- to provide our customers, advertisers, and suppliers, with statistical information.
COURSE BOOKINGS
We collect the categories of personal information described, for some or all the following purposes:
- To send you essential communications regarding any changes to our services, policies, terms and conditions and complete any other administrative tasks essential to providing the services outlined in relevant Terms and Conditions of Use or Course Booking Terms and Conditions
- To provide you with services offered through our portal
- To respond to any enquiries you raise in relation to the services we provide, or any user account you hold with us
- To contact you about course bookings, including pending course bookings, course booking confirmations, reminders about your upcoming course bookings, and distributing course materials
- Where applicable, to invoice you, or your employer (organisation), for the costs of attending a course
- To detect, investigate and prevent activities that may violate our policies, and/or be in breach of any of our Terms and Conditions of Use.
Put Simply: We collect your information in order to provide our services to you and communicate with you. We use statistical information to understand how our services are being used and to make improvements to our services. Automated decision-making is not used on our website.
5. The lawful basis on which we process this information
We rely on one or more of the following grounds to legally collect and process your personal information:
- Consent has been given to process your personal data – We will process your personal information, where necessary, where you have given your consent
- Processing is necessary to fulfil a contract – We will process your personal information, where necessary, for the performance of the contract which we have with you
- It is in our legitimate interests and these interests do not override your data protection rights – We may process certain aspects of your personal information, when it is in our legitimate interests to do so, and where these interests do not override your data protection rights. Our legitimate interests include:
- Internal analysis and statistical reporting (of anonymised and aggregated data) based on the services we provide and our performance of those services.
Put Simply: We can only process information if we have legal grounds to do so, and these are our legal grounds.
6. How we store your information and how long we retain it
We take all reasonable steps to protect your personal information from unauthorised access, accidental loss, destruction, and/or damage.
All personal information that we collect from you is, where possible, stored and processed inside the European Union (EU). There are certain circumstances that require us to transfer certain aspects of Your Personal Data outside the EU. In such circumstances, We take all reasonable steps to ensure that any personal information transferred is not excessive (We will only transfer information that is essential for the provision of Our Services), is treated securely, and in accordance with this Privacy Policy and Data Protection Legislation.
RETENTION OF PERSONAL INFORMATION
We will only keep your personal information for as long as we reasonably require it to provide our services. Our data retention periods are determined by the type of personal information we hold, and why we hold this information. Any personal information we retain is held in accordance with the principles of data protection legislation, other relevant applicable legislation, and operational retention needs.
COURSE ATTENDEES
Course bookings – Retained for a period of 12 months after course completion (course bookings) and six (6) financial years after course completion (invoices)
Personal data (name, email address, telephone number, any dietary requirements, any disability access requirements) relating to course bookings you have made, including those on behalf of delegates, is retained by us for twelve (12) months from the date of your course completion. Personal data (name and organisation of course attendees) relating to invoices for course bookings is retained by us for six (6) financial years as required by law.
GENERAL ENQUIRIES
Enquiries – Retained for a period of 12 months from date of enquiry
Personal data (name, email address, telephone number, and any other personal information you may provide relating to general enquiries) you have submitted through our “Contact Us” form or by email is retained by us for twelve (12) months from the date of your enquiry.
Put Simply: Your information is stored and processed in the European Union (EU). We take care to make sure your information is treated securely in all cases. We will not retain your information for longer than necessary and we have defined retention periods, where appropriate, to make you aware of how long we keep your information.
7. Who we share your information with and why we share it
Personal information, provided to us by you, is not shared with third parties unless it is necessary for us to do so for the purpose of the performance of contracts for our services, or we are permitted to do so with your consent, or required to do so by law or in line with our policies. In such cases, we may make personal information available to:
COURSE PROVIDERS
We may provide your personal information to course providers to enable them to meet your individual requirements (e.g. dietary or access requirements), and to communicate with you directly about the course they are delivering (e.g. using your email address to invite you to the training delivered virtually through third-party software or to email you course materials after you have attended your course).
OUR SERVICE PROVIDERS
Certain aspects of personal information you provide to us may be shared with third-party providers who assist us in carrying out business activities and enable us to provide and deliver those services. Our third-party service providers include:
- IT Systems and Website Support Service Providers
- Cloud Server, Data Storage and Web Hosting Service Providers.
OTHER CIRCUMSTANCES
In certain circumstances we may disclose your personal information to other third-parties such as governmental authorities, law enforcement agencies and data protection regulators, if we are required to do so by law.
Put Simply: In the course of providing our services to you, we will need to share some aspects of your personal information. This section explains who we may share information with.
8. The rights you have for accessing and removing this information
Under Data Protection Legislation you have certain rights relating to the information we hold on you.
Accessing to your information
You have the right to request access to information that we hold about you. To request such information, you will need to make a Subject Access Request (SAR). All SARs are processed in accordance with our Subject Access Request Policy – you can request a copy of our SAR Policy through our Contact Us form.
Rectifying your information
You have the right to amend or delete any information that we hold on you that you believe is inaccurate – please contact us to rectify your personal information.
Deleting your information
You have the right to close any user account you hold with us at any time, and have us delete all of your personal information. To request closure of your account and/or removal of all personal information we hold on you, please contact us.
Reporting concerns
If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office (ICO) at: https://ico.org.uk/concerns/
Further information and how to contact us
If you would like to discuss anything in this Privacy Policy, or contact us about the information we hold on you, please contact our Data Protection Officer (DPO):
By email: dataprotection@schoolshr.net
In writing to: Data Protection Officer, The Schools HR Co-operative Ltd, Unit 1 Britannia Court, The Green, West Drayton, Middlesex, UB7 7PN
Put Simply: Data protection legislation gives you rights to access and manage the personal information that we hold on you. If you have any enquiries or requests relating to your personal information, please contact us and we would be happy to help.
9. Other websites and other data controllers
This privacy policy applies to this portal only. When you visit other websites and/or provide your data to other data controllers you should review their own privacy policy.
Put Simply: Our privacy policy applies to our portal only. We are not responsible for the privacy policies of other websites, or other data controllers.
10. Changes to this Privacy Policy
We review this privacy policy regularly and reserve the right to make changes at any time to reflect changes to business and legal requirements. We place updates on this webpage, please refer to the “Effective date” at the top of this privacy policy to see when this policy was last revised.
Put Simply: We may need to change this policy from time to time, if we do, we’ll post an updated version on this page.
COOKIES POLICY
1. What Are Cookies
As is common practice with most professional websites, this site uses cookies which are tiny files that are downloaded to your computer to improve your browsing experience. This page describes what information they gather, how We use it and why We sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or 'break' certain elements of The Website features or functionality.
For more general information on cookies refer to http://www.allaboutcookies.org/
2. How We Use Cookies
We use two types of cookies on our Website: cookies we set (www.schoolshrcooperative.co.uk) and cookies set by third-parties (i.e. other website and services).
We set our own cookies to help you stay signed in to your account while using the services we provide on our portal, and to tailor information to your site preferences.
We use cookies set by third-party providers to optimise the performance of our portal, and to better understand how the features and functions of our sites are used, so that we can improve our services.
As in most cases, there are no industry standard options for disabling all cookies without completely disabling the functionality and features they add to the portal. It is recommended that you leave on all cookies, if you are not sure whether you need them or not, in case their purpose is to aid the provision of a service that you may wish to use.
3. Disabling Cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this).
Please be aware that disabling cookies will affect the functionality of this portal and usually result in also disabling certain functionality and features. Key functions and features that you will not be able to use, if you disable cookies on our portal include:
- Registering for an account on our portal
- Signing in to an account on our portal
- Booking courses on our portal.
4. Cookies Set by SHRC
ACCOUNT-RELATED COOKIES
If you create a user account with us then we will use cookies for the management of the registration process and general administration. These cookies will usually be deleted when you log out, however, in some cases they may remain afterwards to remember your site preferences when logged out.
LOG IN-RELATED COOKIES
We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page on our portal. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.
FORM-RELATED COOKIES
When you submit data to us through a form, such as those found on our “Contact Us” page, cookies may be set to remember your user details for future correspondence.
SITE PREFERENCES COOKIES
In order to provide you with a great experience on this portal, we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page that is affected by your preferences.
Details about cookies used across the other parts of The Schools HR Co-operative website (https://schoolshrcooperative.co.uk) are available in The Schools HR Co-operative Ltd - Privacy Policy & Cookies Policy.
Our portal may contain links to other websites which are owned and controlled by a third party. These external websites may use cookies not set or managed by us, and different from those we use on our portal.
If you would like more information, then please contact us.