GDPR legislation became law on 25 May 2018, giving more rights to you as an individual and more obligations to organisations holding your personal data.
There are three key rights that individuals have under GDPR. These are:
1. The Right to be Informed
We must provide you with information about the data processing activities we carry out. This has been provided in the below Privacy Statement.
2. The Right of Access
If you request access to your personal data, we must carry out this request within one month of receipt of this request. The information provided to you will not carry a cost, unless the request is manifestly unfounded or excessive. If we hold a large quantity of data related to your request, we may ask you to specify the information you want from us.
We will need to confirm your identity before releasing any information to you. Once we have verified your identity via original of certified copies, we will release the information we hold to you.
3. The Right to Rectification
You can have your personal data rectified if it is inaccurate or incomplete and we will act on this request within one month of receipt of this request. This may be extended to two months in instances where the request is complex.
Below you will find information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it. A full list of our data controllers and data processors can be supplied upon request by contacting the Data Governance Manager at Education Support. Contact details can be found at the end of this Statement.
How we use your information
This privacy statement tells you what to expect when Education Support collects personal information. It applies to information we collect about:
- visitors to our websites;
- donors, supporters, and those who have chosen to be kept up to date about our work;
- complainants, or those who make a data protection or freedom of information enquiry or complaint;
- people who use our services, e.g. who call our helpline or apply for a grant;
- people who request a publication or subscribe to the newsletter;
- job applicants and our current and former employees.
Visitors to our websites
When someone visits https://www.educationsupport.org.uk/ we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to understand more about those who are interested in our work, such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Individual information about you, the site user, is not kept in any of our cookies. If you want to check, you can use your internet browser application to see cookies for a page you are on. All the main browsers have this feature, though it may be hidden in a 'developer' section.
Communication by email
For people who have come to us through Education Support owned platforms, we only email newsletters and other general communications to those who have subscribed by explicitly opting in. If people sign up through our partner websites, via events or other Education Support services, we only email people who have given an explicit permission. The opportunity to unsubscribe is provided on every email we send.
We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our email communications; this may include tailoring emails to reflect what we identify to be of particular interest to an individual or what we know about their previous engagement with, Education Support, including to help us to make appropriate requests for gifts to supporters who may be able and willing to give more than they already do. All our emails include a two click option to unsubscribe from future emails. We use a third-party email service provider, Mailchimp, to process our email distribution and this service is governed by a contract with appropriate terms to protect data.
We may use email addresses and first name / last name details to identify ‘lookalike’ audiences on social media channels to provide health information, services, or products that we feel may be of use or interest to those audiences. This involves uploading these supporter details to third-party social media organisations, including Facebook and Twitter, from which they identify ‘lookalike’ cohorts. This upload is governed by terms and conditions restricting the processing and use of the data and can be viewed on Facebook Business and Twitter Business.
People who donate to Education Support
If you kindly donate to Education Support (thank you!) or support us in other ways such as asking to be kept up to date, coming along to our events, fundraising or buying raffle tickets, this is how we will use your information.
Processing your donation or purchase
When you make a donation or other payment to Education Support, we will use your payment and contact details, payment amount, date and time of payment; to process that payment and take any follow-up action needed (for example, sending a thank you letter).
Our online donations are managed by a third party, Committed Giving who are contracted to provide this service on behalf of Education Support . We have a contract in place to ensure your data is processed legally and securely.
If you choose to include Gift Aid with a donation to us, then we will also ask for your address and UK taxpayer status as this information is required by law. You can read more about how Gift Aid works here. This information is needed for us to fulfil our obligations under tax (sections 413 to 430 Income Tax Act 2007) and charity law. Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.
Staying in touch to share marketing and fundraising materials with you
We will stay in touch to keep you up to date with information about the work your support is making possible, our news, impact, events, fundraising appeals and other ways you can get involved.
Where you have provided your postal address or telephone number we may send this information to you by post or by calling your telephone unless you have asked us not to, or have registered with the Telephone Preference Service (TPS).
If you have told us you would like to receive information by email or SMS, we will send you information in this way.
You are in control of how we communicate with you, and if you’d like to change what you receive, how you receive it, or stop all communications please tell us. You can change your preferences by emailing us on firstname.lastname@example.org or calling 020 7697 2750.
We will keep your personal information for no longer than is necessary for the purposes for which it is processed (in accordance with our internal policies/retention policy). If you ask us not to contact you, we will keep information about you on our suppression list in order to avoid sending you unwanted materials in the future.
Requesting information if you are fundraising for us, or attending one of our events
If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility need which you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.
If you participate in an event organised by an external party or make a donation through a processor, like JustGiving, then your information may be passed to us by the processor. We would only use it for marketing purposes if you have given your consent for this.
Sharing your data with third parties
Education Support will never sell or pass on personal data to a third party for their use. On occasions, we may pass your data on to a third party who is employed as a contractor to process data on behalf of Education Support . In this instance, we will always have agreements and contracts in place to ensure your data is processed legally and securely and to ensure it is not held for any longer than necessary. A copy of our Data Retention Policy is available on request by contacting email@example.com.
Responding to enquiries
If you contact us with a question, comment, compliment or complaint then we will keep a record of this correspondence and any associated documents so that we have the information available in the event of a follow-up, dispute or investigation.
People who email us
We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Currently, we use MessageLabs for scanning and our AntiVirus software is provided by Symantec. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who use Education Support’s services
Education Support offers various support services to all education staff and organisations. We use a third party, Workplace Options, to deal with some support requests, but they are only allowed to use information gathered to deal with that specific support request.
We have to hold the details of the people who have requested the service in order to provide it. We do this on our CRM system, Salesforce. We only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a grant to carry out a survey to find out if they are happy with the level of service they received. These details are held in our CRM database, Salesforce.
When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
People who call our helpline
When you call the Education Support helpline we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
Our helpline also offers a translation service for customers when English is not their first language, this is provided by a third party company. The company that provides this service does not retain any information from the calls or record them.
The Education Support telephone helpline is currently run by Workplace Options.
When individuals apply for telephone support under Education Support telephone support line, they will be asked some details to enable Education Support to provide a quality service. Any personal information that is provided in this process are used only for the purpose of providing support during the telephone call and the ongoing administration and management of further support provided.
Use of data processors
Data processors are third parties who provide elements of our telephone support line service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Individuals applying for a grant under the Education Support Grants Programme
When individuals apply for a grant under the Education Support Grants Programme, they submit their information in an application form which is directly linked to our CRM software, Salesforce. Any personal information that is provided in the application and as a subsequent request by Education Support to supply further evidence, are used only for the purpose of reviewing the grant application and the ongoing administration and management of any grants that are awarded. We retain unsuccessful grant applications (and supplementary evidence) for a period of five years and successful applications for a period of five years, in line with our retention policy.
Job applicants, current and former Education Support employees
Education Support is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes, or store any of your information outside of the European Economic Area.
We only ask for information that is required to process your application. You don’t have to provide what we ask for but it may affect your application if you don’t.
If you accept a final offer from us, some of your personnel records will be held on BreatheHR which is an internally used HR records system.
Complaints or queries
Education Support tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy statement was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Education Support’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us at the address below.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies, such as auditors and lawyers. Details of these organisations are available, upon request.
Links to other websites
This privacy statement does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy statement
We keep our privacy statement under regular review. This privacy notice was last updated on 24 May 2018.
How to contact us
40A Drayton Park