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HAYDON SCHOOL |
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LETTINGS - Privacy Notice
To facilitate the
administration and marketing of our lettings Haydon School (the School)
collects relevant information about you through the venue marketing website, BookingsPlus,
the data processor, who processes information about you on our behalf.
BookingsPlus is an online
application that provides the School with a website to help promote our
facilities and a booking system with online accounts for our clients, and the
ability for our clients to pay for bookings online. BookingsPlus is a product
of Kajima Partnerships Limited. You can access their Privacy Notice through the
following link: https://www.kajima.co.uk/privacy, https://www.bookingsplus.co.uk/privacy-policy/.
This Privacy Notice
explains how and why the School and Booking Plus collect data, what we do with
it and what rights you have.
BookingsPlus website
contains links to other websites. This Privacy Policy only applies to Haydon
School and the BookingsPlus website. When you link to other websites (including
the websites of venues) you should read their own privacy policies.
Haydon School is a charitable
company limited by guarantee (registration number 07557791) whose registered
office is Haydon School Wiltshire Lane, Eastcote, Pinner, Middlesex, HA5
2LX. Haydon School is a Data Controller.
Why do we
collect and use your information?
We collect and use information about you under
the following lawful bases:
a.
where
we need to perform the contract we have entered into with you;
b.
where
it is necessary for compliance with a legal obligation;
c.
where
it is in our legitimate interests to do so;
d.
where
we have your consent (for marketing communications and promotion of the
business or activity you are using the venue for).
The School and BookingsPlus will use the
contact details and documentation (training certificates, DBS forms, public liability
insurance) on your BookingsPlus client account to:
·
provide
you with access to BookingsPlus;
·
administer
your account, send you invoices and collect payment from you;
·
ensure
the School have valid documentation in order for your booking/s to take place;
·
provide
customer service to you, and to deal with any enquiries/complaints made by you
with regards to your booking/our service;
·
provide
a customer account management service to you and keep your details up-to-date;
·
send
to you email notifications solely related to your bookings;
·
pass
your contact details to GoCardless (or any online payment provider within
BookingsPlus) for the purposes of payment processing only. Haydon School and
BookingsPlus do not store or process any credit/debit card or bank account
details;
·
occasionally
email you a link to a feedback survey, for the purposes of improving the
BookingsGuru service, but this is entirely optional as to whether you complete
it;
·
send
to you marketing communications, where you have opted in. Your preferences can
be amended at any time, by logging into your online account or emailing your
venue administrator;
·
obtain
statistical information about BookingsPlus users, to help BookingsPlus and the
School manage their business, but this information will be anonymised and not
be used to identify any individual user.
When you book a venue, as part of the
booking process, you may consent to
your name, business and contact details being entered on the booking timetable
so that you can promote the business or activity you are using the venue for.
If you don’t consent to this, all that will show up on the timetable is the
type of activity taking place within that time slot and without any personal
information added.
BookingsPlus would also like to send you
information about their services and other venues which may be of interest to
you. If you have consented to receive marketing in your client account, you may
opt out a later date.
What personal information do we
collect?
BookingsPlus will collect the following
information on our behalf:
a.
when
an enquiry/registration is made through the venue marketing website, BookingsPlus
will collect and store the contact details of the enquirer (name, phone,
email), for our use;
b.
when
BookingsPlus adds new clients and/or issue them an online account, BookingsPlus
will store their contact details (name, address, phone, email);
c.
when
BookingsPlus adds new users to a client’s account (such as bill payers), BookingsPlus
will store their name and email;
d.
BookingsPlus
collects documents that have been uploaded by clients and their administrators.
These are stored on Amazon S3;
e.
when
new booking is added, the School and BookingsPlus will store financial data
related to the booking such as prices,
invoices/credit notes, payments/refunds made and account balances;
f.
when
a client makes a payment via one of the payment provider options in
BookingsPlus, BookingsPlus will store the payment reference, the name of the
person paying, and the status of the payment, which may include reasons as to
why the payment failed;
g.
the
School and BookingsPlus collect public
liability insurance and may collect training certificates and DBS forms in
order to provide lettings services to you.
Cookies
Cookies
are text files placed on your computer to collect standard internet log
information and visitor behaviour information. This information is used to
track visitor use of BookingsPlus website and to compile statistical reports on
website activity. For further information visit http://www.allaboutcookies.org/
or https://www.aboutcookies.org/.
You can set your browser not to accept cookies and the above websites tell you
how to remove cookies from your browser. However in a few cases some of BookingsPlus
website features may not function as a result.
Collecting information
Personal information submitted
to us via email or via BookingsPlus will be used solely for the purposes
specified in this Privacy Policy.
BookingsPlus will use the
contact details submitted via their venue marketing website and sent to the
School email addresses to:
·
contact you regarding the enquiry
you made;
·
generate a client account on BookingsPlus
should the booking go ahead;
·
obtain statistical information about
venue users, to help BookingsPlus and the School manage our business but this
information will be anonymised and not be used to identify any individual user.
In addition, the School uses CCTV cameras around the school site for security purposes and for
the protection of our staff and students and school’s property. There are signs around the School showing
that CCTV is in operation. The images captured are securely stored and only
accessed on a need to know basis (e.g. to look into an incident). For more
information and CCTV retention schedule, please refer to school’s CCTV Policy
(available on request & on the school website).
Storing your data
Information that you provide us with via BookingsPlus will
be stored electronically on BookingsPlus, on servers located in the UK and Amazon
Web Services located in Ireland. BookingsPlus use carefully chosen suppliers. Appropriate
steps will be taken to keep the data secure.
Personal information is only accessible to a limited number
of Kajima Partnerships Limited employees and limited number of Haydon School
staff with the responsibilities for lettings who can only access the
information via their unique username and password.
The School will only retain
your personal information for as long as necessary to fulfil the purposes we
collected it for, including for the purposes of satisfying any legal,
accounting, insurance or reporting requirements. Details of retention periods
for different aspects of your personal information are available from
BookingPlus website. If you are an existing client you can view and amend the
personal contact details we hold for you, in your online account at
https://my.schoolbookings.co.uk/users/sign_in.
Personal information that
is collected via our venue marketing websites or via email during the enquiry
process, which is not converted to a booking, is permanently deleted following
a period of 6 months of inactivity.
In some circumstances BookingPlus may anonymise your
personal information so that it can no longer be associated with you, in which
case BookingPlus and the School may use such information without further notice
to you. Once you are no longer wish to use our letting services the School will
retain and/or securely destroy your personal information in accordance with our
Data Retention Guide.
Who do we share
your information with?
We routinely share
information about you with our venue marketing website, BookingsPlus. Please
refer to their Privacy Notice (https://www.bookingsplus.co.uk/privacy-policy/)
for the detailed information on how BookingPlus use information about you.
We may disclose information
about you to a limited number of our employees, suppliers or subcontractors
insofar as is reasonably necessary for the purposes as set out in this Privacy
Policy. All such parties are obliged to treat your information in accordance with
the scope of your consent and the law in their contracts with us.
Additionally, Booking Plus
routinely share information about you with GoCardless (or any online payment
provider within BookingsPlus) for the purposes of payment processing only. In
all cases, you will have had to review the data on the online form, and submit
it. You will be subject to the payment
provider’s terms and their privacy policy.
Haydon School will, at no
time, pass your details on to third parties, except where such disclosure is
legally permitted and necessary to:
·
safeguard
the wellbeing and protect the vital interests of our students, staff,
governors, and visitors;
·
comply
with a Court order or other legal process;
·
fulfil
a Freedom of Information request;
·
protect
our rights of property; and
·
establish,
exercise or defend our legal rights.
The disclosure might be
necessary for the prevention or detection of crime, or the apprehension or
prosecution of offenders, or where we are required to do so by law.
We will always seek your
consent to share your information with the organisations for purposes other
than outlined in this Privacy Notice unless such disclosure is legally
permitted.
In the event that we share
personal data about you with third parties, we will provide the minimum amount
of personal data necessary to fulfil the purpose for which we are required to
share the data.
Requesting
access to your personal data
Under current data
protection legislation, you have the right to request access to information
about you that we hold (“Subject Access Request”). To make a request for your
personal data, please contact the Data Protection Officer (DPO) although any
written request for personal data will be treated as a Subject Access Request.
The legal timescales for the
School to respond to a Subject Access Request is one calendar month. As the School has limited staff resources
outside of term time, we encourage you to submit Subject Access Requests during
term time and to avoid sending a request during periods when the School is
closed or is about to close for the holidays where possible. This will assist us in responding to your request
as promptly as possible. For further information about how we handle Subject
Access Requests, please see our GDPR Policy (available on request from school’s
DPO).
No fee usually required
You will not have to pay a
fee to access your personal information (or to exercise any of the other
rights). However, we may charge a reasonable fee if your request for access is
manifestly unfounded or excessive. Alternatively, we may refuse to comply with
the request in such circumstances.
You also have the right to:
·
object
to processing of personal data that is likely to cause, or is causing, damage
or distress;
·
prevent
processing for the purpose of direct marketing;
·
object
to decisions being taken by automated means;
·
in
certain circumstances, have inaccurate personal data rectified, blocked, erased
or destroyed;
·
claim
compensation for damages caused by a breach of our data protection responsibilities.
If you would like to update
or to delete any information we hold on you please contact our Marketing and
Development Officer on schard2.312@lgflmail.org. If you would like to
complain about how we are using or disclosing your data please first contact
school’s DPO.
You have the right to make
a complaint at any time to the Information Commissioner’s Office (ICO), the UK
supervisory authority for data protection issues. You can contact the Information
Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Please refer to our GDPR
Policy (available on request from school’s DPO) for more detailed information
on your rights.
Right to withdraw consent
In the limited circumstances where you may have
provided your consent to the collection, processing and transfer of your
personal information for a specific purpose, you have the right to withdraw
your consent for that specific processing at any time. You have a right (at any
time) to stop us from contacting you for marketing purposes. To withdraw your
consent, please contact our DPO or if you no longer wish to be contacted for
marketing purposes please login to your client account at
https://my.schoolbookings.co.uk/users/sign_in. Once we have received
notification that you have withdrawn your consent, we will no longer process
your information for the purpose or purposes you originally agreed to.
Data Protection Officer
The School have appointed a
Data Protection Officer (DPO) to oversee compliance with this Privacy Notice.
If you have any questions about this Privacy Notice or how we handle your
personal information, please contact the DPO, Mrs L Faraj, via email, dpo@haydonschool.org.uk.
Changes to this Privacy Notice
We reserve the right to update this Privacy Notice
at any time, and we will provide you with a new Privacy Notice when we make any
substantial updates. We may also notify you in other ways from time to time
about the processing of your personal information.
This Privacy Notice was last updated on 30 August
2018.
