Last Updated April 2020
The updated Privacy Policy will
automatically come into effect for all existing Users on 20 April 2020. Your
continued use of the Site from that day on will be subject to the new Privacy
Policy.
School Lettings Limited ("We")
are committed to protecting and respecting your privacy. This policy and the
other documents contained on our website sets out the basis on which any Personal
Data we collect from you, or that you provide to us, will be processed by us as
the Data Controller. Please read the following carefully to understand our
views and practices regarding your Personal Data and how we will treat it.
For the purpose of the Data Protection Act
2018 the Data Controller is School Lettings Limited, registration number
7828456, and with registered address 2nd Floor, 333 Edgware Road, London, NW9 6TD.
Any questions you
may have on how we use your data can be directed to Data Protection Officer,
School Lettings Limited, 2nd Floor, 333 Edgware Road, London, NW9 6TD. We are
registered as a Data Controller with the UK Information Commissioner's Office
and our data protection registration number is ZA192966.
1.
Definitions
Where
the definition of a term does not appear in this Privacy Policy, it shall be
given the definition it has in SchoolHire's Terms and Conditions.
"Aggregated Information" means
information about all of our Users or specific groups or categories of Users
that we combine together and which does not include the Users' Personal
Information.
"Data Controller" means School
Lettings Limited, trading as SchoolHire, the company responsible for the use of
and processing of Personal Information.
"Personal Data" means information relating to a living
individual who is or can be identified either from that information or from
that information in conjunction with other information that is in, or is likely
to come into, the possession of the Data Controller.
2.
Your Personal
Data – what is it and your rights?
Personal Data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the Data Controller’s possession or likely to come into such possession. The processing of Personal Data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
Unless subject to an exemption under the GDPR, you have the following rights with respect to your Personal Data:
a) The right to request a copy of your Personal Data which the we hold about you; The right to request that we correct any Personal Data if it is found to be inaccurate or out of date;
b) The right to request your Personal Data is erased where it is no longer necessary for us to retain such data;
c) The right to withdraw your consent to the processing at any time;
d) The right to request that we provide the data subject with your Personal Data and where possible, to transmit that data directly to another Data Controller;
e) The right, where there is a dispute in relation to the accuracy or processing of your Personal Data, to request a restriction is placed on further processing;
f) The right to object to the processing of Personal Data; and
g) The right to lodge a complaint with the Information Commissioners Office about our processing of your data, details on the process for which can be found at https://www.gov.uk/data-protection/make-a-complaint
All requests
relating to the above may be made in writing to Data Protection Officer, School
Lettings Limited, 2nd Floor, 333 Edgware Road, London, NW9 6TD. We will endeavour
to respond to you within 30 days.
3.
What Types Of Information Does SchoolHire
Gather About Its Users
a) Information that you
give us
We receive, store and process
information that you make available to us when accessing or using the Site. At
various times you may give your Personal Data to us. For example, in order to
process a Booking, we may need to know all or some of the following: your full
name, address, telephone number, e-mail address and payment card details. You
may also give Personal Data to us at other times, such as when registering on
the Site. We may also gather information from cookies or web beacons. You can
find out more about how they operate in the relevant section of this policy
below.
b) Mobile Data
When you use certain features
of the Site, in particular any mobile applications we may receive, store and process
different types of information about your location, including general
information (e.g., IP address, postcode) and more specific information (e.g.
GPS-based functionality on mobile devices used to access the Site or specific
features of the Site). If you access the Site through a mobile device and you
do not want your device to provide us with location-tracking information, you
can disable the GPS or other location-tracking functions on your device,
provided your device allows you to do this. See your device manufacturer's
instructions for further details.
c) Log Data
We may also receive, store and
process "Log Data", which is information that is automatically
recorded by our servers whenever you access or use the Site, regardless of
whether you are registered with SchoolHire or logged in to your SchoolHire
account, such as your IP Address, the date and time you access or use the Site,
the hardware and software you are using, referring and exit pages and URLs, the
number of clicks, pages viewed and the order of those pages, and the amount of
time spent on particular pages.
d) What are Cookies, Web
Beacons and Clear GIFs and Why Do We Use Them?
A "cookie" is a
small file placed on your hard drive by certain of our web pages. We or third
parties under contract with us may use cookies to help us analyse our web page
flow, customize our services, content and advertising, measure promotional
effectiveness and promote trust and safety. Cookies are commonly used at most
major transactional websites in much the same way we use them here at our Site.
You may delete and block all
cookies from this site, but parts of the site will not work. We want to be open
about our cookie use.
Even if you are only browsing
the Site certain information (including computer and connection information,
browser type and version, operating system and platform details and the time of
accessing the Site) is automatically collected about you. This information will
be collected every time you access the Site and it will be used for the
purposes outlined in this Privacy Policy. You can reduce the information
cookies collect from your device. An easy way of doing this is often to change
the settings in your browser. If you do that you should know that (a) your use
of the Site may be adversely affected (and possibly entirely prevented), (b)
your experience of this and other sites that use cookies to enhance or
personalize your experience may be adversely affected, and (c) you may not be
presented with advertising that reflects the way that you use our, and other,
sites. You find out how to make these changes to your browser at this site:
www.allaboutcookies.org/manage-cookies/. Unless you have adjusted your browser
setting so that it will refuse cookies, our system will send cookies as soon as
you visit our site. By using the site you consent to this, unless you change
your browser settings.
We gather and share
information concerning the usage of the Site with one or more third-party
tracking companies for the purpose of reporting statistics. In this connection,
some of the pages you visit on our Site use electronic images placed in the web
page code, called pixel tags (also called a "clear GIFs" or "Web
Beacons") that can serve many of the same purposes as cookies.
Web beacons may be used to
track the traffic patterns of Users from one page to another in order to
maximize web traffic flow. Our third-party advertising service providers may
also use Web Beacons to recognize you when you visit the Site and to help
determine how you found the Site. If you would like more information about this
practice and to know your choices about not having this information used by
these companies, click here: http://networkadvertising.org/consumer/opt_out.asp
e) Third-party social
plugins
Our Site may use social
plugins that are provided and operated by third-party companies, such as
Facebook's Like Button. As a result of this, you may send to the third-party
company the information that you are viewing on a certain part of our Site. If
you are not logged into your account with the third-party company, then the
third party may not know your identity. If you are logged into your account
with the third-party company, then the third party may be able to link
information about your visit to our Site to your account with them. Similarly,
a third party may record your interactions with the social plugin. Please refer
to the third party's Privacy Policy to find out more about its data practices,
such as what data is collected about you and how the third party uses such
data.
4.
How
SchoolHire Uses And Processes The Information That You Provide Or Make
Available
Our primary purpose in collecting your Personal Data is to provide you with the services you requested and those which we believe will optimise your use of the Site. You agree that we may use for Personal Data for the following purposes:
a) For the services or support you request;
b) To contact you from time to time with critical User or service updates;
c) To send other messages that are integral to the service we provide on the Site;
d) To customise, measure and improve our services, content and advertising;
e) To compare information for accuracy, and verify it with third parties;
f) To prevent activity we determine to be potentially illegal, unlawful or harmful; and
g) To enforce our Privacy Policy and/or our Terms and Conditions or any other purpose referenced herein or therein. We collate statistics about site traffic, sales and other commercial information which we pass onto third parties to assist us in improving the services we provide to you. We also use demographic information to tailor the Site and we share that information with third parties so that they can build up a better picture of our customer base and general consumer trends.
5. How SchoolHire Uses And Processes User
Communications
We may review, scan, or analyse your
communications with other Users exchanged via the Site for fraud prevention,
risk assessment, regulatory compliance, investigation, product development,
research and customer support purposes. For example, we may scan, review or
analyse messages for research and product development purposes to help make
search, Booking and User communications more efficient and effective, as well
as to debug product offerings. We will not review, scan, or analyse your
communications for sending third party marketing messages to you. We will also
not sell these reviews or analyses of communications to third parties. By using
the Site, you consent that SchoolHire, in its sole discretion, may review,
scan, analyse, and store your communications, whether done manually or through
automated means
6.
When
SchoolHire Discloses Or Shares Personal Information and To Whom
Your Personal Data will be treated as
strictly confidential. When using the site and making a Booking Request or
communicating directly with our Venues, you have provided explicit consent to
share your Personal Data with the Venue to allow them to process your Booking Request.
As per our contract with the Venues they will only use your data in line with
processing your Booking Request and will not pass it onto 3rd
parties in line with their terms & conditions / Privacy Policy. Should any
Venue be in breach of this, SchoolHire will be fully indemnified from any
claims, liabilities, damages, losses, and expenses arising from any breach.
Additionally, we may disclose your Personal
Data to enforce our policies, or where we are permitted to do so by applicable
law, such as in response to a valid, legally-compliant request by a law
enforcement or governmental authority, or in connection with actual or proposed
litigation, or to protect our property, people and other rights or interests.
7.
How we secure, store and retain your data
We follow generally accepted standards to store and protect the Personal
Data we collect, both during transmission and once received and stored,
including utilisation of encryption where appropriate. All data is stored at UK
locations with appropriate access controls regarding who has access to the
servers and its data.
We retain Personal Data only for as long as necessary to provide the Services you have requested and thereafter for a variety of legitimate legal or business purposes. These might include retention periods:
a) mandated by law, contract or similar obligations applicable to our business operations;
b) for preserving, resolving, defending or enforcing our legal/contractual rights; or
c) needed to maintain adequate and accurate business and financial records.
If you have any questions
about the security or retention of your Personal Data, you can contact us
at info@schoolhire.co.uk.
Additionally, you are able to edit or delete any Personal Data we hold about
you via the My Account section on the website.
8.
Payment
Details
SchoolHire does not store any
personal banking details. Any payment transactions are carried out by our
payment processor – Stripe Payments UK Limited (“Stripe”). Stripe are fully
regulated by the Financial Conduct Authority (FCA) and have been audited by an
independent PCI Qualified Security Assessor (QSA) and is certified as a PCI Level 1
Service Provider. This is the most stringent level of certification
available in the payments industry. Further details in relation to how Stripe
make use of your data can be found here - https://stripe.com/gb/privacy.
9.
Business
Transfers by SchoolHire
If SchoolHire undertakes or is
involved in any merger, acquisition, reorganization, sale of assets or
bankruptcy or insolvency event, then we may sell, transfer or share some or all
of our assets, including your Personal Information. In this event, we will
notify you before your Personal Data is transferred and becomes subject to a
different Privacy Policy.
10.
Keeping
Your Personal Information Secure
We have implemented reasonable
administrative, technical, and physical security measures to protect your
Personal Information against the unauthorised access, destruction or alteration
of your information. Additionally, we can confirm that our customer database is
fully encrypted. However, no method of transmission over the Internet, and no
method of storing electronic information, can be 100% secure. So, we cannot
guarantee the absolute security of your transmissions to us and of your
Personal Information that we store.
11.
Your
Privacy When You Access Third Party Websites and Resources
The Site may contain links to other
websites not owned or controlled by SchoolHire. SchoolHire does not have any
control over third party websites. These other websites may place their own
cookies, web beacons or other files on your device, or collect and solicit
Personal Information from you. They will have their own rules about the
collection, use and disclosure of Personal Information. We encourage you to
read the terms of use and Privacy Policies of the other websites that you
visit. Some portions of the Site implement Google Maps/Earth mapping services,
including Google Maps API(s). Your use of Google Maps/Earth is subject to Google's
terms of use and Google's Privacy Policy,
as may be amended by Google from time to time.
12.
Changes
to This Privacy Policy
We may change how we collect and then
use Personal Information at any time and without prior notice, at our sole
discretion.
We may
change this Privacy Policy at any time. If we make material changes to the
Privacy Policy, we will notify you either by posting the changed Privacy Policy
on the Site or by sending an email to you. We will also update the "Last
Updated Date" at the top of this Privacy Policy. If we let you know of changes
through an email communication, then the date on which we send the email will
be deemed to be the date of your receipt of that email. It's important that you
review the changed Privacy Policy. If you do not wish to agree to the changed
Privacy Policy, then we will not be able to continue providing the Site to you,
and your only option will be to stop accessing the Site and deactivate your
SchoolHire account.
13.
Got
Feedback?
If you have any questions about this
Privacy Policy, the practices of this Site, or your dealings with this Site, we
encourage you to contact us at info@schoolhire.co.uk.