Privacy Notice How we use information The Shared Learning Trust and its academies process personal data relating to those who lease and use our facilities. This information is used to maintain contact between Trust staff and the client for booking purposes. The client information that we collect, process and hold include: • personal information such as first name (s), surname (s), contact number, e-mail address, postal address (es) • relevant documentation depending on the kind of the event/letting. This could include: o certificates related to the coaching of children o liability insurance documentation o food hygiene certificates o DBS number Why we collect and use this information We use this data to: • enable clients to book efficiently when required • enable Trust staff to action all invoices and payments effectively • Build up a client base for regular and ad-hoc bookings • Enable notifications to go out efficiently such as cancellations and amendments • To ensure that people running the lettings have had sufficient checks to allow them access to the school grounds. Or if the event is to do with children we are then safeguarded • To ensure that the people running the letting are adequately qualified if carrying out events with a bouncy castle or catering for example. The lawful basis on which we process this information We process this information under performance of a contract and legal obligation to ensure that the people we hire out to within the community have provided sufficient details for us to be able to contact them and process bookings and billing statements where required. Collecting this information Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this. Storing this information We hold client data for up to 7 years after the expiry of the agreement in line with our legal requirement to hold details of financial transactions for this period of time. We hold items such as certificates for Who we share this information with We routinely share this information with: • The Shared learning Trust Lettings Team • The Shared Learning Trust Finance Department • Bookings Plus supported by Kajima, The Trusts booking system for all reservations across the Trust Page 3 of 3 • Security staff who support The Shared Learning Trust in Community Lettings Data subject rights including requesting access to your personal data Under data protection law you have certain rights in respect of your data, as you can see below. If you would like to exercise any of these rights, please contact the central trust using the details below: Nic Rowley – IT Manager Email: privacy@thesharedlearningtrust.org.uk Phone: 01582 211 211 1. The right to be informed – The information set out within this notice should inform you of why we process your personal data 2. The right of access – subject to limited exceptions, you can request us to send you copies of any data we process relating to you 3. The right to rectification – you can request we correct any data we process on you 4. The right to erasure – subject to some exceptions, you can request that we delete any data we process relating to you. Please note that we may be required by certain legislation to retain data relating to you or we may otherwise need to hold certain data, for example for the defence of legal claims. 5. The right to restrict processing – subject to some exceptions, you can request we limit the processing of the data we hold in respect of you 6. The right to data portability – under certain circumstances you can request for your data to be exported from our systems to a readable format for you to take elsewhere 7. The right to object – you can ask us to stop processing your personal data – again, certain exceptions apply 8. Rights in relation to automated decision making and profiling – where a decision has been made by automated means you can ask for human intervention. Please note The Shared Learning Trust and its academies do not carry out any automated decision making or profiling at this time. If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/Changes The Shared Learning Trust will update this notice from time to time and it will be reissued when changes are made. Further information If you would like to discuss anything in this privacy notice, please contact: privacy@thesharedlearningtrust.org.uk Nic Rowley Trust IT Manager We take the security of your data seriously. We have internal policies and controls in place to help ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed or made available except to authorised personnel in the proper performance of their duties or to restricted third party organisations who process data on our behalf and who are contractually obliged to ensure the security of your data
