Privacy Notice

This Privacy Notice describes the types of personal information that Life Education Wessex & Thames Valley (LEW&TV) may collect during our relationship with you, why we collect it, how we use it, the conditions under which we may disclose it to others, how long we keep it for, how we keep it secure, and what your rights are in relation to your information.

Any questions regarding this Privacy Notice and our privacy practices should be sent by email to:

dataprotection@lifeeducationwessex.org.uk, or by writing to:

Data Protection Officer, Life Education Wessex & Thames Valley, 2 Barnes Croft, Coles Lane, Milborne St Andrew, Blandford Forum, Dorset, DT11 0LG.

Who we are

LEW&TV is a delivery partner of Coram Life Education (CLE) and provides education services and online resources directly to schools.

LEW&TV’s contact details are 2 Barnes Croft, Coles Lane, Milborne St Andrew, Blandford Forum, Dorset, DT11 0LG, email address enquiries@lifeeducationwessex.org.uk.

Our charity number is 1071094, and details about the charity are available on the Charity Commission website:

https://register-of-charities.charitycommission.gov.uk/charity-search/-/charity-details/3954405

Life Education Wessex & Thames Valley (LEW&TV) is the data controller. This means it decides how your personal data (information) is processed and for what purposes.

What personal information do we collect?

Schools

We may collect your name, your school name, your job title, the name of your administrator or finance officer, the address of your school, and the email addresses of other school-based staff with whom we will liaise over the booking, delivery, administration, invoicing and follow up of our programme.

If the school requests a SCARF subscription we collect the information above plus the email addresses of other school-based staff/volunteers who request to become SCARF subscribers in order to access the resource and receive email updates about its use. This information is stored on the secure CLEBase website platform and bespoke database, which is managed and maintained by CLE, whose compliance is assured.

Others

We may collect your name, company name, contact information (email, telephone, address, title), and your bank details (if you are a supplier) and a limited amount of profile information such as the types of fundraising events you may be interested in. This information is stored in our secure Customer Relationship Management (CRM) system.

We may collect information whenever you interact with us e.g:

as a company or individual, you register to take part in one of our fundraising events
you subscribe to our newsletter
you make a donation or grant
applying for a job or volunteering opportunity

How is your information used?

We use your information to:

Communicate with you;
Confirm bookings, subscriptions, renewals and cancellations;
Inform you of news and updates in relation to existing and new programmes or resources and where your permission has been granted, information about events and fundraising activities;
Improve our services and products with the feedback we get.

We may analyse the personal information we collect about you and add publicly available information to create a profile of your interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information.

Legal basis for processing your data

By completing and submitting a form or agreement to receive CLE online resources or delivery of programmes or to take part in an event, you are consenting to us using the information you provide in the way we outline above. You may withdraw your consent at any time, at no cost to you, but this may result in us not being able to continue to maintain an online subscription to resources, and may make it more difficult to communicate with the school in regard to services offered.

LEW&TV complies with its obligations under the General Data Protection Regulations (GDPR) by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We’ll only use your personal data where we are allowed to by law (GDPR Article 6), for example:

By carrying out an agreement we have with you
To provide a smooth customer service and communications
For invoicing purposes
To send updates on the services, products and/or fundraising events/campaigns
To improve the resource and, where appropriate, provide aggregated – unidentifiable - information for publication, and
To provide and control access to the SCARF product and/or other free resources

Our request for the information outlined above allows LEW&TV to pursue its legitimate interest to provide you with a smooth and timely service, and to maintain security. It would be difficult to supply the services to you otherwise.

Who at LEW&TV will have access to your personal information?

Your data will be accessed by LEW&TV’s staff for the purposes of above and for the duration of your relationship with us.

Your data may be accessed by Mailchimp, or other mass email marketing service, and our email servers for the purposes of communicating with you. We will use password protected devices and we will store your data securely within the bespoke ‘CLEBase’ database (in the case of schools) to which the CLE website manager and staff have access, and our own CRM database to which the vendor has access for support & maintenance purposes.

Survey and feedback data will be presented anonymously and therefore your personal information will not be shared.

Where you interact with us through third parties such as online credit card processing companies (such as WorldPay), the data you provide will be subject to their privacy policies, which may not be consistent with those of LEW&TV. It is important that you reassure yourself that those third parties are handling your personal information appropriately.

Please consult their Privacy Notices for more information.

Will LEW&TV share your information with anyone else?

We will not sell or rent any information you provide to us to third parties. Nor will we share your information with third parties for marketing purposes.

We will keep your information confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies). Generally, we will only use your information within LEW&TV or CLE in the case of schools for SCARF and other product updates. However, in order to provide the products and services you have requested from us, we may need to share your information with other service providers, based on our instructions and in compliance with this Privacy Notice and any other appropriate confidentiality and security measures. Service providers help us with things like payment processing, website hosting, data analysis, information technology and related infrastructure, customer service, email delivery and business administration. These include Google Analytics and Mailchimp, or other mass email marketing service. LEW&TV requires these third parties to comply strictly with its instructions and LEW&TV requires that they do not use your personal information for their own business purposes, unless you have explicitly consented to the use of your personal information in this way.

Your rights

We take reasonable steps that are designed to keep your personal data accurate, complete and up-to-date for the purposes for which it is collected and used. We also have implemented measures that are designed to ensure that our processing of your personal data complies with this privacy notice and applicable law (e.g. the GDPR).

You have the right to request access to the personal data that we have collected about you for the purposes of reviewing, modifying or requesting deletion of the data. You also have the right to request a copy of the personal data we have collected about you, at no cost to you.

If you would like to make a request to access, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact dataprotection@lifeeducationwessex.org.uk. We will reply within one month of receipt of your request.

To help protect your privacy and security, we will take reasonable steps to verify your identity before granting you access to your personal data.

How long will LEW&TV keep your personal information?

Personal data will be retained for the duration of your relationship with us, and for longer where there is a legal requirement to do so.

How will we secure your personal information?

We use a variety of data security measures intended to ensure the confidentiality, and integrity of your personal information, including the use of secure servers, firewalls, password protection, restriction to systems and encryption.

Cookies and links to other websites

A cookie is a small piece of information sent by a webserver to a web browser which enables the server to collect information from the browser. Find out more about cookies on www.allaboutcookies.org.

Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instructions on www.allaboutcookies.org. Please note however, that turning off cookies could restrict your use of our website.

Some of these cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. The data collected is not shared with any 3rd party. The information we get through the use of these cookies is anonymous and we make no attempt to identify you or influence your experience of the site while you are visiting it. If you do not allow these cookies we will not be able to include your anonymous visit in our statistics.

LEW&TV's website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Complaints

LEW&TV 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 and encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. You have the right to complain at any time by contacting dataprotection@lifeeducationwessex.org.uk

In the event of a conflict concerning the processing of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office in the UK:

Telephone: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk

Last reviewed: June 2024