The Warblington Online Safety Portal (WOSP) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of users, parents, students and other associates, and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information about the Warblington Online Safety Portal
The Warblington Online Safety Portal is an educational resource, which covers a number of schools in the Hampshire area to educate, co-ordinate and respond to potential dangers and threats to children online by engaging with other teachers, parents, school governors and associates of these schools, both in terms of retaining a visible online presence and being the public face of online safety for these schools.
These schools are:
- Bidbury Infant School
- Bidbury Junior School
- Bosmere Junior School
- Emsworth Primary School
- Fairfield Infant School
- St James’ CEC Primary School
- Warblington School
The Warblington Online Safety Portal’s postal address is:
Data Protection Officer: Steven Parham
Email address: email@example.com
Telephone number: 023 9247 5480
2. What does this notice cover?
The privacy information here explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is personal data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5.
4. What are your rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. Part 6 explains more about how we use your personal data, including automated decision-making and profiling.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What personal data do we collect?
We may collect some or all of the following personal data:
- Email address
- Telephone number
- Business name (if appropriate/relevant)
Your personal data is not obtained from third parties and is only given to us by you, our clients, customers and associates. We do not store information on students or children online; neither does the site publish information or images of any child that falls under its sphere of influence unless specific written permissions have been given by all concerned parties.
6. How do we use your personal data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary because you have consented to our use of your personal data, or because it is in our legitimate interests to use it. Your personal data will be used for the following purposes:
- Providing and managing your information.
- Sending you relevant emails and information relevant to child safety and associated matters related to the supervised use of Information Technology. Your personal details are required in order for us to enter into a dialogue with you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by emailing us at firstname.lastname@example.org.
- With your permission and/or where permitted by law, we may also use your personal data for information dissemination and one to one communication purposes, which may include contacting you by email, telephone, text message or post with information, news, and information on IT matters related to child safety, education and welfare. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
We do not use automated systems for carrying out decision-making and profiling. If at any point you wish to query this, the GDPR gives you the right to do so. Please contact us to find out more using the details in Part 11.
7. How long will we keep your personal data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- Parent, teacher and associate information is retained for a period of seven years, whereupon it is reviewed, and when required and appropriate to do so, deleted.
8. How and where do we store or transfer your personal data?
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- Regular reviews of data and information held by us in relation to clients, customers and associates.
- Regular system security updates and patches in accordance with intelligence received from the UK government and other reliable security consultancies that supply credible information on potential system vulnerabilities and other threats to data security.
9. Do we share your personal data?
In short, no. However, in some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or in complying with legal obligations, a court order, or the instructions of a government authority.
10. How can I access my personal data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “Subject Access Request”.
All Subject Access Requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a Subject Access Request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within a fortnight and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How to contact us
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Steven Parham):
Email address: email@example.com
Telephone number: 023 9247 5480
12. Changes to this privacy notice
We may change this privacy notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our web pages, press releases, social media feeds and via email bulletins where appropriate.