DPO Solutions for Schools Ltd (UK company registration number 11931373) is committed to protecting the privacy and security of your personal information. This notice sets out how we use your information and how you can exercise your rights under UK data protection law.
We only collect and use your personal information when we have a lawful basis for doing so.
The lawful bases we rely on are:
- Contractual obligation
- Legitimate interest
- Consent, where you have given us your explicit consent.
What information do we hold about you and how do we use it?
We collect and hold the name and email address of school data protection leads, and any other member of staff who has asked to be included, for the schools/trusts that subscribe to our services. Your information allows us to communicate with you so we can keep you up to date with news, advice, new resources and training data etc through the Data Protection Network and via email.
When you undertake the training questionnaires we hold your name and responses to questions so we can produce a summary report for your school to use as evidence of its compliance with data protection law.
When we act as a point of contact between you and a school/trust for a subject access request, we hold your name and email address so we can carry out this role.
If you express an interest in knowing more about our services, we will hold your name and email address so that we can communicate with you.
Where do we store your personal information?
Your data is stored on secure GDPR compliant servers and we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy statement.
Who do we share your data with?
If you are the Data Protection Lead (DPL) for your school/trust, or have asked to join the network, we share your name and email address with GovernorHub (Ortoo Technologies) so you can be part of the DPL network.
We do not sell or trade your personal information with third parties for the purposes of sales, marketing or advertising.
We will disclose your personal information where we are required to do so by law.
How long will we use your information for?
We will not retain your information for longer than is necessary for the purposes set out in this notice.
When you complete a training survey, we will remove your details from our system once you school/trust has been provided with the summary training report.
If we have acted as a point of contact for a subject access request, we will retain your name and contact information for one month after the school has provided you with the personal information you requested, in case of any follow up.
If your school ceases to use our services we will remove your personal information from our records, unless you have specifically consented to its retention.
You have the right to:
- Request access to your information (subject access request). This enables you to receive a copy of the information we hold about you and to check we are lawfully processing it
- Request correction of the personal information we hold about you. This enables you to have incomplete or inaccurate information we hold about you corrected
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it
- Object to processing where we are relying on legitimate interest as our lawful basis and
- Request restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information, for example, if you want to establish its accuracy or the reason for processing it
- Request transfer of your information to another party
- Lodge a complaint with the Information Commissioner’s Office (ICO) in the UK (see contact details below).
We are always happy to help and answer any questions you have about our Privacy Notice. If you have any concerns, please contact us in the first instance and we will do our utmost to resolve them for you.
If you would like to exercise any of your rights, please get in touch using our contact form or ring 01296 658502. Please note, we may ask for proof of identity before providing or updating any personal information we hold about you. If we have a legitimate reason as to why we are unable to fulfil any requests, we will always explain the reasons why.
The Information Commissioner’s Office can be contacted here (live chat) or on 0303 123 1113.