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Herts for Learning ('HfL', 'the Company', 'we', 'us or 'our') has created this privacy statement in order to demonstrate our firm commitment to privacy. The following discloses our information gathering and dissemination practices for this website: www.thegrid.org.uk (known as ‘the Grid’) including the intranet www.intra.thegrid.org.uk.
This policy is also designed to let you know your rights and what you can do if you have questions about Personal Data.
The Company is the data controller for the purposes of data protection laws.
This document sets out the types of Personal Data (meaning information about an individual from which that individual can be personally identified) we handle, the purposes of handling those Personal Data and any recipients of it.
We evaluate the relevant sites which we provide links to but HfL does not give approval or endorsement of those websites and we are not responsible for their content. As such, links to other websites are not covered by this policy and individuals are advised to check the privacy policies of those other sites for their terms and conditions.
1. Our details
We are: Herts for Learning Limited
2. Why we collect personal data
We collect and hold personal information relating to our users. We may also receive information from other bodies linked to pupils' education, development and welfare.
We may share Personal Data with other agencies as necessary under our legal duties or otherwise in accordance with our duties/obligations as a Company.
The Personal Data we are provided with or collect is provided to us on a voluntary basis. Below are set out the reasons why we collect and process Personal Data, as well as the legal basis on which we carry out this processing:
3. Legal basis for processing personal data
The lawful basis for us to collect/process this Personal Data is by reason of necessity for the performance of a contract of employment to which the Data Subject is party, or in order to take steps at the request of the Data Subject prior to entering into a contract.
We also process Personal Data where processing is necessary for the purposes of legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the Data Subject.
We do not process any special categories of Personal Data except where necessary for reasons of substantial public interest in complying with legal obligations including under the Equality Act 2010 or where necessary to protect the vital interests of the Data Subject or of another natural person and where safeguards are in place to ensure that this Personal Data is kept secure. For the avoidance of doubt where special categories of Personal Data are collected it shall not be used for the purposes of automated decision making and/or profiling.
Special categories of data means Personal Data revealing:
Further Personal Data including special categories of Personal Data may be collected and/or processed where consent has been given. If consent is the only legal basis for processing and has been given then this may be revoked in which case the Personal Data will no longer collected/processed.
Where the Grid links to external/third party websites or other Hertfordshire County Council websites/HCC systems which may set cookies, we have no control over these. Certain of our pages may contain links to Twitter, Facebook and Survey Monkey. These web sites set cookies as part of their processes which we cannot control.
A list of the cookies we use on the site is below:
Advice on how you can control cookies
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit:
To opt out of being tracked by Google Analytics across all websites visit: http://tools.google.com/dlpage/gaoptout
For more information about Google search preferences: http://support.google.com/websearch/bin/answer.py?hl=en&answer=35892
To find out how to delete your Google search history visit: http://support.google.com/websearch/bin/answer.py?hl=en&answer=465
Or to turn off Google search personalisation: http://support.google.com/accounts/bin/answer.py?hl=en&answer=54048
5. Categories of personal data we collect about you
Herts for Learning does not collect or store any personal information about individuals who browse this website other than where you voluntarily choose to give your personal information via email or online forms used to enquire about or apply for a service.
We may collect the following types of Personal Data (please note this list does not include every type of Personal Data and may be updated from time to time):
6. Who will have access to your Personal Data
Personal Data will be accessible by members of staff. Where necessary, directors will also have access to Personal Data. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
This may include our Local Authority, the Department for Education (DfE), the Police and other organisations where necessary.
Certain data collection obligations are placed on us by the DfE. To find out more about the data collection requirements placed on us by the DfE (for example; via the school census) visit: www.gov.uk/education/data-collection-and-censuses-for-schools.
The above listed third party suppliers will process data on our behalf. Therefore, we investigate these third party suppliers to ensure their compliance with Relevant Data Protection Laws and specify their obligations in written contracts. We will never share your details directly with another company, except where this is required to fulfil an order for those third party products or services.
7. How Personal Data will be processed
Personal Data may be processed in a variety of ways; this will include but is not limited to:
The information provided by users via email or online forms will be acted upon according to the content of the communication. For example, responding to enquiries or getting in touch with you when necessary.
8. Where we store Personal Data and how we keep Personal Data secure
Paper copies of Personal Data are kept securely at HfL; for example, in secure filing cabinets.
Electronic copies of Personal Data are kept securely and information will only be processed where we are satisfied that it is reasonably secure.
All information you provide to us is stored on secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. You must not share your password with anyone.
In particular, this site has security measures in place to protect the loss, misuse and alteration of the information under our control. All instances of unauthorised attempted access to our site are logged and investigated. Where necessary, HFL will inform law enforcement agencies or other relevant organisations regarding misconduct.
At HFL we respect the privacy of email accounts and we store your email addresses securely. Your details will not be passed to ANY organisation beyond HFL without your explicit permission.
9. Retention periods
We will only retain Personal Data processed by us for as long as is considered necessary for the purpose for which it was originally collected. As a general rule, Personal Data will be kept in accordance with guidance from the IRMS. Personal data may be held for longer period where extended retention periods are required by law and/or in order to establish, exercise or defend our legal rights.
10. Your data rights
The General Data Protection Regulation and associated law gives you rights in relation to Personal Data held about you. These are:
You can find out more about the way these rights work from the website of the Information Commissioner's Office (ICO).
11. Requesting your Personal Data
Where the Company holds Personal Data concerning you, you are entitled to access that Personal Data and the following information (unless an exception applies):
12. Making a complaint
If you are unhappy with the way we have dealt with any of your concerns, you can make a complaint to the ICO, the supervisory authority for data protection issues in England and Wales. We would recommend that you complain to us in the first instance, but if you wish to contact the ICO you can do so using the details below. The ICO is a wholly independent regulator established in order to enforce data protection law.
Any changes we make to this notice in the future will be posted on our website and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes.
By using this website you are accepting the terms and conditions of use contained within this policy. If this policy is not acceptable to you, please do not use this website.
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