Spilsby Grammar School Foundation Privacy Notice
Spilsby Grammar School Foundation (SGSF) promise to respect the confidentiality of any personal data you share with us, to keep it safe and we will always take every effort to protect your privacy.
We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information. We promise we will never do anything with your details that you wouldn’t reasonably expect.
We collect information in the following way
When we receive your application form.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site, Cookies allow web applications to respond to you as an individual. The web application can tailor its’ operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us to provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Information submitted via the contact form i not stored on our website but emailed directly to the clerk.
What personal information we collect and how we use it
We will only ever request the information that we need in relation to your application and we promise to keep your information secure.
The personal data we will usually collect is:
- Your name
- Your contact details
- Your date of birth
- Details of the application
How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities. These will include:
- Considering your funding application
- Keep a record of your application
- Understand how we can improve our service or information
Sensitive information
We do not collect any personal information classified as ‘sensitive’ under GDPR.
Data Sharing
We do not share your data with any third party. We will only ever share your personal data if we have your explicit and informed consent at the time of the request. However, we may need to disclose your details if required to the Police, other agencies, for example HMRC, regulatory bodies or our legal advisors.
How we keep your information safe and who has access to it
We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored.
Where we store your information
Your personal information will be stored securely within the UK
How long we retain your information
We will only keep your information for as long as we need it to assist with your application. There are statutory timescales on how long we should keep your information, for example, financial records must be kept for 7 years. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.
Your rights
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website
- You have a right to be informed when your personal data is being collected, what is collected and how long it will be used or shared.
- You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can also request a copy of the information that we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive, them a reasonable fee will be charged. The application should be made in writing, by letter or email and addressed to the Clerk of the Foundation. Contact details shown below, enclosing 2 proofs of identification.
- Applicants should be aware that where requests are manifestly unfounded or
excessive, in particular because they are repetitive, SGFS can:
- charge a reasonable fee taking into account the administrative costs of providing the information
- refuse to respond
- You have a right in certain circumstance to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
- You have a right in certain circumstances to data portability.
We collect and process your personal data through legitimate interests or because you have provided it to deliver a service to you. We will only process your personal data as you would reasonably expect us to do.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.
Changes to the privacy notice
We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information, we will make it clear on our website.
Our contact details
Contact the Clerk using the details on our contact page.
Complaints
If you are unhappy with how we have processed your personal information, please firstly contact the clerk. If you are still unhappy you may contact the following;
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 113 (local rate) or ++44 1625 545 745
(This privacy notice was reviewed 10th September 2018)