CLEAPSS: Privacy policy

CLEAPSS: Privacy policy.

CLEAPSS are committed to protecting and respecting your privacy

CLEAPSS ("We") are committed to protecting and respecting your privacy. This policy (together with our terms of use, our general terms and conditions and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By engaging with CLEAPSS, or visiting the CLEAPSS website, you acknowledge the practices described in this policy.

We collect, store and process personal data in accordance with the UK Data Protection Act (DPA) 2018 ("data protection legislation") and as set out in this policy. We are a data controller in respect of your information that we hold and process and are responsible for this personal data. The terms used in this policy have the same meanings as those given in the data protection legislation.

Our site may, from time to time, contain links to and from other websites, or we may refer you to other material. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

We may collect and process the following data about you:

Information you give us.

You may give us information about you by filling in forms on our site www.cleapss.org.uk (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site and when you report a problem with our site. The information you give us may include your name, address, e-mail address and phone number and details of your employment

Information we may collect about you.

With regard to each of your visits to our site we may automatically collect the following information:
1. technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
2. information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number.

Information we receive from other sources.

We may receive information about you if you use any of the other websites we operate or the other services we provide.

We do not collect any of the following "special categories" of personal data about you: your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, criminal convictions or offences, information about your health or genetic or biometric data.

Keeping your personal data up to date:

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

Uses made of the information

We use information held about you in the following ways:

to provide you with the information and services that you request from us or expressly indicate are relevant to you;
to notify you about changes to our services;
to ensure that content from our site is presented in the most effective manner for you and for your computer;
to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
to allow you to participate in interactive features of our service, when you choose to do so; and
as part of our efforts to keep our site safe and secure.

Information we receive from other sources

We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

We will only use your personal data for the purposes for which we obtained or collected it, or within the scope of this policy. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

We will only use your personal data where we have a lawful basis for to do so. Our lawful basis for using your data depends in each case on the purpose for which we are using your data, but it will always be one of the following:

Consent, for example where you have requested to receive marking communications from us;
Our legitimate interests, for example to administer our website and ensure that content is presented effectively; or
Performance of our contract with you, for example in order for us and our consultants to provide you with the services you request from us.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above, where this is required or permitted by law.

We will only disclose your personal information to third parties:

in the event that any of the responsibilities of CLEAPSS pass to another person, local authority(ies), organisation or body whether corporate or unincorporated;
if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or other agreements;
to protect the rights, property, or safety of CLEAPSS, our members, other users of our website, materials or services or others;
we may share certain information with your employer, or the party who engages us, to provide services in order to deliver our reports or assessments as part of those services; and
where this will help us to provide our services to you more effectively, in ways you are expressly aware of. In particular:
- we work with the online email marketing platform Mailchimp in order to store your contact details and provide you with any e-alerts and other information which you expressly ask for. In doing so we take the measures set out below to ensure your data is protected to at least the minimum standards set out in the UK GDPR; and
- we sometimes work with consultants who run the courses that we provide for you, and so may disclose information which is necessary in order for them to do this such as attendance registers.

We take the following measures to ensure any third parties with whom we share your information adhere to our standards of data protection in respect of your personal data:

we may run background checks on such parties to make sure they are themselves UK GDPR-compliant;
we require such parties enter into contractual clauses with us which require that they will not use your information inappropriately or share it further; and
we take legal advice where necessary to ensure that all the actions we take are fully compliant with the requirements of applicable data protection laws.

Where we store your personal data

The data that we collect from you will be stored on our secure servers in the United Kingdom. By submitting your personal data, you agree to this storage.

Before reaching our servers, your data may be transmitted via internet servers outside of the United Kingdom. You should take note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Except as specifically mentioned in this Privacy Policy, we will not transfer your personal data outside the European Economic Area (EEA).

How long we keep your personal data

The data that we collect from you will be retained by CLEAPSS for as long as it remains useful in serving the purpose for which it was submitted, or for two years after you or your organisation ceases to be a member (whichever is shorter).

Some categories of data may be retained for a longer period, as long as it remains useful in providing services to you or our wider membership or where we are required to do so by law.

Your rights

We may use the personal data you have given us to form a view on which of our other products, services or offers may be relevant for you and contact you about these ("marketing communications"). You may receive such marketing communications from us if you have requested information from us or purchased our services and you have specifically asked to receive that marketing.

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at the address below.

We will ensure we have your express consent before we share your personal data with any third party for marketing purposes.

In certain circumstances, you have additional rights under data protection legislation in relation to your personal data. In particular, you have the right to:

request access to your personal data;
request correction or erasure of your personal data;
object to processing of your personal data of request a restriction of it;
request transfer of your personal data to another person; and
withdraw any consent you have given to its processing.

If you wish to exercise any of the rights set out above, please contact us at the details given below.

Changes to our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy, including requests to exercise your legal rights, are welcomed and should be addressed to our data protection officer using the details set out below:

Steve Jones
01895 251 496 / steve.jones@cleapss.org.uk
CLEAPSS
Units 5 & 6
Chiltern Court
Asheridge Road
Chesham, HP52PX

You have the right to make a complaint at any time to the Information Commissioner's Office ("ICO"), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.