The why, what, where and how of your data with us
Why we collect your personal information
We only obtain and process information on a need-to basis in order to carry out our contract with subscribing educational establishments. For these reasons, information we process can vary from one establishment to another, depending on what data the subscribing establishment chooses to share with us and the tools they want to use within the Weduc platform.
We collect your personal data for one of the following purposes:
- To manage communications between you and us.
- Where we need to perform the contract we have entered into with you.
- To provide you with information you have requested or which we may feel may be of interest to you.
- To ensure the safe operation of our website and to monitor the performance of our website.
- For marketing and advertising purposes.
What Information we collect and where from
The personal data that we process is based on pupil, staff and parent/carer information for a school. This usually includes, but is not limited to:
- Name, address, telephone number, email
- IP address
- Date of birth and gender
- Parental responsibility
- Attendance and behaviour data
- Username and password
- Unique personal identifier
- Academic details
- Timetable/schedules
Where and how we treat your data
We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws.
We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed.
We have in place a robust access control policy which limits access to your personal data to those employees, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.
- We have policies and procedures to handle any potential data security breaches and data subjects, third parties and any applicable regulators will be notified where we are legally required to do so.
- We have ensured that all employees have had information security and data protection training. If you would like more details of the security we have in place, please see "additional information", section of this policy.
- You can also check our GDPR page for further information about the steps we take to protect your data.
Your data, your rights
Your individual rights
In this section, we have summarised the rights that you have under General Data Protection Regulation. Some of the rights are complex, and not all the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
Your principal rights under General Data Protection Regulation are:
- Right to object: you can exercise this right if processing relies on legitimate interest, for scientific or historical research, includes automated decision making and profiling or for direct marketing purposes.
- Right of access: you or any third party acting on your behalf with your authority may request a copy of the personal data we hold about you without charge. We will ask to verify your identity or request evidence from the third party that they are acting on your behalf before releasing any personal data we hold about you.
- Right to be informed: we are required, to provide clear and transparent information to you about how we process your personal data. This privacy notice addresses this right.
Consent and complaint
Consent
Where you have given consent for processing, or explicit consent in relation to the processing of special category data, you have the right to withdraw this consent at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.
Right to complaint
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
- To make a complaint, please contact us via email on support@weduc.com.
Alternatively, you can contact us:
- By post: Weduc UK limited, 175 Meadow Lane, Loughborough LE11 1NF.
- By phone: 01509 221 349
Alternatively, you can make a complaint to the Information Commissioner’s Office:
- By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- By website: Click Here
- By email: Click Here
- By phone: 0303 123 1113 (Local rate) or 01625 545 745 (National rate)
The legal basis of us processing your data
Lawful basis of processing information
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:
- The data subject (you) has given consent to the processing activity taking place.
- If the processing is necessary for the performance of a contract.
- If the processing is necessary for compliance with a legal obligation to which the controller is subject.
- If the processing is necessary for the purpose of the legitimate interest pursued by us or our partners.
Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment which is a three-part test covering:
- The purpose test– to identify the legitimate interest.
- Necessity test– to consider if the processing is necessary for the purpose identified.
- Balancing test– considering the individual’s interests, rights or freedoms and whether these override the legitimate interests identified.
How long we keep information for
We pride ourselves on ensuring that your personal data is only retained for the period that we need it for, or in accordance with laws, regulations and professional obligations that we are subject to. All personal information collected has a defined retention period, which is in-line with our retention policy. If you would like to find out how long your information is being retained, please see "additional information", in this policy.
Children's information
Weduc provides self-service tools and services for educational establishments to communicate and engage with their staff, pupils and parents/carers. The subscribing educational establishments act as the Data Controller for the information within Weduc.
We follow the Google Child Safety Standards, details of our Child Safety Policy can be found here.
Transferring data to third parties and overseas
Transfers To Third Parties
Weduc may disclose your personal data to some third parties to help us deliver our services/products. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all of the following categories of recipients:
- Business partners, suppliers, contractors for the performance of any contract we enter into with them or you.
- Companies within our group where necessary for administrative purposes and to provide services to you.
- Third parties that support us to provide products and services e.g. IT support, cloud-based software services, providers of telecommunications equipment.
- Marketing services providers.
- Payment service providers.
- Recruitment service providers (where you use our website to apply for an open position).
- Professional advisors e.g. lawyers, auditors.
- Web analytics and search engine provider to ensure the continued improvement and optimisation of our website.
Additional information
Automated Decision Making
Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).
Where we make an automated decision which has a legal or substantially similar effect, you have the right to speak to us and we may then review the decision, provide a more detailed explanation and assess if the automated decision was made correctly.
Failure To Provide Personal Information
Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.
Job Applications Through Our Website
We retain our applicant data for the following periods:
- Personal Information (e.g., name, contact details): Retained for the duration of the recruitment process and up to 12 months after the recruitment process is concluded.
- CVs and Application Materials: Retained for the duration of the recruitment process and up to 12 months after the recruitment process is concluded.
- Interview Records: Retained for 12 months after the interview date or conclusion of the recruitment process, whichever is longer.
- Reference Checks: Retained for 12 months after the recruitment process is concluded.