Hermopolis Academy CIC Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How to complain
Contact details
What information we collect, use, and why
We collect or use the following information for student education and welfare:
Names and contact details for students/interested parties
Gender
Date of birth
Payment details and financial information including transactions
Information relating to compliments and complaints
Exclusion, suspension and behavioural information
Information related to the delivery of our events, programmes and curriculum.
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Payment details
Purchase or service history
Video recordings of public areas
Audio recordings of public areas
Call recordings
Financial transaction information
Correspondence
We collect or use the following information for information updates or marketing purposes:
Names and contact details
Addresses
Marketing preferences
Website and app user journey information
Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
Any other personal information required to comply with legal obligations
We collect or use the following information to For the delivery of our events, programmes and curriculum:
Names and contact details for students/interested parties
Gender
Date of birth
Dietary requirements (including vegetarian, vegan, gluten free and religious
requirements)
Attendance and reason for absence data
Exam results and qualifications
Alumni records
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Collecting the information enables us to carry out the purposes of the organisation in terms of its public events, educational curriculum and
distribution of content related to its goals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Collecting the information enables us to carry out the purposes of the organisation in terms of its public events, educational curriculum and distribution of content related to its goals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Collecting the information enables us to carry out the purposes of the organisation in terms of its public events, educational curriculum and
distribution of content related to its goals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Collecting the information enables us to carry out the purposes of the organisation in terms of its public events, educational curriculum and
distribution of content related to its goals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information For the delivery of our events, programmes and curriculum are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Collecting the information enables us to carry out the purposes of the organisation in terms of its public events, educational curriculum and
distribution of content related to its goals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
How long we keep information
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. We maintain submitted information for the purposes listed above indefinitely, unless otherwise instructed to do so by the individual/s that submitted it.
Who we share information with
Data processors
Mailing List Service Provider
This data processor does the following activities for us: Manage our mailing lists and distribution of emails and other marketing materials.
Others we share personal information with
Organisations we need to share information with for safeguarding reasons
Legal bodies or authorities
Relevant regulatory authorities
Organisations we’re legally obliged to share personal information with
Suppliers and service providers
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Squarespace
Category of recipient: Mailing List and Storage provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Where necessary, our data processors may share personal information outside of the UK.
When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Squarespace
Category of recipient: Mailing List and Storage Provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email:contact@hermopolis.academy
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint