This privacy notice explains how we process and manage any personal information we collect about you when you use our services, book on to training programmes or access information via the Education Services Portal www.hes.org.uk
1 | CHANGES TO OUR PRIVACY NOTICE
We keep our privacy notice under regular review.
2 | WHO ARE WE?
HES’ (Havering Education Services) is London Borough of Havering’s umbrella brand for providing support services, consultancy and training to the education sector. HES service users include members of the schools workforce, staff in further education, staff in early years settings and childminders.
Our Education Services Portal www.hes.org.uk is the online public platform where service users purchase services and training as well as providing access to information about both traded and non-traded services.
3 | OUR DATA PROTECTION OFFICER
The Council’s designated Data Protection Officer is Ian Gibbs and can be contacted at:
Access to Information Team
London Borough of Havering
Havering Town Hall
Or via email:
4 | WHY WE NEED YOUR INFORMATION AND HOW WE USE IT
In order to book training, order or purchase services for yourself (if self-employed) or on behalf of your school or organisation (depending on the access rights assigned to users) or access information in regards to the above, you would require a user account to access our Traded Services Portal.
The personal information we collect at account set up is to enable your bookings and purchases to be correctly attributed to you and your organisation for the purposes of course attendance, certification (where applicable) and invoicing, as well as communications related to your orders, purchases and account.
If you wish to receive the Council’s weekly ‘Education Services Newsletter’ and have given us consent, we will also use your contact details to send you the newsletter via email.
5 | WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?
The mandatory personal information we require for account set up is the following:
Name & Surname
Your level of access rights for your organisation
For Childminders, we require the following additional personal information for account set up:
Personal telephone number
Our Education Services Portal also logs the transactions made by you or on behalf of your school or organisation by your user account. For example when you add an item to yours or your organisation’s shopping basket on our Portal, the system will record that the action was taken by your account.
Although we do not request or require any sensitive information as part of the account set up process, there are additional non-mandatory fields within your user account which you may wish to update or add to at your own discretion. One such example is ‘Special Requirements’ which, if added, will be relevant if you have a disability or accessibility need which may affect any training course you are booked to attend.
6 | HOW DO WE OBTAIN YOUR PERSONAL DATA?
We obtain the personal information described in section 6 above from the following sources:
'Self-entry' sign-up form available on the ‘Contacts’ section of our Education Services Portal
‘User Profile' information provided by the user's school or organisation using our 'User Verification Form’
‘User Profile' information provided by the user's school or organisation using the ‘User Management' function available on the Education Services Portal
Contact forms, either paper or electronic, completed at conferences, exhibitions and events
7 | SHARING YOUR PERSONAL DATA
Your personal data will be treated as strictly confidential, and will only be shared with our in-house service departments and with our Data Processor, Frontline Data Ltd who, like us, act in accordance with the General Data Protection Regulation (GDPR) 2016/679, a regulation in EU law on data protection and privacy for all individuals within the European Union.
We may share your information with any of the service providers that operate under the ‘HES’ umbrella or are providing training or services on behalf of HES. For example a third party training provider would be provided with a list of booked delegates in order to record attendance and issue certificates.
Lead administrators for individual schools /organisation are able to access their organisation’s user accounts in order to ensure these remain up to date and will update us when a member of staff leaves so that their account can be deactivated.
We will only share your personal data with third parties if you provide us with your consent.
8 | DATA RETENTION
In relation to all users, personal data will not be retained for longer than necessary in connection to the purpose for which they have been collected.
We immediately deactivate user accounts where we are made aware of the user having left their school/organisation. In addition, where user accounts are inactive for 5 years or more they are deleted from the system.
9 | HOW YOU CAN ACCESS, UPDATE or DELETE YOUR INFORMATION
You can access and update your user account information and contact preference at any time by logging in to the Education Services Portal. Click on the drop down arrow next to your name, in the top right hand corner of the screen. Go to ‘My Profile’ and edit any personal information in your Account Details and Additional Information.
You can also make a request for rectification, deactivation or deletion verbally or in writing by contacting firstname.lastname@example.org or 01708 431561. Should you request that your user account should be deactivate or deleted, you should be aware that your account you will no longer be able to access the Education Services Portal.
10 | KNOWING YOUR RIGHTS
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website.
11| CONCERNS OR COMPLAINS
Should you have a question regarding our privacy practices that cannot be answered by our team on email@example.com or you are dissatisfied with the processing of your information, you can raise your concern with the Council’s Data Protection Officer, Ian Gibbs on GDPRfirstname.lastname@example.org .
If you have further concerns regarding our privacy practices or about exercising your Data Protection rights, you may wish to contact the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House Water Lane
Tel: 0303 123 1113 or 01625 545 745