We may collect, use, store and transfer different kinds of personal data about you which we have grouped together and defined below:
· Personal Information (Identity Data) - any information that can identify you as a person i.e. name, date of birth, gender
· Contact Information - including billing address, delivery address, email addresses and telephone numbers
· Financial Data - including bank account and payment card details
· Transactional Data - including details about payment to and from you and other details of services you have purchased from us
· Profile Data (on VelaCRM) - including username, historical payments, preferences, feedback and survey responses
· Marketing and Communications Data - your preferences in receiving marketing from us and your communication preferences
· Device Information (Technical Data and Usage Data) - Information on how users interact with a website i.e. analytics of site activity
We do not collect any Special Categories of Personal Data (unless you offer this information) about you (this includes details about your race, ethnicity, religious or political beliefs or sexual orientation). Nor do we collect any information about criminal convictions and offences.
We are committed to maintaining the trust of our clients. We want you to know that Oppidan Education is not in the business of selling email lists to other companies and businesses for marketing purposes. However, for your records we provide more detailed information below on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.
Personal information we collect when you go on our website
When you visit the site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. This is a common feature of all sites now as they track their users’ experience of a site and why we have the ‘cookie’ statement when you log onto our site.
Additionally, as you browse the site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the site, and information about how you interact with the site. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:
· “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
· “Log files” track actions occurring on the site, and collect data including your IP address, browser type, internet service provider, referring/exit pages, and date/time stamps.
· “Web beacons”, “tags” and “pixels” are electronic files used to record information about how you browse the site.
· “Google Analytics” tracks user experience.
Additionally, when you sign up to our newsletter, or submit an enquiry, we collect “Personal and Contact Information” which is your name, contact information and your message to us, so we are able to contact you.
How do we use your personal information?
We use all the information you provide us with to fulfil your requirements, whether in matching the appropriate mentor to your child, giving educational advice, signing your child up to a camp or processing any subsequent invoices. Additionally, we use this information to:
Communicate with you;
Invite you and/or your children to our events and camps;
Where it is necessary for our Legitimate Interests and your interests and fundamental rights do not override those interests;
Where we need to comply with a legal or regulatory obligation;
We use the Device Information to generally improve and optimise our site and services (for example, by generating analytics about how our customers browse and interact with the site, and to assess the success of our marketing and advertising campaigns); this includes advertising and retargeting.
If you signed up to Oppidan Education before 25th March 2018 we will consider you opted-in to marketing communications based on Legitimate Interest. After 25th March, 2018 we will require you to opt-in to marketing communications in order for us to keep you informed and process your data to personalise our services to you. By opting in to marketing communications you will receive
Emails relating to our services and products
Any client who has signed up with Oppidan Education in a capacity for employing Oppidan Education's services will receive emails relating to the service we are providing. This includes
Introductions to mentors
Sharing your Personal Information
We do not share your Personal Information with any third parties.
However, as above, we do use Google Analytics and you can read more about how Google uses your Personal Information here: https://www.google.com/intl/en/policies/privacy/. You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
We also share your Personal/Contact Information with mentors working with your child, so that they can provide the best service, whether in a one-on-one or camp mentoring capacity.
Finally, we may share your Personal Information to comply with applicable laws and regulations, search warrants or other lawful requests for information we receive, or to otherwise protect our rights.
As described above, we use your Contact Information to provide you with targeted marketing communication we believe you may be interested in. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at http://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.
We also send out a monthly newsletter with relevant updates and educational information. If you’d like to unsubscribe from this, you can do so by clicking the link at the bottom of the newsletter.
Do Not Track
Please note that we do not alter our site’s data collection and use practices when we see a ‘Do Not Track’ signal from your browser.
When you sign up to be part of Oppidan Education we will maintain your information, whether this be for a mentoring job or camp place, until you ask us to delete this information. We believe that it is in your own Legitimate Interests that we retain this Personal Information, on the basis that should you wish to continue or re-commence your child’s support through Oppidan, we will have historical records and thus be better prepared to provide you with the expected service, thus Performing of Contract.
Minors & how we hold your information
We understand the sensitivity involved in holding the details of minors and as such, we make sure that all data stored is password protected by our management system, VelaCRM. Only full-time Oppidan Education employers have access to your data on a day-to-day basis.
In the short-term, we store physical copies at our camp sites of data related to children on that specific camp. This Personal/Contact Information includes children’s names, emergency contact details, dietary requirements and medical specifics to enable us to care for the children we host on our camps. Physical copies of Personal Information will be destroyed on completion of any Oppidan Camp.
At your request we also hold your ‘Financial Data’, to facilitate automatic payments should you wish. This information, like Personal Information, is stored securely, in our password protected managed system VelaCRM and can only be accessed by our full-time Oppidan team members.
You have the right to review any data we have on you. We will provide this at no cost and within 30 days. Please email firstname.lastname@example.org for this if required.
You have the right to your data erased, also known as ‘the right to be forgotten’. If you would like us to erase all data we have on our records please email email@example.com and we will let you know once this is complete.
The GDPR includes the following rights to you as individuals: the right to be informed of changes to your data, the right to erase your data, the right to restrict processing of your data, the right to object and the right not to be subjected to automatic decision-making including profiling.
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at firstname.lastname@example.org.
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.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service / product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact to you (unless we have your consent or are otherwise required or permitted to by law)
Performance of Contact means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.