MerryDay Education 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
Email sarah.phillips@merrydayeducation.co.uk
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
· Names and contact details
· Addresses
· Occupation
· Payment details (including card or bank information for transfers and direct debits)
· Transaction data (including details about payments to and from you and details of products and services you have purchased)
· Information relating to compliments or complaints
· Records of meetings and decisions
We collect or use the following personal information for information updates or marketing purposes:
· Names and contact details
We collect or use the following personal information to comply with legal requirements:
· Name
· Contact information
· Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Purchase or service history
· Relevant information from previous investigations
· Financial transaction information
· Correspondence
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. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· 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. Read more about the right to withdraw consent.
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 to provide and improve products and services for clients 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.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· 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:
· Our legitimate interest is to provide effective educational consultancy services to schools and education professionals, maintain professional relationships with clients, understand their needs, administer and evaluate our services, and use feedback to improve the quality and effectiveness of the services we provide.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Recognised legitimate interests - our pre-approved purpose for collecting or using personal information to provide and improve products and services for clients:
We may need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’). If for example we need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
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.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· 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:
· To maintain professional relationships and provide existing clients and contacts with relevant updates about our educational consultancy services, training and other opportunities that may be of interest to them.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
· 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.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
· Directly from you
· Publicly available sources
How long we keep information
We retain personal information only for as long as necessary for the purposes for which it was collected and to meet our legal, accounting and contractual obligations. Our retention periods vary depending on the type of information:
· Website enquiries: We normally retain information submitted through our website contact form for 12 months after the enquiry has been dealt with, unless it becomes part of an ongoing client relationship.
· Client contact information: We normally retain this for the duration of the client relationship and for up to 2 years afterwards.
· Consultancy, mentoring and supervision records: We normally retain these for 6 years after the relevant engagement has ended.
· Contracts and agreements: We normally retain these for 6 years after the contract has ended.
· Invoices and financial records: We normally retain these for 6 years from the end of the relevant financial year, in accordance with applicable accounting and tax requirements.
· Business and client correspondence: We normally retain relevant correspondence for up to 6 years after the relevant client relationship or matter has ended.
· Marketing information: We retain marketing contact information until you unsubscribe or object, or until it has been inactive for 2 years, after which it will be reviewed and deleted where appropriate.
· Feedback and service evaluations: We normally retain these for 2 years and will anonymise information where appropriate.
· Data protection requests and related records: We normally retain these for 6 years after the matter has been closed.
We periodically review the personal information we hold and securely delete or anonymise information when it is no longer required. We may retain information for longer where this is necessary to comply with a legal obligation, resolve a dispute, establish or defend legal claims, or meet other legitimate legal or business requirements.
If the business ceases to trade: MerryDay Education will review all personal information held and retain only information that is necessary to meet legal, accounting, contractual, insurance or other justified requirements. Information that is no longer required will be securely deleted or anonymised. Retained information will be securely achieved and reviewed for deletion when the applicable retention period expires.
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.
Who we share information with
Data processors
Google workspace, Go Daddy,
This data processor does the following activities for us:
Google Workspace – administration managements such as email and calendar services, including the processing and storage of client and professional contact information and correspondence.
GoDaddy – website hosting and contact form services, including the collection and processing of information submitted through our website contact form.
Others we share personal information with
· Organisations we’re legally obliged to share personal information with
Sharing information outside the UK
Personal data may be processed outside the UK by our service providers, including Google Workspace and GoDaddy. Where required, appropriate safeguards are used in accordance with UK GDPR, such as UK adequacy regulations or appropriate contractual safeguards.
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.
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: sarah.phillips@merrydayeducation.co.uk
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