Coram Life Education Privacy Notice: How we use your data

This Privacy Notice describes the types of personal information we collect during our relationship with you as a provider of education services and resources, why we collect it, how we use it, the conditions under which we may disclose it to others, how long we keep it for, how we keep it secure, and what your rights are in relation to your information. 

Any questions regarding this Privacy Notice and our privacy practices should be sent by email to cle@coram.org.uk or dataprotection@coram.org.uk or by writing to the Privacy Officer, Coram, Coram Community Campus, 41 Brunswick Square, London, WC1N 1AZ.

What's covered:

  • Who we are
  • What personal information do we collect?
  • How is your information used?
  • What is our legal basis for processing your data?
  • Who at Coram can see your personal information?
  • Will Coram share your information with anyone else?
  • What are your rights?
  • How long will Coram keep your personal information?
  • How will we secure your personal information?
  • Changes to this privacy notice
  • Complaints
  • Contacting Coram about this privacy notice

Who we are

Coram Life Education (CLE) is the data controller. This means it decides how your personal data (information) is processed and for what purposes. CLE delivers education services directly to schools via local organisations licensed to deliver programmes. We also offer teachers online resources. CLE’s contact details are 41 Brunswick Square, London WC1N 1AZ , cle@coram.org.uk

Our charity number is 800727, and details about the charity are available on the Charity Commission website: http://apps.charitycommission.gov.uk/showcharity/registerofcharities/RegisterHomePage.aspx 

What personal information do we collect?

We collect your name, your school name, your job title, the name of your administrator or finance officer, the address of your school, and the email addresses of other school-based staff with whom we will liaise over the booking, delivery, administration, invoicing and follow up of our programme. If the school requests a SCARF subscription (for free or paid for resources) we collect the information above plus the email addresses of other school-based staff/volunteers who request to become SCARF subscribers in order to access the resource and receive email updates about its use. We store all of this information on a secure, bespoke database called ‘clebase’.  

How is your information used?

We use your information to:

  • Communicate with you;
  • Confirm bookings, subscriptions, renewals and cancellations;
  • Inform you of news and updates in relation to existing and new programmes or resources; and
  • Improve our services and products with the feedback we get;

The legal basis for processing your data

By completing and submitting a form or agreement to receive CLE online resources or delivery of programmes, you are consenting to us using the information you provide in the way we outline above. You may withdraw your consent at any time, at no cost to you, but this may result in us not being able to continue to maintain an online subscription to resources, and may make it more difficult to communicate with the school in regard to services offered.

CLE complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 

We use your personal data for the following purposes, under article 6 of the GDPR:

1. Programme Delivery

We’ll only use your information where we are allowed to by law. For example, by carrying out an agreement we have with you. We collect this information in order to provide a smooth customer service and communications, for invoicing purposes, and in order to send updates on the services and products we offer. This data also helps us improve the resource and provide aggregated – unidentifiable - information for publication. Our request for the information outlined above allows CLE to pursue its legitimate interest to provide you with a smooth and timely service, and to maintain security. It would be difficult to supply the services to you otherwise.

2. SCARF

We’ll only use your information where we are allowed to by law. We collect this data in order to provide and control access to the SCARF product, for invoicing purposes, and in order to send updates on the product to the named subscribers in your school. Our request for the information outlined above allows CLE to pursue its legitimate interest to provide you with a smooth and timely service, and to maintain security. It would be difficult to supply the services to you otherwise.

3. Free resources for download

We’ll only use your information where we are allowed to by law. For example, by carrying out an agreement we have with you. We collect your information in order to provide and manage access to free resources (including the Belonging Toolkit and Adoptables Toolkit) and so we can send you evaluation surveys. This data also helps us improve the resource and provide aggregated – unidentifiable - information for publication. Our request for the information outlined above allows CLE to pursue its legitimate interest to provide you with a smooth and timely service, and to maintain security. It would be difficult to supply the services to you otherwise.

Who at CLE will have access to your personal information?

Your data will be accessed by CLE’s educators and administrators for the purposes of above and for the duration of your relationship with us.

Your data will be accessed by Mailchimp and our email servers for the purposes of communicating with you. We will use password protected devices and we will store your data securely within our bespoke ‘clebase’ database to which our website manager has access.

Survey and feedback data will be presented anonymously and therefore your personal information will not be shared. 

Where you interact with us through third parties such as online credit card processing companies (such as WorldPay), the data you provide will be subject to their privacy policies, which may not be consistent with those of the Coram Group. It is important that you reassure yourself that those third parties are handling your personal information appropriately. Please consult their Privacy Notices for more information.

Will CLE share your information with anyone else?

We will not sell or rent any information you provide to us to third parties. Nor will we share your information with third parties for marketing purposes.

We will keep your information confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies). Generally, we will only use your information within CLE. However, in order to provide the products and services you have requested from us, we may need to share your information with other service providers, based on our instructions and in compliance with our Privacy Policy and any other appropriate confidentiality and security measures. Service providers help us with things like payment processing, website hosting, data analysis, information technology and related infrastructure, customer service, email delivery and business administration. These include Google Analytics and Mailchimp. CLE requires these third parties to comply strictly with its instructions and CLE requires that they do not use your personal information for their own business purposes, unless you have explicitly consented to the use of your personal information in this way. 

Your rights

We take reasonable steps that are designed to keep your personal data accurate, complete and up-to-date for the purposes for which it is collected and used. We also have implemented measures that are designed to ensure that our processing of your personal data complies with this privacy notice and applicable law (e.g. the General Data Protection Regulation).

You have the right to request access to the personal data that we have collected about you for the purposes of reviewing, modifying or requesting deletion of the data. You also have the right to request a copy of the personal data we have collected about you, at no cost to you. 

If you would like to make a request to access, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact the CLE office on cle@coram.org.uk, or our Privacy Officer. Coram will reply within one month of receipt of your request. 

To help protect your privacy and security, we will take reasonable steps to verify your identity before granting you access to your personal data. 

How long will Coram keep your personal information?

Personal data will be kept on our secure server and secure database for the duration of your relationship with us, and for longer where there is a legal requirement to do so. 

How will we secure your personal information?

We use a variety of data security measures intended to ensure the confidentiality, and integrity of your personal information, including the use of secure servers, firewalls, and encryption of application data. 

Changes to this privacy notice

If we modify this privacy notice, we will post the revised version here, with an updated revision date. Please check back periodically, and especially before you provide any personally identifiable information.

Complaints 

CLE tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously and encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. You have the right to complain at any time by contacting cle@coram.org.uk or to the Privacy Officer.

In the event of a conflict concerning the processing of your personal data, you have the right to lodge a complaint with the supervisory authority in the UK:

Information Commissioner’s Office

Tel: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: www.ico.org.uk 

Contacting us

For further information on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you, please contact us: 

  • By email: cle@coram.org.uk or dataprotection@coram.org.uk 
  • Or write to us at: Coram Life Education, Coram Community Campus, 41 Brunswick Square, London, WC1N 1AZ. Alternatively you can write to the Privacy Officer at the same postal address.