This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.

We will ensure that your personal information is treated with the utmost respect and in accordance with EU General Data Protection Regulation (GDPR) on the protection of individuals with regard to processing of personal data and on the free movement of such data.

Our Contact Information (Data Controller)

Cold Ash St Mark’s School Association

c/o Cold Ash St Mark’s School

Cold Ash Hill, Cold Ash, Thatcham, Berkshire RG18 9PT

Tel: 01635 86 26 00

Email: office@coldash.w-berks.sch.uk

What we do with your personal data

We process personal data only for the purpose for which it is collected. 

The purpose depends upon the particular fund-raising or charitable activity that is going on and how you are involved with it. 

We may use your personal data for other similar purposes, including marketing and communications, but that will only occur in the case we have your consent or another legal justification for doing so.

What personal data do we collect and how do we use it?

The personal data we collect and use depends on whether you just visit our website, work with us on fund-raising and charitable activities, or engage with us in other ways: 

Website

If you visit our website, you do not need to provide us with any personal data. However, your browser transmits some data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address. Some of this data is recorded on log files held on our secure web server, which is hosted at an enterprise grade facility in the EU.

We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. 

Please note that our website contains links to information on other websites and clicking on links may result in your transferral to another website. On websites that we do not control, we cannot be responsible for the protection and privacy of any information you provide while visiting those sites. Those sites are not governed by the Cold Ash St Mark’s School Association Privacy Policy, and if you have questions about how a site uses your information, you will need to check that site’s privacy statement.  

Use of cookies

You can read about our cookie policy from the hosting provider of our website, here: https://tinyurl.com/coldashschoolassoccookies

Data retention

Google Analytics data will be retained for 38 months and then automatically deleted. 

Fund-raising and charitable activities

If you give us your personal data during fund-raising, we collect only sufficient personal data as required to fulfil the requirements of that particular activity.

Personal data used to fulfil the requirements of the activity will predominantly be managed using our organisation’s management software, which could be either Microsoft Office 365, Google’s personal version of the G-Suite of Apps or volunteer’s personal e-mail. Personal data in the form of contact details and correspondence will also be securely managed on our Microsoft Office 365 environment which is managed to enterprise grade security levels by Microsoft. More information is available on where your data is held, here: https://products.office.com/en-gb/business/office-365-trust-center-welcome.

Subject to your consent, we may share your information with other members of the School Association and other third parties during organisation of activities for management and administration purposes of facilities activities, if strictly required during the activity. 

For further information please email the Chair c/o Cold Ash St Mark’s School at office@coldash.w-berks.sch.uk

Data retention

We will retain any data you provide as long as you have an active association with Cold Ash St Mark’s School. 

Your data will be deleted when your association with the school ends (i.e. your child/ren is/are no longer attending the school, or unless you request your data to be deleted.

How do we look after personal data

We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all of our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. If we retain your personal data for historical or statistical purposes, we ensure that the personal data cannot be used further.

While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely.

If you would like to make a request to see what personal data of yours we might hold, you may make a request by emailing us c/o Cold Ash St Mark’s School at office@coldash.w-berks.sch.uk.

Where it may have been necessary to get your consent to use your personal data, at any moment, you have the right to withdraw that consent. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.

Changes to the Privacy Policy

We keep this Privacy Policy under review and it may change without notice. It was last amended on 21 May 2018.

Our Supervisory Authority

You have the right to lodge a complaint with any Supervisory Authority. See our Supervisory Authority contact details below

Information Commissioner's Office

Water Lane, Wycliffe House, Wilmslow, Cheshire SK9 5AF 

www.ico.org.uk