Watford Grammar School for Boys
Lettings Privacy Policy
Your
privacy is important to us, and this policy is intended to help you understand
how we collect, use, and store information about you.
To
facilitate the administration and marketing of our lettings, Watford
Grammar School for Boys use BookingsPlus which is a product of Kajima
Partnerships Limited.
BookingsPlus
is an online application that provides venues with: a website to help promote
their facilities; a booking system; online accounts for the venues clients; and
the ability for the venues clients to pay for bookings online. All data
collected is stored via BookingsPlus on servers hosted by Amazon Web Services
located in Ireland. We use carefully chosen suppliers.
Topics
· What personal information do we
collect?
· How we use your personal
information
· Marketing
· How we store and secure
information we collect
· How to access your personal
information
· Cookies
· Other websites
· Disclosures
· Changes to our privacy policy
· How to contact us
What
personal information do we collect?
We
collect your information as follows:
· If you just visit our website but
do not interact with us in any other way, our website terms of use will apply –
see see https://www.kajima.co.uk/privacy.
We also use cookies – for more information see https://www.kajima.co.uk/privacy .
· When an enquiry/registration is
made through the venue marketing website, we collect and store the contact
details of the enquirer (name, phone, email), for our use.
· When we add new clients and/or
issue them an online account, we store their contact details (name, address,
phone, email).
· When we add new users to a
client’s account (such as bill payers), we store their name and email.
· We collect documents that have
been uploaded by clients and our administrators. These are stored on Amazon S3.
· When we add new bookings, we
store financial data related to bookings, prices, invoices/credit notes,
payments/refunds made and account balances.
· When a client makes a payment via
one of the payment provider options in BookingsPlus, we store the payment
reference, the name of the person paying, and the status of the payment, which
may include reasons as to why the payment failed.
How we
use your personal information
Personal
information submitted to us via a ‘venue marketing website’, via email or via
BookingsPlus will be used solely for the purposes specified in this privacy
policy.
We will
use the contact details submitted via our venue marketing websites and sent to
our venue email addresses to:
· Contact you regarding the enquiry
the enquiry you made.
· Generate a client account on
BookingsPlus should the booking go ahead.
· Obtain statistical information
about our users, to help us manage our business but this information will be
anonymised and not be used to identify any individual user.
We will
use the contact details and documentation (training certificates, DBS forms,
public liability insurance) on your BookingsPlus client account to:
· Provide you with access to
BookingsPlus.
· Administer your account, send you
invoices and collect payment from you.
· Pass your contact details to
GoCardless (or any online payment provider within BookingsPlus) for the
purposes of payment processing only. In all cases, you will have had to
review the data on the online form, and submit it. You will be subject to
the payment provider’s terms and privacy policy. BookingsPlus does not
store or process any credit/debit card or bank account details.
· To ensure we have valid
documentation in order for your booking/s to take place.
· Provide customer service to you,
and to deal with any enquiries/complaints made by you with regards to your
booking/our service.
· Provide a customer account
management service to you and keep your details up-to-date.
· Send to you email notifications
solely related to your bookings.
· Occasionally email you a link to
a feedback survey, for the purposes of improving the BookingsGuru service, but
this is entirely optional as to whether you complete it.
· Send to you marketing
communications, where you have opted in. Your preferences can be amended
at any time, by logging into your online account or emailing your venue
administrator.
· Obtain statistical information
about our users, to help us manage our business, but this information will be
anonymised and not be used to identify any individual user.
When you
book a venue, as part of the booking process, you may consent to your name,
business and contact details being entered on the booking timetable so that you
can promote the business or activity you are using the venue for. If you don’t
consent to this, all that will show up on the timetable is the type of activity
taking place within that time slot and without any personal information added.
Marketing
We would
like to send you information about our services and other venues which may be
of interest to you. If you have consented to receive marketing in your client
account, you may opt out a later date.
You have
a right to (at any time) stop us from contacting you for marketing purposes.
If you no
longer wish to be contacted for marketing purposes please login to your client
account at https://my.schoolbookings.co.uk/users/sign_in or email your venue
administrator.
How we
store and secure information that we collect
Personal
information is securely stored on BookingsPlus which is only accessible to a
limited number of Kajima Partnerships Limited employees who can only access the
information via their unique username and password.
How to
access your personal information
Personal
information that is collected via our venue marketing websites or via email
during the enquiry process, which is not converted to a booking, is permanently
deleted following a period of 6 months of inactivity.
If you
are an existing client you can view and amend the personal contact details we
hold for you, in your online account at https://my.schoolbookings.co.uk/users/sign_in.
Cookies
Cookies
are text files placed on your computer to collect standard internet log
information and visitor behaviour information. This information is used to
track visitor use of our websites and to compile statistical reports on website
activity.
For
further information visit http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.
You can
set your browser not to accept cookies and the above websites tell you how to
remove cookies from your browser. However in a few cases some of our website
features may not function as a result.
Other
websites
Our
website contains links to other websites. This privacy policy only applies to
our venue marketing website. When you link to other websites you should read their
own privacy policies.
DisclosuresYour information will be stored
on servers located in the United Kingdom and AWS servers located in
Ireland. We may disclose information about you to any of our employees,
officers, agents, suppliers or subcontractors insofar as is reasonably
necessary for the purposes as set out in this privacy policy. All such parties
are obliged to treat your information in accordance with the scope of your
consent and the law in their contracts with us.In addition we may disclose your
personal information:
1. to the
extent that we are required to do so by law;
2. in connection with any legal proceedings or prospective legal proceedings;
and
3. in order to establish, exercise or defend our legal rights (including
providing information to others for the purposes of fraud prevention
and reducing credit risk).
In the
event of any of the above occurring we shall inform you of any such disclosure
if lawfully permitted to do so.
Except as
provided in this privacy policy we will not provide your information to third
parties.
Changes
to our privacy policy
We keep
our privacy policy under regular review. This privacy policy was last updated
on 2nd December 2021
How to
contact us
Please
contact us if you have any questions regarding our privacy policy or
information we hold about you:
If you would like to update any information we hold on you please
contact dpo@watfordboys.org
If you would like to complain about how we are using or disclosing your data
please contact dpo@watfordboys.org
If you wish to receive information on what personal data of yours we
hold please contact us at dpo@watfordboys.org
If you would like to vary how we use your information or contact you
please contact dpo@watfordboys.org
If you would like us to delete your information from our records please
contact us at dpo@watfordboys.org
The Data Protection Officer for the school is Andrew Speirs and can be
contacted at dpo@watfordboys.org
