Privacy notice

  1. Introduction
  2. Parent eBulletin
  3. Member Information
  4. Schools’ Training Attendance and the Booking Process
  5. Stakeholders
  6. Commercial
  7. Recruitment
  8. Research
  9. Additional Information

1. Introduction

Parentkind (formerly PTA UK) was established in 1956 and is the UK’s leading PTA membership organisation.

As a charity, Parentkind’s main objective is:

To advance education by encouraging the fullest cooperation between home and school, education authorities, central government and all other interested parties and bodies.

To further this objective, Parentkind delivers a number of business functions, some of which involve the collection, gathering and processing of information that is considered personal information. The way in which Parentkind processes this type of information must comply with the requirements of the Data Protection Act (1998) (DPA) where it constitutes personal data and, from 25 May 2018, the General Data Protection Regulations (GDPR). When passed, it must also comply with the UK Data Protection Act 2018.    

The purpose of this privacy notice is to explain how your personal information is processed and provide information about the rights you have under data protection legislation. For each of Parentkind’s business activities that use personal information, details are provided about what information we collect, how we use that information, and what happens to your information when it is no longer required. We have also provided information about recipients (those who your information will be passed to) and international transfers. An explanation of some of the legal terms and as well as your rights where we process your personal data can be found in the section Additional Information.

2. Parent eBulletin

What Information is Collected?

Parentkind collects your personal contact information for the purposes of distributing the Parent eBulletin when you subscribe. The newsletter keeps parents updated with information relevant to their role in education and enables them to participate fully.

How Will Parentkind Use My Information?

The information you provide is used to issue the Parent eBulletin and Parentkind uses your consent to do this. When you sign up and consent to receiving the eBulletin, you have consented to the processing described above. You can withdraw this consent at any time. Parentkind monitors aggregated information about the performance of these eBulletins, for example, the numbers that are opened and read, and any links that are followed. The legal basis for processing any personal information is to pursue the legitimate interests of both Parentkind and those receiving the newsletter. Parentkind continuously strive to ensure the content of newsletters/eBulletins is as relevant to those who wish to receive it, and to improve the quality of service being provided. We may also use this information to verify you still wish to receive the newsletter.

Will My Information be Passed to Anyone Else?

The information that you provide when you subscribe to the Parents eBulletin is passed to the relevant team within Parentkind and the company that Parentkind use to distribute the newsletter and manage subscriptions on our behalf (a processor) currently ‘Dotmailer’.  Processors may only act on our instructions. Your information is not passed to any other third party or recipient.

Will my information be transferred internationally?

Companies used to process personal information on behalf of Parentkind who are based outside the UK must have signed up to the Privacy Shield, or have other appropriate safeguards in place as defined by law. As far as it can be established, information that you provide to subscribe to the Parent eBulletin is not transferred internationally.

What Happens to My Information When It is No Longer Required?

You can ask to be removed from the mailing list for the Parent Newsletter at any time and Parentkind will usually delete your contact details within one month. There may be some circumstances where your details will be retained on our systems, for example if you are also a contact for your association, however you will no longer receive the Parent eBulletin.  

3. PTA Member Information

What Information is Collected?

Parentkind collects your personal contact information for the purposes of fulfilling our contract with member organisations to provide services for a membership fee. Your information will have been passed to us from your association, usually through membership application process, or the annual return, and they should have obtained your consent for doing so, alternatively you have provided this information direct yourself

Where we receive your information indirectly, we will contact you to confirm your contact details have been provided by your association. At that time, we will also ask you for consent to send you information that may be of benefit to you or the group you are representing. Please note that if you don’t provide your consent, we will be unable to send you this information.  

How Will Parentkind Use My Information?

Parentkind will use your personal contact information for the purpose of providing information about the services that form part of the contract with your association. The legal basis for processing information is to pursue the legitimate interests of both Parentkind and your association.  

Where you have provided consent for us to do so, Parentkind may also use your contact details to send you information that may be of benefit to you or an association you are representing. You may withdraw your consent at any time.

If you are a business or corporate contact, for example, you are an employee of the affiliated school, or you provide an email address which does not contain personal data, such as admin@schoolpta.org, we will contact you under our legitimate interest to do so. You may unsubscribe at any time  

As part of Parentkind’s work, we may occasionally use information about your group to promote the benefits of membership, for example to participate in the development of case studies. At that time, Parentkind may also gather additional personal information specifically for promotional purposes such as photographs. We will ask for consent from those whose personal information is being processed before using information for this purpose.

Will My Information be Passed to Anyone Else?

The information that you provide will be passed to the relevant team within Parentkind that manage member subscriptions, and will also be accessible to those staff who work on the advice line. E-mail addresses are passed to the company that manage and distribute information for associations on our behalf (a processor), currently ‘Dotmailer’. Processors may only act on our instructions. Your information is not passed to any other third party or recipient, unless explicitly stated through one of promotions, where we would ask you to explicitly consent to the transfer.

Will My Information be Transferred Internationally?

Companies used to process personal information on behalf of Parentkind who are based outside the UK must have signed up to the Privacy Shield, or have other appropriate safeguards in place as defined by law.

You should be aware that Parentkind uses a processor to process payment information,‘IATS payments’ which may involve information relating to payments being transferred to Canada & the USA. If you provide any personal information as part of a payment process, your information will be included in the transfer.

What Happens to My Information When It is No Longer Required?

Parentkind ask associations to verify information for their contacts at least annually. You can also notify us of changes to your details.

If you are no longer a representative of your association, we will usually retain your information for 31 days from the date we are informed of your change of status; If your association is no longer a member of ours we will retain your data no longer than 13 months after the membership end date; If you have provided a case study or a blog article, we will usually retain your date for 2 years from the date you provided the case study or article; if you have paid on behalf of your PTA we will retain your payment record for 6 years.

You can ask to be removed from the mailing lists for information that may be of benefit to your group (marketing communications) at any time and Parentkind will usually delete your contact details from that list within 7 days. Please note that we will continue to hold your details where you are a representative of your association. Also note that the laws surrounding email marketing and suppression lists mean that if you opt out of all communications through the ‘unsubscribe’ link, our processor dotmailer will retain your email address to prevent us from ever emailing you.  

4. Schools’ Training Attendance and the Booking Process

Parentkind offers training opportunities through the work it does with Parent Councils. When you book a place on one of our workshops, we will need to process personal information about those who are booking the event as well as those planning to attend.

What Information is Collected?

Parentkind uses a company to manage the booking process on our behalf, where they are made online (a processor). They will collect information required to process your booking and any payment required for that booking. This will include personal information that relates to the person attending the booking. Currently this is Eventbrite. In cases where bookings are via Invoice, they are processed by Parentkind solely.

At the time of booking, we may also ask you for consent to send you information that may be of interest or benefit to you or the organisation or group you are representing. Please note that if you don’t provide your consent, we will be unable to send you this information.  

How Will Parentkind Use My Information?

Parentkind will use your personal contact information for the purpose of managing and administering training courses. The legal basis for processing information is to pursue the legitimate interests of both Parentkind and the organisation entering into a contract with Parentkind for delivery of services. You may also book a course and enter into a contract directly with Parentkind. In these cases, the legal basis for processing your personal information will be to manage the performance of a contract.  

As part of Parentkind’s work, we may occasionally use information about those who have attended workshops for promotional purposes, for example to participate in the development of case studies.   At that time, Parentkind may also gather additional personal information specifically for these purposes such as photographs.  We will ask for consent from those whose personal information is being processed before using information for this purpose.

We will use your personal information to contact you up to 12 months after your course date to evaluate whether our course has helped you over time. The legal basis for processing this information is to pursue the legitimate interest of both Parentkind and you.

If you provide us with an email address on your booking form which is not a corporate address from your school, where you have provided consent for us to do so, Parentkind may also use your contact details to send you information that may be of interest or benefit to you or an organisation or group you are representing. You may withdraw your consent at any time. Parentkind may use the soft opt in consent afforded under the PECR regulations where contact details were obtained during the process of a sale for this purpose.

If you are a corporate subscriber, with an email address affiliated to your corporation, we will use our legitimate interest to send you information that may be of interest or benefit to you or an organisation or group you are representing. You may unsubscribe at any time.  

Will My Information be Passed to Anyone Else?

The information that you provide will be passed to the relevant team within Parentkind that manage course bookings , and will also be accessible to those staff who work on the support line. Information is obtained by a company on our behalf (a processor) and then passed to Parentkind. Some of this information may be passed to venues as well as the course tutor. To provide information about similar services or parental engagement, e-mail addresses are passed to the company that manage and distribute this type of information on our behalf (a processor). Processors may only act on our instructions. Your information is not passed to any other third party or recipient.

Will My Information be Transferred Internationally?

As part of the booking process, the company Parentkind use on their behalf will take gather and process payment information. This information is transferred to the USA as part of the process. Please note that payment information is not passed to Parentkind. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have signed up to the Privacy Shield, or have other appropriate safeguards in place as defined by law.

What Happens to My Information When It is No Longer Required?

Some personal information will be destroyed 3 months after the course has been held, for example, any special dietary requirements. We will keep your contact details for 1 year after the course for evaluation purposes.

Parentkind is legally required to keep some information relating to contracts and information about financial transactions. Information that relates to who attended the course and the organisation they represented, together with some information about payment transactions will usually be retained for 6 years from the end of the financial year in which the course was held. Parentkind will securely dispose of information as soon as it is no longer required.  

Where you use our advice line cases will usually be retained for 12 months, 18 months if they relate to membership payment renewals

We will retain direct debit mandates indefinitely in line with the Direct Debit Guarantee scheme

Calls monitored for insurance compliance purposes will be retained for a maximum of 6 months

You can ask to be removed from the mailing list for similar events and information about parental engagement at any time and Parentkind will usually delete your contact details from those distribution lists within 7 days. There may be some circumstances where your details will be retained on our systems, for example if you are also a contact for your association, however you will no longer receive information about events and parental engagement.  

5. Stakeholders

Engagement of stakeholders is vital to the work of Parentkind and achieving our charitable objective of greater parental engagement in education.  

What Information is Collected?

Parentkind will only collect information about stakeholders that promotes and improves engagement although this can vary depending upon the role of each individual stakeholder and any public profile they may have. It will always include contact details, and will usually include information about your role, where it is relevant to being identified as a stakeholder, for example an employee at the Department for Education. Parentkind sometimes use other sources to gather this information and where we have done this, we will contact you within a month of obtaining your information telling you where we obtained your details, and ask you to check the accuracy of what we are holding.

How Will Parentkind Use My Information?

Your personal information will be used to promote and further the cause of parental engagement amongst policymakers, key decision makers and government bodies in the education sector. This will usually be by e-mail or phone although occasionally we may contact you using other means. We process your personal information in this way to pursue Parentkind’s legitimate interests as described above although you may ask to be removed from our stakeholder listing at any time. In cases where the our organisations interests clearly link with your remit and you have a high public profile, this legal basis will be legitimate interests, in other cases it will be consent.

Will My Information be Passed to Anyone Else?

E-mail addresses are passed to the company that manage and distribute this type of information on our behalf (a processor).  Processors may only act on our instructions. Your information is not passed to any other third party or recipient.

Will My Information be Transferred Internationally?

Companies used to process personal information on behalf of Parentkind who are based outside the UK must have signed up to the Privacy Shield, or have other appropriate safeguards in place as defined by law.

As far as it can be established, information that you provide is not transferred internationally.

What Happens to My Information When It is No Longer Required?

You can ask to be removed from the mailing list for stakeholders at any time and Parentkind will usually delete your contact details from those distribution lists with immediate effect. There may be some circumstances where your details will be retained on our systems, for example if you are also a contact for your association group, or where your public profile or position within government or the education sector satisfies our legitimate interest to monitor our engagement levels with you.

Parentkind also routinely verifies information held about stakeholders and you may occasionally receive e-mails from us asking you to check the accuracy of the information we hold. Once you are removed from our list of stakeholders, your contact information will be securely disposed of.

We will hold records of your engagement with us for as long as your professional position fulfils our legitimate interest to engage with you to fulfil our charitable aims, and for up to 2 years afterwards to maintain continuity of records with the establishment you worked for.

6. Commercial

Parentkind often works with suppliers who provide a range of goods and services. We will usually need to conduct a procurement exercise to justify our expenditure and ensure we are getting best value for money, and may ask you for certain company information to manage this process. Where you are a sole trader or partnership, much of the information you provide may fall within the definition of personal information and therefore be covered by data protection legislation. Even where you are a larger company, you may provide personal information, for example, work histories of employees that will be working on the project.

What Information is Collected?

The information that needs to be collected for procuring goods and services and the subsequent management of contracts will vary and depend upon a number of different factors. You should be aware that if you choose not to provide information requested, Parentkind may be unable to enter into a contract with you or your organisation.

How Will Parentkind Use My Information?

Information provided to Parentkind as part of a procurement exercise will be used in the first instance to make a decision about whether to enter into a contract with a supplier. Where the organisation proposing to enter into the contract is sole trader or partnership, the legal basis for this processing will be to enter into a contract. Where the organisation submitting the bid is not a sole trader or partnership although the information contains personal information, personal information will be processed on the basis that it is in the legitimate interests of both Parentkind and the organisation submitting any proposals. Once a decision has been made information provided in any proposal is likely to form part of the contract for the successful bidder and will be processed to manage the performance of that contract.

For those who are unsuccessful, Parentkind will retain information for a short time for due diligence purposes, as well as to comply with audit requirements and to ensure it is able to respond to any queries that may relate to each procurement process. The legal basis for processing information for this purpose is to pursue the legitimate interests of Parentkind. Further information about retention is provided below. Parentkind expect any organisation submitting a proposal or bid to deliver goods or services to ensure those whose personal information is contained in any submission are informed about what information will be provided and how it will be used.

Will My Information be Passed to Anyone Else?

Information relating to the procurement of goods and services will be processed by the team responsible for procurement within Parentkind. Some information may also be provided to auditors and any payment information will be processed by Parentkind Finance Team.

Will My Information be Transferred Internationally?

No information relating to procurement or suppliers is transferred internationally.

What Happens to My Information When It is No Longer Required?

Information relating to unsuccessful submissions or submissions for work that is not progressed will be retained for one year from the date a decision is made about either the award of a contract or not to progress the project.

Information relating to successful submissions usually forms part of a contract or undertaking and will be retained for 5 years from the conclusion of a contract.  

7. Recruitment

All recruitment at Parentkind follows a formal recruitment process prior to entering into a contract of employment.  

What Information is Collected?

As part of the recruitment process, each candidate will be required to complete and submit a covering letter and CV or application form.

How Will Parentkind Use My Information?

All information provided during the recruitment process will be used to decide whether a person is suitable for a particular role. Following your application, the legal basis for this processing is in order to take steps prior to entering into a contract.

Will My Information be Passed to Anyone Else?

Information that you provide will be passed to those in Parentkind who are part of the recruitment panel. Parentkind outsources some HR services and information will be passed to the company providing this service on our behalf (a processor) where they are involved in the recruitment process. Parentkind may also pass certain information to the Disclosure and Barring Service, if the role for which you are applying is subject to disclosure checks. Processors may only act on our instructions. Your information is not passed to any other third party or recipient.

Will My Information be Transferred Internationally?

Information relating to any recruitment process is not transferred internationally.

What Happens to My Information When It is No Longer Required?

Information relating to unsuccessful applications will be retained for six months from the date of appointment of the successful candidate.

Information relating to the successful candidate usually forms part of an employment contract and will be retained for 6 years from the date employment is terminated for any reason.     

8. Research

To support and further our objectives, Parentkind undertakes a number of research activities which may involve gathering, analysing, storing and other processing of your personal information.

What Information is Collected?

The personal information collected will depend upon each individual research project and you will always be able to decide whether or not to provide us with the information we are requesting. Sometimes we may use a company to manage research projects on our behalf (a processor) and they will always identify themselves and make it clear they are acting on behalf of Parentkind. If you wish to verify whether a company is acting on our behalf, you can contact the Data Protection Manager at any time.

How Will Parentkind Use My Information?

Research undertaken by Parentkind is always for the purpose of furthering our charitable objectives of greater parental engagement in education. The way in which your information will be used will vary although results of research are always reported in an anonymous, aggregated form. We collect personal information based on your consent and you may withdraw this consent at any time. Please be aware that some of the processing after your personal information is collected is to pursue Parentkind’s legitimate interests in order to achieve our objective, which may mean that we will continue to process personal information you have previously provided. You should also be aware that research activities are subject to certain exemptions under data protection legislation. If you require further information about this, please contact Parentkind’s Data Protection Manager in the first instance.

Will My Information be Passed to Anyone Else?

Research information will be processed by the appropriate team within Parentkind, and we do sometimes share results of their research with third parties. Usually, this will be in an anonymous, aggregated form although occasionally we will share original datasets. Personal information will only be shared if the third party wishes to process the personal information for the same or compatible purposes.

When information is shared in this way, Parentkind will always use an information sharing agreement with the third party to ensure the necessary and appropriate safeguards are in place for any personal information.

Some research projects will be carried out by other research companies on our behalf (a processor). Processors may only act on our instructions.

Will My Information be Transferred Internationally?

Parentkind does not transfer any information relating to research internationally, however, some processors may transfer information internationally, or use international facilities or services. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have signed up to the Privacy Shield, or have other appropriate safeguards in place as defined by law.

What Happens to My Information When It is No Longer Required?

Research data does not have any set retention periods although the information is regularly reviewed to ensure it remains relevant to furthering Parentkind’s objectives. As part of this review, we also consider whether the data can be pseudonymised or anonymised. We securely dispose of research data as soon as it is deemed to be no longer required.

9. Additional Information

This section provides further explanation of some of the legal terms used above, together with information about the rights available to you when Parentkind process your personal data.

Legal Basis for Processing

Parentkind is required to provide information to demonstrate that the way in which it is processing personal information is lawful, which includes providing information on the legal basis for processing.

To process personal information, data protection law generally requires one or more of the following to apply:

i.  Parentkind has consent from the person whose personal information is being processed. This will apply where we are using your information for marketing purposes;

ii. The processing is necessary for performance of a contract or to enter into a contract with the person whose personal information is being processed;

iii. Parentkind is required to process personal information to comply with a legal obligation;

iv. The processing is necessary to protect the vital interests of the person whose information is being processed or another person;

v.  The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority. This is unlikely to apply to the work carried out by Parentkind;

vi. The processing is necessary for the purposes of legitimate interests of Parentkind or third party, unless these interests are detrimental to the interests of the person whose information is being processed. Where Parentkind are relying on this basis, we have to explain what our legitimate interest is, which is included in the relevant sections above.

The legal basis for processing personal information used for each of our activities is provided under the section ‘How Will Parentkind Use My Information?’.

For information, any new legislation that is passed by the UK Parliament that relates to the way in which personal data is processed will automatically apply to Parentkind activities.

 

Your Rights

Under the GDPR, you have a number of rights in relation to your personal information. You have the right to:

i.  request access to your personal information;

ii. request rectification of your personal information which means you are able to have inaccurate personal information corrected without undue delay;

ii.  request erasure of your personal information when certain conditions apply;

iii. restrict processing under certain circumstances;

iv.  object to processing;

v.   data portability in some circumstances.

Requests that relate to rectification, erasure or restricting processing will be passed to any recipients of your personal information. Details of recipients can be found under the section Will My Information be Passed to Anyone Else?

There may be occasions when Parentkind is unable to comply with requests to exercise the rights above. Should this apply to a request you make, it will be explained to you why Parentkind is unable to comply with the request and any options available.

Where your personal information is being processed using consent, one further right is the right to withdraw your consent at any time. You should be aware that, while Parentkind will stop using your information for that purpose with immediate effect, it may not always be possible to remove information from the public domain, for example where it has been used in hard copy publications. You should also be aware that the ability to withdraw consent only applies to information considered to be personal. It does not usually apply to information about groups or organisations. You can find out how your personal information is being lawfully processed under the section How Will Parentkind Use My Information?

You may withdraw your consent at any time for allowing your information to be used for marketing purposes.

Complaints

Should you be unhappy with the way in which Parentkind have processed your personal data, we would like to try and resolve this directly with you in the first instance. Please see our resolving issues page here . If you are unhappy with our approach, ultimately you have the right to lodge a complaint with the Information Commissioner, who regulates data protection legislation across the UK. Their contact details can be found at https://ico.org.uk/ .   

Contact Details

Parentkind is the Data Controller for information collected and processed for each of the purposes described above unless stated otherwise.   

If you have any queries regarding any of the information in this privacy notice, in the first instance please contact Parentkind’s Data Compliance Lead:

Michael Paxman
Data Compliance Lead
Parentkind
39 Shipbourne Road
Tonbridge
Kent
TN10 3DS

info@parentkind.org.uk

T: 0300123 5460