Privacy policy
1. If you are linked to one of our PTA Members
Parentkind is the UK membership body for Parent Teacher Associations. If the association you represent is one of our members we will process your personal data to fulfil a number of the functions your association signs up to when you become one of our members.
The type of information we collect
- Your name and contact details, along with which associations and schools you have links to
- Email and password combinations to provide access to our website and your account area
- Details of how long for, and which role links you to your association
- Whether or not you are a staff member at the school your association is linked to
- Details on how you engage with our website and/or communications we send you and digital data such as your IP address
- Financial details if you chose to pay on behalf of your association for their membership
- On rare occasions we may have collected medical information about you if it related to historic insurance claims.
How we get the personal information
- Most of the personal information we process is provided to us directly by you, or by your association through the process of joining or maintaining your membership with us. Where the information was provided by your association, they should have notified you and in many cases gained your consent to collect and transfer that information to us
- We do also use reliable secondary data sources, for example, school and PTA websites, the charity commission database where the information clearly indicates a link between the association and yourself
- In a small number of cases we receive personal information from our member benefit partners about individuals who have signed up with them to receive the benefit that is available to your association through our membership.
Why we have the personal information
The table below outlines why we hold the personal information we have about you and under what lawful basis:
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| Sending communications as promised as part of your membership to support your organisation | Identity, Contact, Financial, Transaction, Marketing and Communications, Profile, Technical | Contract between Parentkind and your association |
| Communicating with you about our major opportunities and annual campaigns that support your PTA to raise funds | Identity, Contact, Marketing and Communications | Contract between Parentkind and your association |
| Sending you details about events and campaigns you have specifically signed up to be a part of | Identity, Contact, Marketing and Communications | Your consent |
| To process financial renewals transactions | Identity, Contact, Financial, Transaction, Technical | Contract between Parentkind and your association |
| To provide you with access to the member area of our website | Identity, Contact | Contract between Parentkind and your association |
| To facilitate engagement with member benefits provided by partner organisations | Identity, Contact, Financial, Transaction, Marketing and Communications, Profile, Technical | Legitimate Interest |
| To manage advice given on our advice line | Identity, Contact | Legitimate Interest |
| To match your personal information with information available on third party social media platforms to enable us to tailor our advertising and communications more effectively and provide members with more relevant content. This processing activity may involve transferring your data to a country that is outside of the UK. For information relating to such transfers, please see the International Transfers section below. | Full name (identity), email address (contact) | Legitimate Interest |
| To ensure that we are representing a diverse cross section of society through our member associations by collecting demographic information, for example ethnicity and gender of committee members | Identity, Contact | Public Interest (Equality) |
Disclosures of your personal information
We may share your personal data where necessary with third parties for the purposes set out in the table above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International transfers
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.
For such international transfers, we ensure that specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement, are incorporated.
How we store your personal information
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed.
How long we keep your information
- If you are no longer a representative of your association, we will usually retain your information for 30 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 2 years after the PTA membership end date
- If you have provided a case study or a blog article, we will keep in review the use and relevance of the case study, and remove your data 6 months after the decision to no longer use this particular case study or story is taken
- If you have paid on behalf of your PTA we will retain your payment record for 6 years plus the current financial year, unless in the case of Direct Debit Mandates which we are required by law to retain indefinitely
- Where you use our advice line cases will usually be retained for 12 months, 18 months if they relate to PTA membership payment renewals
- Calls monitored and recorded for insurance compliance purposes will be retained for a maximum of 12 months
- 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 will retain your email address to prevent us from ever emailing you again.
2. If you are linked to a PTA not in our membership
We believe in what we do, so we want as many PTAs to join or rejoin our membership family as possible, if your PTA is no longer a member, has never been a member, or your school doesn’t have a PTA yet, we may process your personal data to encourage you to join us.
The type of information we collect
- Your name and contact details, along with which associations and schools you have links to, and digital data such as your IP address
- Details on how you engage with our website and/or communications we send you.
How we get the personal information
- For the majority of individuals, your personal data will date back to when you were in membership with us and it was provided by yourself or your association
- We do also use reliable secondary data sources, for example, school and PTA websites, the charity commission database, where the information clearly indicates a link between the association and yourself, and we may have conversations with the school connected to the PTA you are part of and obtain data this way.
Why we have the personal information
The table below outlines why we hold the personal information we have about you and under what lawful basis:
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| To promote Parentkind to new members or rejoining members | Identity, Contact, Marketing and Communications | Legitimate Interests |
International Transfers
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
For such international transfers, we ensure that specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement, are incorporated.
How we store your personal information
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed.
How long we keep your information
- If you are no longer a linked to your association, and you let us know we will usually retain your information for 30 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 2 years after the PTA membership end date
- 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 will retain your email address to prevent us from ever emailing you again.
3. Recipients of our Parent ebulletin and visitors to our website
Our Parents eBulletin provides regular updates on how parents can support and have a say on your child’s education, including carefully chosen offers from third parties.
The type of information we collect
- Your name and contact details, along with which associations and schools you have links to and a geographic location and digital data such as your IP address
- Details on how you engage with our website and communications we send you
How we get the personal information
- We will only process your personal data if you have provided it to us yourself (although please check the section on PTA membership if you are also linked to an association)
Why we have the personal information
he table below outlines why we hold the personal information we have about you and under what lawful basis:
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| To deliver on our agreement to keep you abreast of parental engagement in education | Identity, Contact | Consent |
| To understand engagement with our website and communications so we can develop them | Identity, Contact, Marketing and Communcations | Legitimate Interest |
How we store your personal information and whether it is transferred internationally
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
How long we keep your information
You can ask to be removed from the mailing list for the Parents eBulletin 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 Parents eBulletin. 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 will retain your email address to prevent us from ever emailing you.
4. School Staff and Representatives
This section covers the ways we process personal information for school staff and representatives, however if you are a school staff member who is engaged in your PTA, the section here is also relevant.
The type of information we collect
- Your name and contact details, along with schools you have links to
- Details of any training courses, or engagement you have had with us about parent participation
- Details of how long for, and which role links you to your school
- Details on how you engage with our website and/or communications we send you and digital data such as your IP address
- Financial details if you chose to pay on behalf of your school for products and services
How we get the personal information
- In many instances you will have provided this yourselves in signing up to one of our services
- We ascertain contact details of key individuals at schools and local authorities from Freedom of Information requests or occasionally commercially managed mailing lists
Why we have the personal information
The table below outlines why we hold the personal information we have about you and under what lawful basis
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| Inform school leaders of the services we offer | Identity, Contact | Legitimate Interests |
| Manage the booking, payment and attendance of workshops and other products | Identity, Contact Financial, Transaction | Contract between Parentkind and the school / other establishment |
| Utilise our parental engagement audit tool | Identity, Contact, Profile | Consent |
| Find out more details on parental engagement from the audit tool process | Identity, Contact, Profile | Consent |
| A newsletter for school staff on parental engagement in education | Identity, Contact, Marketing and Communications | Consent |
| To allow CPD certification for learning resources | Identity, Contact | Contract |
How we store your personal information and whether it is transferred internationally
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
How long we keep your information
- If your data is collecting through accessing one of our services we may keep it for up to 5 years, details of payments will be held for up to 6 years, feedback to measure the success of training products for up to 2 years
- We refresh our Freedom of Information Request data at least annually, and your data will be removed from our records when you are no longer linked to an educational establishment
5. Commercial Partners and potential partners
To raise funds for our charity and supply the best possible services for our members we engage with commercial partners. If you work for one of these partners or prospective partners, we may process some of your personal information.
The type of information we collect
- We collect names and contact details, alongside your position in the organisation
- Details on how you engage with our website and/or communications we send you
- Financial details if you choose to engage with us as a commercial partner
How we get the personal information
- We may get your personal information directly from you
- We may search for publically available information about the right representatives to talk to at an organization about an opportunity we want to work with you on
Why we have the personal information
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| To engage in commercial relationships with relevant organisations | Identity, Contact | Legitimate Interests |
How we store your personal information and whether it is transferred internationally
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
How long we keep your information
- Up to 5 years if no relationship is established
- This period may be extended to 6 years past the end of any commercial relationship
6. Applicants for Employment
If you apply for one of our roles, you are asked to submit a CV, Cover Letter, and equal opportunities form. The equal opportunities form is separated from the application, and anonymously stored. Please note, employees have a separate privacy notice, available internally.
The type of information we collect
It is up to the applicant what information is provided, however we normally receive and process:
- Name and contact details
- Employment history
- Demographic details for equal opportunities
- Reference details
How we get the personal information
All the personal information we receive is provided directly from you with one exception:
- Referees may provide a reference which is about you
Why we have the personal information
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| To deliver a fair and transparent recruitment process | Identity, Contact | Legitimate Interests |
| To enter into an employment contract with successful candidates | Identity, Contact | Contract |
How we store your personal information and whether it is transferred internationally
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
How long we keep your information
- Up to 6 months for unsuccessful candidates
- This period may be extended to 6 years from the date employment is terminated for employees (employees have a separate privacy notice)
7. Stakeholders
Engagement of stakeholders is vital to the work of Parentkind and achieving our charitable objective of greater parental engagement in education.
The type of information we collect
- Your name and contact details, along with which organisations you have links to which may be trade unions or political parties but may be other groups relevant to our work
- Details of our interactions and engagement levels
How we get the personal information
- We may get your personal information directly from you
- We may search for publically available information about the right representatives to talk to at an organization about an issue or opportunity to work together
Why we have the personal information
| Processing Activity | Type of Data | Lawful Basis |
|---|---|---|
| to promote and further the cause of parental engagement amongst policymakers, key decision makers and government bodies in the education sector | Identity, Contact | Legitimate Interests |
| to gain publicity for our work | Identity, Contact | Legitimate Interests |
How we store your personal information and whether it is transferred internationally
Your information is securely stored on a number of systems that have been through thorough purchasing and security assessments that are regularly reviewed. Companies used to process personal information on behalf of Parentkind who are based outside the UK must have appropriate safeguards in place as defined by law.
How long we keep your information
- 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
8. Everybody’s Rights
Under the GDPR & UK Data Protection Law, you have a number of rights in relation to your personal information. You have the right to:
- request access to your personal information;
- request rectification of your personal information which means you are able to have inaccurate personal information corrected without undue delay;
- request erasure of your personal information when certain conditions apply;
- restrict processing under certain circumstances;
- object to processing;
- data portability in some circumstances
Requests that relate to rectification, erasure or restricting processing will be passed to any recipients of your personal information.
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.
We have a number of data processors that we use to fulfil our objectives. If you would like to know more about the specifics of that, please get in touch with us.
9. If you’re not happy
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 get in touch using the details below and we would gladly discuss it with you. Ultimately you have the right to lodge a complaint with the Information Commissioner, who regulates data protection legislation across the UK if you’re not happy with our response. Their contact details can be found at www.ico.org.uk.
10. If you need to get in touch direct
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 policy, in the first instance please contact Parentkind’s Data Compliance Lead:
Teck Kua
Data Compliance Lead
Parentkind
78 – 79 Pall Mall
London
SW1Y 5ES
E: [email protected]
T: 0300 123 5460
11. What the lawful basis means
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. The lawful basis is essentially the legal basis for processing your data, we must have one.
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:
- Parentkind has consent from the person whose personal information is being processed. This will apply where we are using your information for marketing purposes;
- The processing is necessary for performance of a contract or to enter into a contract with the person whose personal information is being processed;
- Parentkind is required to process personal information to comply with a legal obligation;
- The processing is necessary to protect the vital interests of the person whose information is being processed or another person;
- 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;
- 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;
- Processing is in the public interest
The legal basis for processing personal information used for each of our activities is provided under the section‘Why we have the personal 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.
