How we use your information
This privacy notice tells you what to expect when Internet4schools collects personal information. It applies to information we collect about:
- visitors to our websites;
- our customers
- delegates at Internet4schools training events
- people who use our services
- complainants and other individuals in relation to a data subject request or freedom of information request or enquiry
- job applicants and our current and former employees
- contractors
Visitors to our websites
When someone visits www.Internet4schools.uk and any of our other sites on the internet4schools or E2BN domainwe 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. If we do want to collect personally identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Use of cookies by Internet4schools
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Search engine
Search queries and results are not logged. No user-specific data is collected by either Internet4schools or any third party.
E-newsletter / E-bulletins/News Update
We use a third-party provider, SendinBlue, to deliver our fortnightly e-newsletter and other electronic marketing communications to organisations’ generic email address. Some individuals also sign up to receive these communications.
We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see SendinBlue’s privacy notice.
How to unsubscribe from the E-newsletter/E-bulletins/News Update
People can use the unsubscribe link at the bottom of any Internet4schools/E2BN News Update or E-newsletter/E-bulletin
People who contact us via a ‘Get a quote’ or ‘Contact us’ web form on www.Internet4schools.uk or www.e2bn.org or its domains.
If you contact us via a web form your enquiry will be forwarded to the relevant member of Internet4schools staff who will contact you directly.
People who contact us via Twitter
If you send us a private or direct message via Twitter the message will be stored on our Twitter account for 3 months then be deleted. It will not be shared with any other organisations.
People who call us
When you call the Internet4schools office or the mobile number of a member of Internet4schools staff we collect Calling Line Identification (CLI) information. We may associate your name and place of work or business with that number so that we contact you with follow up information pertaining to your original call.
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law. We may keep your email correspondence within our email system while we deal with your request, for as long as you are an Internet4schools customer (or potential customer).
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will keep this file whilst we investigate your complaint. If your complaint involves a member of staff your complaint, details of the investigation and any follow up actions may be kept in the staff for the duration of the employee’s employment. If we believe that your complaint relates to illegal activity we will pass your complaint and details to the appropriate authorities.
Broadband and Filtering Services
Where a service such as Internet4schools Broadband or Protex Web Filtering is bought by an organisation we hold the details of nominated contacts at the organisation in order to provide the service and to fulfil contractual and financial duties.
The details we hold are:
- For quotation purposes we hold the name, work email address (possibly generic) and position of the person acting as the key contact. If the quotation process does not lead to a contract being entered these details are deleted.
- For installation purposes and ongoing support, we request named contact(s) (e.g. technical manager, site manager) work email address, phone/mobile.
- For contractual purposes, we keep the name and position of the person entering into the contract on behalf of the organisation
If the quotation process does not lead to a contract being entered these details are deleted.
If a contract is signed and services provided we keep the above details for the duration of the service plus 1 year.
Data logs for Internet4schools Protex are stored on your local device. You are the Controller for this data.
Protex System Admin (self-managed systems)
Protex admins’ username and email address along with a record of every change made to the local URL lists and profiles, are held on the school’s Protex box and E2BN’s central control server. E2BN retains this data for 20 years for safeguarding, auditing and technical reasons.
When a school admin is deleted from the school’s Protex box, the username and email details are automatically deleted from the E2BN central system. However, the log of changes to whitelists and profiles made by the school admin is maintained.
Protex Centrally Managed Systems
All web requests for changes to local URL lists, profiles and blocking require the person making the request to provide a school email address. This information is retained by E2BN for safeguarding, auditing and technical reasons.
All changes made by a school’s Protex admin are logged on the school’s Protex box and backed up to E2BN central system.
Data is held for 20 years
Internet4schools technical staff may have temporary access to this data when assisting the school with fault-finding or configuration issues. Technical staff are all aware of their responsibilities under GDPR. Personal data contained in the log files will be kept confidential and destroyed at the end of the issue.
People who register to attend an Internet4schools event (delegates)
If someone registers to attend an Internet4schools event we will require them to provide some, or all, of the following personal information:
- name and job title
- contact information including email address and school address, postcode
- information about dietary/mobility requirements, if relevant
We will use this information to ensure that their place is reserved, that we can provide them with joining instructions, provide them or their organization with an invoice, make arrangements for them if they have special dietary or mobility needs and provide follow up materials from the event:
After the event, we may use their contact details to provide them via our fortnightly newsletter with information about other similar events that we think they might be interested in.
Job applicants, current and former Internet4schools employees
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
Application stage
If you apply via a recruitment agency your data will be collected by them and passed on to us electronically.
For all applications
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.
Shortlisting
Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it.
Assessments
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Internet4schools.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
Conditional offer
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will, therefore, be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will make copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will make copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- We will provide your name, date of birth and email address to the Hertfordshire Disclosure Service who will contact you to complete an application for an Enhanced Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions. The Hertfordshire Disclosure Service privacy notice can be seen here: https://hertfordshire.disclosures.co.uk/data-protection
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments.
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Details for a work place pension should you choose to contribute to one.
Data Sharing and storage
Internet4schools does not store any data outside of the EU.
Internet4schools will not share your personal data without your explicit consent
Internet4schools takes appropriate technical and organisational measures to keep your data safe. Internet4schools was successfully accredited with Cyber Essentials (March 2019)
Your rights
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
From 25th May 2018, under the General Data Protection Regulation 2018, you have rights as an individual which you can exercise in relation to information we hold about you. You can read more about these rights here – https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Complaints or queries
Internet4schools 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. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Internet4schools’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to personal information
Internet4schools tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation 25th May 2018
If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the internet4schools for any personal information we may hold you need to put the request in writing addressing it to Kathy Olsson at the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer, Kathy Olsson, Internet4schools, Unit 1, Saltmore Farm, New Inn Road, Hinxworth, Hertfordshire, SG7 5EZ
Disclosure of personal information
In most circumstances, we will not disclose personal data without consent. However, there are circumstances when will share personal data:
Internet4schools outsources some HR functions, salaries and pensions. We have agreements with other organisations for sharing information for these purposes;
We can pass on personal data without consent, for example, to prevent and detect crime, to assist in safeguarding issues and to produce anonymised statistics;
Please contact us for information on our instructions to staff on how to collect, use and delete personal data; and how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites other than those on the Internet4schools.uk domain. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 20 November 2020.
You may request details of personal information which we hold about you under the General Data Protection regulation 2018.
If you would like a copy of the information held on you please write to: The Data Officer, internet4schools, Unit 1, Saltmore Farm, New Inn Road, Hinxworth, SG7 5EZ. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.