School InSight Limited (company registration number: 03730888) (we, us, our) is committed to protecting the privacy and security of your personal data. This Privacy Notice describes how we collect, use and look after your personal data when you visit our website www.schoolinsight.co.uk (our Website) (regardless of where you visit it from) and use our communication platform “School InSight” (the Platform) powered by “InSight Chat” our “Chat Widget” on a School’s website. It also tells you about your rights and how the law protects you.
"School InSight" is a communication platform that allows parents to communicate and chat with Ambassadors from schools that have subscribed to our service.
"Ambassador" means a person who acts as a representative of a School and interacts with other Users via the "InSight Chat Widget" on a School website.
"Parent" means an individual who has registered to use the Platform to chat with Ambassadors about their School;
"School" means a school that has purchased a licence under the School InSight Terms of Business to use the Platform.
"Administrator" means any employee or authorised representative of the School who has access to the Platform.
"User" means any individual that uses the Platform, including Administrators and Ambassadors and Parents.
"We", "us" "our" means School InSight Limited
"You" or "your" a User of the Website and/or the Platform.
Supplemental Terms - This Privacy Notice supplements the other notices and terms published on our Website (including our website terms of use (Terms)), our Acceptable Use Policy, and any School’s privacy policy and is not intended to override them.
We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we safeguard and secure the personal data we collect online via electronic and managerial procedures. However, since the internet is not a 100% secure environment, we cannot ensure or warrant the security of any data you transmit to us. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.
Controller - For your use of our Website we are the controller of, and are responsible for, your personal data and for your use of the Platform we and/or a School will be the controller of your personal data – see section 5 - How we use your personal data for more details.
Understanding - To assist you further in understanding this Privacy Notice, we have set out in the Schedule a glossary of terms used in this Privacy Notice, examples of types of personal data we collect, how we use it, the lawful basis for processing such data and further details of your rights.
Questions - If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact us in writing, either by:
Email: hello@schoolinsight.co.uk
Post: 13 Erlesmere Gardens, London W13 9TZ
Complaints - 6.You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Who can use our Website - and/or the Platform – Neither our Website nor the Platform is intended for use by children, and we do not knowingly collect data relating to children.
Changes to your personal data - It is important that the data we hold about you is accurate and current, therefore please keep us informed of any changes to your personal data.
Third-party links - Our Website may include links to third-party websites, plug-ins and applications. By clicking on these links or enabling connections you may be allowing third parties to collect or share your personal data. We have no control over these third-party websites, plug-ins or applications and are not responsible for their privacy notices, therefore you should read their privacy notices to understand what personal data they collect about you and how they use it.
We may collect, use, store and transfer the types of personal data about you listed in Part 1 of the Schedule.
We also collect, use, and share aggregated data. However, if we combine aggregated data with your personal data so that it can directly or indirectly identify you, we treat this as your personal data.
We do not collect any special categories of personal data or any information about criminal convictions and offences.
Failure to provide personal data - If we are required by law, or under the terms of a contract we have with you, to collect your personal data and you fail to provide it:
we may not be able to enter into or perform the contract with you; and/or
we may have to cancel a product and/or the contract (as applicable).
We will notify you of this at the relevant time.
We collect personal data in the following ways:
| Direct interactions | You may provide personal data when you register to use the Platform and use the Platform, or you complete our online enquiry form or correspond with us (by post, phone or email). |
| Automated technology | We automatically collect personal data (technical and usage) when you browse or interact with our Website, by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites which use our cookies. Please see our Cookies Policy at www.schoolinsight.co.uk/cookies-policy for further details. |
| Automated technology | We may collect personal data from publicly availably sources such the Electoral Register and credit reference agencies, based inside the UK. |
| Third parties | We may receive personal data from: (a) analytics providers; (b) advertising networks; (c) search information providers; and (d) our suppliers such as website support and maintenance providers. |
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data:
to comply with a legal obligation; or
where it is necessary to carry out our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Part 2 of the Schedule sets out the lawful basis we will rely on to process your personal data.
Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your information.
When Parents access the Platform via the “InSight Chat Widget” on a School website and provide personal data, including Identity data and Contact data, the relevant School and School InSight will each act at different times as an independent Data Controller of the data provided. Where the School acts as the Data Controller, School InSight shall process personal data as a Data Processor on behalf of the School. Where School InSight is acting as Data Controller the Parent’s data will only be shared by with those Schools whose Ambassadors the Parent has elected to chat with using the Platform.
When a School provides personal data of their Ambassadors and Administrators, we will act as a Processor of such personal data.
When a School Ambassador creates an account and a profile on the Platform, School InSight and the School will each act as an independent Data Controller of personal data provided.
When Administrators and School Ambassadors access the Platform via School InSight’s Website and upload identity data, School InSight will be the data controller of their personal data.
Marketing - You will only receive marketing communications from us, if you have provided your consent to receive marketing communications and have not opted out of receiving marketing communications, unsubscribed from our mailing list, or withdrawn your consent. Schools selected by a Parent will use Parent’s personal registration data for marketing their School to the Parent by email, telephone calls or chat messages via the Platform and by the Schools own marketing and communication tools.
We will only share your personal data with Schools as set out in sub-section 4 above and we will not share your personal data with any other third parties for their marketing purposes.
How to opt out - 10.You can opt out of email marketing by clicking the unsubscribe button within the particular marketing email. You can also withdraw your consent to receive marketing communications and asked to be removed from our mailing list at any time by contacting us. To stop receiving marketing communications from the schools that you have engaged with via the Platform you will need to contact the schools directly and request to opt out in accordance with the schools privacy policy displayed on their website and the Platform.
Even if you opt out of receiving marketing communications, we may still use your personal data for other purposes provided we have a lawful basis to do so.
Change of purpose - We will only use your personal data for the purpose that we originally collected it for, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or we have a lawful basis to change the purpose.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to use your personal data in this manner.
We may process your personal data (without your knowledge or consent) where this is required or permitted by law.
We may share your personal data with the Third Parties set out in Part 4 of the Schedule. We require all Third Parties to respect the security of your personal data and to treat it in accordance with the law. Such Third Parties can only process your personal data for specified purposes and in accordance with our instructions.
Some Third Parties may be based outside the UK, therefore your personal data may be transferred outside the UK.
Whenever we transfer your personal data out the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
we will only transfer personal data to countries that have been deemed to provide an adequate level of protection for personal data;
2.we use specific contracts which give personal data the same protection it has in the UK with our services providers.
We operate appropriate security measures to prevent personal data from being accidentally lost, used, or accessed in an unauthorised way, altered or disclosed. Access to personal data is restricted to individuals who have a business need to know it, are under confidentiality obligations and can only process it on our instructions.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We may update our data retention practices from to time and you can request details by contacting us. However, we are legally required to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after the end of the tax year in which they cease being customers, for tax purposes.
We may also anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes. We can use anonymised information indefinitely without further notice to you.
Your legal rights in relation to your personal data are set out in full in Part 3 of the Schedule subject to the following sub-section. If you wish to exercise any of your rights, please contact us.
Users based outside the UK and the EEA will be subject to local data privacy legislation. Such Users acknowledge and accept that countries outside the UK and EEA may not provide the same level of adequate protection for the rights and freedoms of data subjects in relation to the processing of personal data.
You will not have to pay a fee to exercise any of your rights unless your request is clearly unfounded, repetitive, or excessive. In which case, we may charge a reasonable fee for this information or refuse to comply with your request.
We may ask you to provide further information to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who does not have the right to receive it.
We aim to respond to all legitimate requests within one month. If your request is particularly complex or you have made several requests, it may take us longer to respond. In this case, we will notify you and keep you updated.
Changes to this Privacy Notice - We may change this Privacy Notice from time to time by updating this page. Please check it regularly to ensure you are aware of any changes.
This Privacy Notice was created in November 2022
| Chat information | Information provided by Ambassadors and Parents when chatting with each other on the Platform. |
| Contact data | Email address and telephone number. |
| Parent Registration Data | Parent’s title, first name, last name, email address and telephone number, nationality. age, and gender of parent’s children. |
| Experience of School data | Ambassador (s) insights and experience of and interactions with a School including but not limited to academics, teaching, sports, clubs and societies, pastoral care, boarding facilities etc. |
| Identity data | First name, last name, organisation name and job title. |
| Marketing and communication data | Your preferences in receiving marketing from us. |
| Technical data | Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our Website. |
The lawful basis upon which we may rely on to process your personal data are:
| Consent | You have given your express consent for us to process your personal data for a specific purpose. |
| Contract | The processing is necessary for us because you have asked us to take specific steps before entering into a contract with you. |
| Legal obligation | The processing is necessary for us to comply with legal or regulatory obligation. |
| Legitimate interests | The processing is necessary for our or a third party’s legitimate interest e.g., in order for us to provide the best service to you via our Website and/or Platform. Before we process your personal data on this basis, we make sure we consider and balance any potential impact on you, and we will not use your personal data on this basis where such impact outweighs our interest. |
Set out below are specific details of the processing activities we undertake with your personal data and the lawful basis for doing this.
| Purpose/Activity | Type of data | Lawful basis for processing |
|---|---|---|
| To process and deliver your requests for a demonstration of our communication Platform “School InSight” and Chat widget "InSight Chat" | Identity, contact, marketing, and communications | You have provided consent to us to contact you to arrange a demonstration. |
| To enable us to share contact details of a Parent with the School | Identity, contact | As necessary for our legitimate interests in running the Platform |
| Where legally required to enable us to share data or conversation transcripts with the School relating to the private chats on the Platform between their Ambassadors and a Parent | Chat information | To comply with legal or regulatory obligation |
| To provide Users with access to the Platform and any information Users may request and to notify of changes to the Platform | Identity, contact | As necessary for our legitimate interests in running the Platform |
| To enable Parents, Ambassadors and Administrators to communicate with each other via the Platform | Identity, contact | As necessary for our legitimate interests in running the Platform and for Users to use the Platform |
| For Ambassadors to provide a short summary of their experience of a School so that Parents can identify a person to chat with on the Platform | Experience of School | As necessary for our legitimate interests in running the Platform and for Users to use the Platform |
| To enable Parents to chat with Schools and their Ambassadors | Identity, contact, | As necessary for our legitimate interests in running the Platform and for Users to use the Platform |
| To enable Schools to contact Parents including by emails issued via the Platform and promote their School to Parents | Identity, contact, | As necessary for our legitimate interests in running the Platform and for Users to use the Platform |
| To enable Ambassadors and Parents to communicate with each other on the Platform | Chat information | As necessary for our legitimate interests in running the Platform and for Users to use the Platform |
| To manage our relationship with you and notify you of changes to our Terms, Privacy Notice or Acceptable Use Policy. | Identity, contact, marketing, and communications | (i) As necessary to comply with a legal obligation; (ii) As necessary for our legitimate interests in keeping our records updated and analysing how customers use our products/services. |
| To administer and protect our business and this Website and/or the Platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). | Identity, contact and technical | (i) As necessary for our legitimate interests in running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise; (ii) As necessary to comply with any legal obligations. |
| To deliver relevant website content/advertisements to you and measure or understand the effectiveness of our advertising. | Identity, contact, usage, marketing, communications and technical | As necessary for our legitimate interests in studying how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy. |
| To use data analytics to improve our Website and/or the Platform, products/services, marketing, customer relationships and experiences. | Technical and usage | As necessary for our legitimate interests to define types of customers for our products and services, to keep our Website and/or the Platform updated and relevant, to develop our business and to inform our marketing strategy. |
You have the following legal rights in relation to your personal data:
| Access your data | You can ask for access to and a copy of your personal data and can check we are lawfully processing it. |
| Correction | You can ask us to correct any incomplete or inaccurate personal data we hold about you. |
| Erasure | You can ask us to delete or remove your personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object (see below); (c) we may have processed your information unlawfully; or (d) we are required to erase your personal data to comply with local law. We may not always be able to comply with your request for specific legal reasons, which will be notified to you at the time of your request. |
| Object | You can object to the processing of your personal data where: (a) we are relying on our legitimate interest (or those of a third party) as the basis for processing your personal data, if you feel it impacts on your fundamental rights and freedoms; (b) we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms and in such circumstances, we can continue to process your persona data for such purposes. |
| Restrict processing | You can ask us to suspend or restrict the processing of your personal data, if: (a) you want us to establish the accuracy of your personal data; (b) our use of your personal data is unlawful, but you do not want us to erase it; (c) you need us to hold your personal data (where we no longer require it) as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your personal data, but we need to verify whether we have overriding legitimate grounds to use it. |
| Request a transfer | You can request a transfer of your personal data which is held in an automated manner and which you provided your consent for us to process such personal data or which we need to process to perform our contract with you, to you or a third party. We will provide your personal data in a structured, commonly used, machine-readable format. |
| Withdraw your consent | You can withdraw your consent at any time (where we are relying on consent to process your personal data). This does not affect the lawfulness of any processing carried out before you withdraw your consent. |
| Service providers | Acting as processors who provide IT and system administration services. The current sub processors are set out in the following table in this part 4. |
| Professional advisors | Acting as processors or controllers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance and accounting services. |
| HM Revenue & Customs, regulators, and other authorities | Acting as processors or controllers who require reporting of processing activities in certain circumstances. |
| Other third parties | Such third parties whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice. |
| Sub-processor | Purpose | Personal Data Processed | Storage or Access Location | Categories of Data Subjects | Legal Basis for Export (if transferring outside the EU or UK) |
| Amazon Web Services (AWS) | Cloud Service Provider for data processing | All Platform data | AWS EC2 London, UK | All Platform users | Standard Contractual Clauses |
| Illumo Digital Ltd | Providing support, maintenance, and ongoing development for the Platform | All Platform data | Bristol, UK | All Platform users | Standard Contractual Clauses |
| Intelivita Limited | Providing support, maintenance, and ongoing development for the Platform | All Platform data | Linode, Singapore | All Platform users | Standard Contractual Clauses |
| Aggregated data | Information such as statistical or demographic data which may be derived from personal data, but which cannot by itself identify a data subject. |
| Data subject | An individual living person identified by personal data (which will generally be you). |
| Personal data | Information identifying a data subject from that data alone or with other data we may hold but it does not include anonymised or aggregated data. |
| Special categories of personal data | Information about race, ethnicity, political opinions, religious or philosophical beliefs, trade union membership, health, genetic, biometric data, sex life and sexual orientation. |
| ICO | Information Commissioner’s Office, the UK supervisory authority for data protection issues. |