Woodbridge
School Lettings Privacy Policy
Your privacy is important to us, and this policy is intended to help you
understand how we collect, use, and store information about you.
To facilitate the administration and marketing of our lettings, Woodbridge School use BookingsPlus which is a product of Kajima Partnerships
Limited.
BookingsPlus is an online application that provides venues with: a
website to help promote their facilities; a booking system; online accounts for
the venues clients; and the ability for the venues clients to pay for bookings
online. All data collected is stored via BookingsPlus on servers hosted by
Amazon Web Services located in Ireland. We use carefully chosen suppliers.
Topics
·
What personal information do we
collect?
·
How we use your personal information
·
Marketing
·
How we store and secure information
we collect
·
How to access your personal
information
·
Cookies
·
Other websites
·
Disclosures
·
Changes to our privacy policy
·
How to contact us
What
personal information do we collect?
We collect your information as follows:
·
If you just visit our website but do
not interact with us in any other way, our website terms of use will apply –
see https://www.kajima.co.uk/privacy. We also use cookies – for more information see https://www.kajima.co.uk/privacy.
·
When an enquiry/registration is made
through the venue marketing website, we collect and store the contact details
of the enquirer (name, phone, email), for our use.
·
When we add new clients and/or issue
them an online account, we store their contact details (name, address, phone,
email).
·
When we add new users to a client’s
account (such as bill payers), we store their name and email.
·
We collect documents that have been
uploaded by clients and our administrators. These are stored on Amazon S3.
·
When we add new bookings, we store
financial data related to bookings, prices, invoices/credit notes, payments/refunds
made and account balances.
·
When a client makes a payment via one
of the payment provider options in BookingsPlus, we store the payment
reference, the name of the person paying, and the status of the payment, which
may include reasons as to why the payment failed.
How we use
your personal information
Personal information submitted to us via a ‘venue marketing website’,
via email or via BookingsPlus will be used solely for the purposes specified in
this privacy policy.
We will use the contact details submitted via our venue marketing
websites and sent to our venue email addresses to:
·
Contact you regarding the enquiry the
enquiry you made.
·
Generate a client account on
BookingsPlus should the booking go ahead.
·
Obtain statistical information about
our users, to help us manage our business but this information will be
anonymised and not be used to identify any individual user.
We will use the contact details and documentation (training
certificates, DBS forms, public liability insurance) on your BookingsPlus client
account to:
·
Provide you with access to
BookingsPlus.
·
Administer your account, send you
invoices and collect payment from you.
·
Pass your contact details to GoCardless
(or any online payment provider within BookingsPlus) for the purposes of
payment processing only. In all cases, you
will have had to review the data on the online form, and submit it. You will be subject to the payment provider’s
terms and privacy policy. BookingsPlus
does not store or process any credit/debit card or bank account details.
·
To ensure we have valid documentation
in order for your booking/s to take place.
·
Provide customer service to you, and
to deal with any enquiries/complaints made by you with regards to your booking/our
service.
·
Provide a customer account management
service to you and keep your details up-to-date.
·
Send to you email notifications solely
related to your bookings.
·
Occasionally email you a link to a
feedback survey, for the purposes of improving the BookingsGuru service, but
this is entirely optional as to whether you complete it.
·
Send to you marketing communications,
where you have opted in. Your preferences
can be amended at any time, by logging into your online account or emailing your
venue administrator.
·
Obtain statistical information about
our users, to help us manage our business, but this information will be
anonymised and not be used to identify any individual user.
When you book a venue, as part of the booking process, you may consent
to your name, business and contact details being entered on the booking
timetable so that you can promote the business or activity you are using the
venue for. If you don’t consent to this, all that will show up on the timetable
is the type of activity taking place within that time slot and without
any personal information added.
Marketing
We would like to send you information about our services and other
venues which may be of interest to you. If you have consented to receive
marketing in your client account, you may opt out a later date.
You have a right to (at any time) stop us from contacting you for
marketing purposes.
If you no longer wish to be contacted for marketing purposes please
login to your client account at https://my.schoolbookings.co.uk/users/sign_in
or email your venue administrator.
How we store
and secure information that we collect
Personal information is securely stored on BookingsPlus which is only
accessible to a limited number of Kajima Partnerships Limited employees who can
only access the information via their unique username and password.
How to
access your personal information
Personal information that is
collected via our venue marketing websites or via email during the enquiry
process, which is not converted to a booking, is permanently deleted following
a period of 6 months of inactivity.
If you are an existing client you can
view and amend the personal contact details we hold for you, in your online
account at https://my.schoolbookings.co.uk/users/sign_in.
Cookies
Cookies are text files placed on your computer to collect standard
internet log information and visitor behaviour information. This information is
used to track visitor use of our websites and to compile statistical reports on
website activity.
For further information visit http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.
You can set your browser not to accept cookies and the above websites
tell you how to remove cookies from your browser. However in a few cases some
of our website features may not function as a result.
Other websites
Our website
contains links to other websites. This privacy policy only applies to our venue
marketing websites and BookingsPlus. When you link to other websites (including
the websites of venues) you should read their own privacy policies.
Disclosures
Your information will be stored on servers located in the United Kingdom
and AWS servers located in Ireland. We
may disclose information about you to any of our employees, officers, agents,
suppliers or subcontractors insofar as is reasonably necessary for the purposes
as set out in this privacy policy. All such parties are obliged to treat your
information in accordance with the scope of your consent and the law in their
contracts with us.
In addition we may disclose your personal information:
1. to the extent that we are required to do so by law;
2. in connection with any legal proceedings or prospective legal proceedings;
and
3. in order to establish, exercise or defend our legal rights (including
providing information to others for the purposes of fraud prevention
and reducing credit risk).
In the event of any of the above
occurring we shall inform you of any such disclosure if lawfully permitted to
do so.
Except as provided in this privacy policy we will not provide your
information to third parties.
Changes to
our privacy policy
We keep our privacy policy under regular review.
This privacy policy was last updated on 24th May 2018.
How to
contact us
Please contact us if you have any
questions regarding our privacy policy or information we hold about you:
If you would like to update any information we hold
on you please contact us at lettings@wodbridgeschool.org.uk
If you would like to complain about how we are
using or disclosing your data please contact lettings@woodbridgeschool.org.uk
If you wish to receive information on what personal
data of yours we hold please contact lettings@woodbridgeschool.org.uk
If you would like to vary how we use your
information or contact you please contact us at lettings@woodbridgeschool.org.uk
If you would like us to delete your information
from our records please contact us at lettings@woodbridgeschool.org.uk
Telephone:
01394 615 051
Write to us:
Woodbridge School Lettings, Burkitt Road,
Woodbridge, Suffolk, IP12 4JH
