Privacy & Cookies

This notice describes specifically how Sevenoaks Preparatory School uses personal data on our public website. For more general information about the school’s privacy practices including data collected through the school portal for parents and pupils, please see our general data protection notice.

Topics

• What data do we collect?
• How will we use your data?
• How do we store your data?
• How do we share your data?
• What are your data protection rights?
• What are cookies?
• How do we use cookies?
• What types of cookies do we use?
• How to manage your cookies
• Privacy policies of other websites
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

What data do we collect through our website?

• Information you submit directly through one of the forms on the website, for example to apply to the school or send us a message, or when you make a payment to us, such as:
  • Your name and your children’s names
  • Your address
  • Your children’s date of birth, gender, nationality, skills and hobbies, previous schools
  • Your children’s medical and special education needs
  • Contact details such as telephone number and email address
  • Details of when your child might join the school
  • Payment details including credit card number
  • Any other information you choose to provide

• Information on how you use our website, which pages you view and links you click on, and other technical information about your computer such as your IP address. This is collected by Google Analytics and in website logs. It is not tied to your name or other information we hold on you.

How will we use your data?

We will use any data directly submitted through forms on the website to respond to any enquiries and to manage the application process for your child, or as necessary to provide the service you request by making an application.

We provide a facility to make payments to us via a form on the website. If you use this facility, your payment details are processed by our payment processor, Stripe. Their privacy notice is available here.

If you sign up for alumni emails, we use your email address to send you regular emails. Please see the separate alumni privacy notice.

We use information on how you use our website in order to track how our website is performing and to make improvements. We consider this a legitimate interest of the school.

How do we store your data?

Data you submit through forms on the website is stored on our website initially, and then transferred to school systems. The  school  takes  appropriate  technical  and  organisational  steps  to  ensure  the  security  of  personal data,  including  policies  around  the use  of  technology  and  devices,  and  access  to  school systems.

We may store data on applications to the school for up to 7 years, or until you withdraw your application.

Stripe stores your payment details securely on our behalf, and the school does not receive direct access to credit card numbers. These details are stored as long as necessary to meet legal and fraud protection purposes, as described in the Stripe privacy policy.

Google analytics stores data on how the website was used for 26 months.

How do we share your data?

We will not transfer your information to any other organisation to use for their own purposes. All personal information is processed by school staff in the UK. However, we use various IT services, some of which are based outside the European Economic Area. We review any services used to confirm that they will process the information securely and only according to our instructions, not for their own purposes. We look for an equivalent level of privacy and security to that required for personal information in the UK, for example through participation in the EU-U.S. Privacy Shield framework.

We share our Google Analytics data with our web development agency for the purpose of improving the site.

What are your data protection rights?

The right to access – You have the right to request that we provide copies of your personal data.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to us processing your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact our privacy committee (see “how to contact us” below)

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org.

How do we use cookies?

We uses cookies in a range of ways to improve your experience on our website, including understanding how you use our website. Some particular cookies are described here.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

Our website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

We keep our privacy policy under regular review and place any updates on this web page. This privacy policy was last updated on 24/01/2020.

How to contact us

If you have any questions about our privacy notice, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact our Privacy Committee (privacy@theprep.org.uk) or via the school office.

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office, although the ICO recommends that steps are taken to resolve the matter with the school before involving the regulator.