Privacy Notice

Key Information

This notice contains the key information about how and why we collect your personal information. Personal information is information that identifies you and relates to you. For example, information about your family circumstances, your financial information and photographs of you.

WSEL's primary reason for using your personal information is to provide you with services including events management, sports facilities and dramatic arts performances.

You have the following rights regarding your information:

• Rectification of information held;
• Access to information held;
• Deletion of information in certain circumstances;
• Portability - the transfer of information to you or a third party;
• Restriction of use of information; and
• The right to object to the use of information in certain circumstances.

The Foundation Secretary can give you more information about these rights.

The Foundation Secretary is the person responsible within our parent company, Warwick Independent Schools Foundation (WISF) for managing how we look after personal information. The Foundation Secretary can answer any questions which you may have about how we use your personal information.

Introduction

This notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.

If you have any questions about this notice please contact the Foundation Secretary.

What is "personal information"?

Personal information is information that identifies you as an individual and relates to you.

This includes your contact details, next of kin and financial information. We will also hold information such as your religion or ethnic group.

Our legal bases for using your information

This section contains information about the legal bases that we are relying on when handling your information.

The two tables below contain a general description of the different legal bases but we have also used a colour code system so that you can see which bases we are relying on for each of the purposes described below.

Legitimate Interests ("LI")

This means that WSEL is using your information when this is necessary for the WSEL's legitimate interests except when your interests and fundamental rights override our legitimate interests. Specifically, WSEL has a legitimate interest in:

• providing events management, sports facilities and dramatic arts performances to you;
• safeguarding and promoting the welfare of the children who attend our Schools, which is the primary use of our sites and facilities, and our employees;
• promoting the objects and interests of WSEL, WISF and its Schools. This includes using photographs in promotional material, which may be taken at times when you are on the site. It also includes making sure that we are able to enforce our rights against you, for example, so that we can contact you if unpaid fees are due;
• keeping the school buildings safe;
• using your information in connection with legal disputes. For example, if you bring a claim against us;
• protecting the reputation of WSEL, WISF and its Schools; and
• ensuring that all relevant legal obligations of the WSEL, WISF and its Schools are complied with.

In addition, your personal information may be processed for the legitimate interests of others. For example, another supplier will have a legitimate interest in knowing if you have not paid fees that are due to us.

Necessary for contract ("CT")

We will need to use your information in order to perform our obligations under our contract with you and for you to perform your obligations as well.

Legal obligation ("LO")

Where WSEL needs to use your information in order to comply with a legal obligation in relation to the fact our facilities are on School sites. We may also have to disclose your information to third parties such as the courts, the local authority or the police where legally obliged to do so.

Vital interests ("VI")

In limited circumstances we may use your information to protect your vital interests or the vital interest of someone else (e.g. if you or they are seriously hurt).

Performance of a task carried out in the public interest (or carrying out public tasks) ("VI")

The following are examples of when we would use your information to perform tasks in the public interest:

• safeguarding and promoting your welfare and the welfare of children at our Schools;
• facilitating the efficient operation of the WSEL, WISF and its Schools; and
• ensuring that we comply with all of our legal obligations.

Substantial public interest ("LI")

WSEL is also allowed to use special categories of personal information where doing so is necessary in the substantial public interest. This is similar to "public interest" in the table above.

Social protection and social security laws

WSEL may use your information to comply with social protection law and social security laws. Social protection law is concerned with preventing, managing, and overcoming situations that adversely affect people's wellbeing.

Vital interests ("LI")

In limited circumstances we may use your information to protect your vital interests or the vital interests of someone else (e.g. if you or they are seriously hurt).

Legal claims ("LC")

We are allowed to use your information if this is necessary in relation to legal claims. For example, this allows us to share information with our legal advisors and insurers.

See PDF for "How and Why does WSEL collect and use personal information", "Criminal offence information", and "More than one basis"

Consent

We may ask for your consent to use your information in certain ways as an alternative to relying on any of the bases in the table above. For example, we may ask for your consent before taking or using some photographs or videos if the photograph or video is more intrusive and we cannot rely on legitimate interests. If we ask for your consent to use your personal information you can take back this consent at any time. Any use of your information before you withdraw your consent remains valid. Please speak to the Foundation Secretary if you would like to withdraw any consent given.

See PDF for "Sending information to other countries"

For how long do we keep your information?

We keep your information for as long as we need to in order to fulfil our contractual obligations with you, including the provision of event management, sports facilities or dramatic arts performances. We will keep some information after our contract with you has ended, for example, so that we can find out what happened if you make a complaint.

In exceptional circumstances we may keep your information for a longer time than usual but we would only do so if we had good reason and only if we are allowed to do so under data protection law.

Please see our Information and Records Retention Policy for more detailed information.

This can be found on our website here (https://www.wsvenuesandevents.org/)

What decisions can you make about your information?

From 25 May 2018 data protection legislation gives you a number of rights regarding your information. Some of these rights are new rights whilst others build on your existing rights. Your rights are as follows:

• Rectification: if information WSEL holds about you is incorrect you can ask us to correct it.
• Access: you can ask what information we hold about you and be provided with a copy. This is commonly known as making a subject access request. We will also give you extra information, such as why we use this information about you, where it came from and what types of people we have sent it to.
• Deletion: you can ask us to delete the information that we hold about you in certain circumstances. For example, where we no longer need the information.
• Portability: you can request the transfer of your information to you or a third party in a format that can be read by computer. This applies where (a) the information has been provided by you; (b) the basis that we are relying on to process your information is consent or contract (please see "Our legal bases for using your information" above); and (c) the information is being processed by us on computer.
• Restriction: our use of information about you may be restricted in some cases. For example, if you tell us that information is inaccurate we can only use it for limited purposes while we check its accuracy.
• Object: you may object to us using your information where:
  1. we are using it for direct marketing purposes (e.g. send you promotional materials or brochures);
  2. the legal basis on which we are relying is either legitimate interests or performance of a task carried out in the public interest. Please see the section "Our legal bases for using your information" above; and
  3. we are using it for historical or scientific research purposes or archiving purposes. For example, we may keep photographs of you at a School event for historical reasons.

The Foundation Secretary can give you more information about your data protection rights.

See PDF for "Further information and guidance"