ustomer Privacy Notic

This privacy notice tells you what to expect us to do with your personal information.

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• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

 

Contact Details

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Post:  Witney Pony Partners, Crawley Road, , WITNEY, Oxfordshire, OX28 6DR, GB

Telephone:  07794711113

Email:  witneyponypartners@gmail.com

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What information we collect, use, and why

 

We collect or use the following information for student education and welfare:

• Names and contact details for students/children

• Names and contact details for parents, guardians, carers

• Gender

• Pronoun preferences

• Date of birth

• Next of kin and emergency contact information

• Payment details and financial information including transactions

• Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

• Welfare information (includes family and home life circumstances and history)

• Attendance and reason for absence data

• Exam results and qualifications

• Progress reports

• Information relating to compliments and complaints

• Right to work information

 

We also collect or use the following special category information for student education and welfare. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

• Health information

 

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Addresses

• Purchase or service history

• Information relating to health and safety (including incident investigation details and reports and accident book records)

• Correspondence

• Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

• Attendance and reason for absence data

 

We collect or use the following information for information updates or marketing purposes:

• Names and contact details

• Addresses

• Marketing preferences

• Photographs

• Records of consent, where appropriate

 

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

• Details of any criminal convictions (eg DBS, Access NI or Disclosure Scotland checks)

 

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

 

Lawful bases and data protection rights

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

 

Our lawful bases for collecting or using personal information for student education and welfare are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Recognised legitimate interests - our pre-approved purpose for collecting or using personal information for student education and welfare:

 

We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).

• Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Where we get personal information from

• Directly from you

• Parents or carers

• Local authorities or local councils

• Social services

• Health care providers

• Previous employers

• Suppliers and service providers

• Professional consultants

 

How long we keep information

-Data is kept for the following periods:

-Lesson notes: 6 months after the student leaves.

-Registration and accident forms: three years for adults, until the age of 21 for under 18s.

-Income tax records, returns and any communications with HMRC: 6 years + 1

-Information relating to whistleblowing: may be kept up to six months after a case outcome, or deleted immediately following an   unsubstantiated investigation

-Employee details and documents other than those required by HMRC: five years following employment

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For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

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Who we share information with

Others we share personal information with

• Parents and carers

• Local authorities

• Social services

• Fostering agencies

• Pupil Referral Units (PRU’s) or Education Otherwise at School Centres (EOTAS)

• Organisations we need to share information with for safeguarding reasons

• Emergency services

 

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

 

Email: witneyponypartners@gmail.com

 

Telephone: 07794711113

 

Post: Witney Pony Partners Crawley Road Witney OX29 9TG

 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint