Data protection is of a particularly high priority for the AMPA VCB Board and we are required to process personal data in accordance the Data Protection Act 1998 (as amended) and with the new laws in place, namely the General Data Protection Regulation (GDPR) effective from 25 May 2018.
A. What personal data does AMPA VCB collect, and how is it collected?
We collect, use and store: parents'/carers' names, surnames and email addresses; children's names, surnames and dates of birth; and children's and parents'/carers' photos and videos (e.g. from various AMPA VCB events). We won't collect any more information than we need, and we will get rid of it once its purpose has been served.
We make sure we have up-to-date information at the start of every school year, via an electronic reconfirmation from each of you.
B. How and why AMPA VCB uses personal data
We collect the personal data described above in order to:
Send AMPA VCB Newsletters / email communications to parents and carers;
Make sure AMPA VCB updates are appropriate to school class or site (e.g. where emails are only relevant to Infantil classes or Bachiller);
Occasionally produce resources or products (e.g. class calendars with children's photos on); and
C. On what basis do we collect and use personal data?
We collect and use personal data (for children or for parents/carers) only where the parent/carer has given specific consent. Please note that by participating in AMPA VCB events, parents/carers agree to have their children's names and classes included in the AMPA VCB Newsletter, website and emails announcing winners/participants at our events. We will only retain data we collect for as long as necessary.
D. Managing and storing data
We will ensure all data that you give us is kept securely and restricted to those with a 'need to know'. We are committed to protecting information about you and your children. The security of data and information is important to us. This is why we follow a range of security procedures to control and safeguard access to and use of your personal information. This includes both physical and technical security and integrity of all data - electronic personal data is only kept on password protected, encrypted devices; and paper forms are kept in locked storage.
E. What about the AMPA VCB website?
Like most websites, we gather statistical and other analytical information collected on all visitors to our website. This non-personal data is collected on an aggregate basis only and comprises information that cannot be used to identify or contact you. This may include demographic information regarding, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website.
We use the non-personal data gathered from visitors to our website in an aggregate form to get a better understanding of where our visitors come from and to help us better design and organise our website.
F. Sharing data
We will never share personal data to a third party without consent or unless the law requires it. When emails are sent to multiple recipients through the mailing list, your address will not be shown to other recipients.
G. Your rights
If you want to find out what data we hold about you or your child, please contact us at firstname.lastname@example.org. We are happy to share it with you at any time and you can also ask us to delete your data from our records at any time. We will respond to each request within a 15 school days timescale.
If you want to update your personal data, you can do so by amending your details on our website or by emailing us at email@example.com. You can also ask us to delete your personal data, which we will be happy to do to the extent permitted by law.
You can also opt out of our mailing list at any time by emailing 'Unsubscribe' to firstname.lastname@example.org.
H. More information and complaints
You can also read more about GDPR on the Information Commissioner's Office (ICO) website https://ico.org.uk.
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance, via email at email@example.com.
You also have the right to complain to the ICO if you are concerned about how an organisation is handling your data.