Beyond the Classroom
Last Updated: 21st May 2018
At Beyond the Classroom, we’re committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information about people we interact with, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We may occasionally change this Policy so please check this page to ensure you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy. Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org.
Who are we?
We are Beyond the Classroom, A business dedicated to improving the social mobility of young people from low income and BAME backgrounds. Beyond the Classroom is a company limited by guarantee 0827183, our correspondence address is M302, 89 Bickersteth Rd, London SW17 9SH, UK.
Young people are the people whom we exist to support, enrich, develop and serve. They are the key stakeholders of our work and activity and guide the ethos, principals and vision of our organisation. A young Person is defined as any individual under the age of 19 who are or wish to engage with our services. This include students enrolled at our partner schools, colleges and universities as well as young people we engage through community outreach and programme activities. We continue to consider our alumni as young people until they reach the age of 25 and while they are still beneficiaries of our services.
A supporter is any adult who’s interaction with us is in order to support the young people we work with. This includes but is not exclusive to: parents, teachers, carers, youth workers, corporate volunteers, partners and mental health professionals.
Update to General Data Protection Regulation (May 2018)
Like many organisations, we are taking steps to ensure we comply with the General Data Protection Regulation. Emailing and the collection of data is critical to our organisation and communications. The Data Protection Act controls how your personal information is used by organisations, businesses or the government. Everyone responsible for using data has to follow strict rules called ‘data protection principles’. They must make sure the information is:
• used fairly and lawfully
• used for limited, specifically stated purposes
• used in a way that is adequate, relevant and not excessive
• kept for no longer than is absolutely necessary
• handled according to people’s data protection rights
• kept safe and secure
• not transferred outside the European Economic Area without adequate protection
There is stronger legal protection for more sensitive information, such as:
• ethnic background
• political opinions
• religious beliefs
• sexual health
• criminal records
Where do we store data?
We take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of our users throughout their visiting experience at the website. This website complies to all UK national laws and requirements for user privacy.
Emails and data management Software
Beyond the Classroom uses online data management software including Google G-suite and Dropbox to manage all our relationships and interactions with our supporters and young people. It brings together all customer information in a single, integrated platform. This gives us a more complete understanding of our stakeholders. It helps us to analyse our interactions and data with the goal of improving our service and relationships.
Our website and online platforms are integrated so that our mail activities and the website may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include: the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no means a comprehensive list]. This information is used to refine future email campaigns and supply more relevant content based around activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003, subscribers are given the opportunity to unsubscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable, clear instructions on how to unsubscribe will be detailed instead.
Some of the information we collect is done on paper, this includes but is not exclusive to contracts, signed policies and some identification documents. We ensure that all sensitive data is stores securely in our locked filing systems, within our locked office preemies.
We send out periodic emails to keep you informed about our activities and invite you to attend events and signpost young people to exciting opportunities. Examples of information shared are our Impact Report, videos about student performance and successes, end of Year Video Highlights and New Year messages. We also may send out emails making requests for internships or networking opportunities for our students. Details are not passed on to any third parties, without gaining approval from the individual.
How do we collect information from you?
Website Users –
We acquire information about you when you use our website, for example, when you contact us about booking workshops and one-to-one’s, attending events, entering competitions, to make a donation, or if you register to receive our newsletters.
Young people’s data –
When young people apply to access our services, or when referred by a parent, carer, teacher or youth professional there are personal details we need to collect in order to provide support services to our young people.
Supporters data –
We collect your contact details only where you are put down as parent/carer, guardian/teacher, as their emergency contact or where your information is given to us in order for you to serve as a referee. We also collect data directly from volunteers, professional mentors and others adult supporters of our work with young people.
Sensitive Data -
Ethnicity is deemed to be sensitive data teachers and or parents of our young people (the data subject) give their explicit consent to collect this information as part of the recruitment process. We use the information to ensure diversity in our recruitment and mentor placement. For monitoring equal opportunities and in the processing of national accreditations where this data is required to deliver qualifications to young people.
What type of information is collected from you?
If you make a donation online or book a workshop, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.
Data collection and use of data
Information we may gather
• Name and company/school/university name
• Date of birth
• Contact information including address/ email address/ phone number
•Demographic information, such as postcode, qualifications, and interests
• Website usage data
• Other information relevant to applications to become a Beyond the Classroom student or supporter
• Other information pertaining to individual performance
• Credit/debit card information
• Ethnic background
• Photographs and filmed content
Why we use this information
• For our own internal records
• To improve the services we provide
• To contact you in response to a specific enquiry
• To customise the website
• To send emails about events, offers and other things relevant to you
• To connect Beyond the Classroom participants for networking, information sharing and support
• Google Analytics
• For the provision of services such as confidential counselling or advice.
Supporters Data – In order to provide the best possible opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you.
Who do we share your personal data with?
Young people’s data –
We only share your data for the purposes of furthering your personal and professional development. Primarily we will share your information with mentors, some committee members, prospective employers to increase your chances of securing the job you want. We will share some data on you with exam boards to secure your accreditations, with parents, teachers and our supporters more generally with regards to opportunities for you. Unless you specify otherwise, we may also share your information with any of our partner organisations and sponsors and associated third parties such as our service providers where we feel this will help you to achieve your ambition. We may share elements of your data anad anonymised case studies with grant funders as part of our monitoring and evaluation exercises, or to support the evidence presented in our bids for funds and contracts.
Supporters data –
We will only share your data in respect of your engagement with our work and services. We will never sell your data on to third parties for commercial purposes. We may share your data with our sponsors or partners, for example in order to invite you to an event being help in collaboration with a corporate sponsor.
How is your information used?
We may use your information for:
· processing a donation that you have made
· promoting the services we offer
· case studies or statistical purposes
· informing our supporters and young people of the support we provide
· internal monitoring and evaluation to help improve and ensure the quality of our services
· provision of data to funders for monitoring and evaluation and to assist trustees in carrying out their statutory duties
· processing a grant or job application.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf and whom we work in association with:
We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Beyond the Classroom Network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Third Party Product Providers we work in association with:
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information. We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: email@example.com.
How you can access and update your information
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org.
You have the right to ask for a copy of the information Beyond the Classroom hold about you (we may charge up to £50 for information requests) to cover our costs in providing you with details of the information we hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively.
Online use of your data
Use of ‘cookies’ and Website recording
When you visit the Beyond the Classroom website, we and our third-party service providers receive and record information on our server logs, including your IP address, and from cookies and similar technology. Cookies are small text files placed in visitors’ computer to store their preferences. You can use your browser to block and delete cookies from your browser. However, if you do that, the Bubble Service may not work properly. We do not pass on any of your personal details, or sell mailing list data, to third parties.
Google Analytics cookies:
These cookies are used to collect information about how visitors use our site. We use the information to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
Google Adwords cookies:
External links to other websites
Social media platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. Neither this website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened links in social media
Our website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy urls. Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published, many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.If you would like to know more about your rights in respect of the personal data we hold email us on email@example.com.
16 or under
We are concerned about protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy. If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this policy under regular review. This Policy was last updated May 2018
Contact and Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time when it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but we advise users using such form to email processes that they do so at their own risk.
This website uses any information submitted to provide you with further information about the products / services we offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Your details are not passed on to any third parties.