QEGSA Privacy Policy

 

 

We’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using the websites we operate or completing the forms or questionnaires that we create, you are agreeing to be bound by this Policy.

 

Any questions regarding this Policy and our privacy practices should be sent by email to contact@qegsa.org.uk or by writing to QEGSA, c/o The Queen Elizabeth’s Girls’ School, High Street, Barnet, Hertfordshire, EN5 5RR. Alternatively, you can telephone 0203 778 04 03.

 

Who we are
The Queen Elizabeth’s Girls’ School Association (QEGSA) is the parent teacher association that supports the Queen Elizabeth’s Girls’ School.  Throughout its 30 year history, QEGSA has been fostering stronger links between the staff, parents and the community through fundraising and community events.  QEGSA organises a number of events throughout the year including fairs, quiz nights, raffles, new parent welcoming events and others. QEGSA is a registered charity (no. 277055). The registered address is QEGSA, c/o The Queen Elizabeth’s Girls’ School, High Street, Barnet, Hertfordshire, EN5 5RR.  

 

How we collect information from you
We obtain information about you through various means, for example, when you register with us as a member or Trustee, or Trustee Candidate (through electronic or paper based means); contact us about products and services we offer; make a donation; or register to participate an event that QEGSA sponsors.

 

The types of information we collect from you
The personal information we collect might include your name, address, email address, telephone number, IP address, and information regarding what pages are accessed on our website and when they are accessed.

 

QEGSA Trustees and Trustee candidates – We may also collect information required by Her Majesty’s Revenue and Customs (HMRC) and the Charity Commission such as date of birth and National Insurance Numbers. 

 

Parents of pupils of the Queen Elizabeth’s Girls’ School - We may also collect the name and form of your daughter(s). 
If you make a donation online or purchase a product or service from us on online, 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, as explained below in the section entitled Who has access to your information?.

 

How your information is used
We process your information to pursue the legitimate interests of QEGSA which include some or all of the following:
•    Processing a donation that you have made;
•    Seeking your views or comments on the services we provide;
•    Notifying you of changes to our services;
•    Sending you communications which you have requested or that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services;
•    Claiming Gift Aid, where you have submitted a valid Gift Aid declaration with us
•    Informing you about activities concerning the governance of QEGSA including meetings, elections and other votes

•    Carrying out our obligations arising from any contracts entered into by you and us, including processing orders and dealing with entries into competitions and raffles.

•    Verifying your identity and contact information

 

We review our retention periods for personal information on a regular basis. We will generally hold your information until we verify that you no longer have an affiliation with QEGSA or the School and we are no longer legally required to hold your information to fulfil our statutory obligations (for example the collection of Gift Aid).

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Who has access to your information?
We will not sell or rent your information to third parties nor will we share your information with third parties for their marketing purposes.

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Third Party Service Providers working on our behalf - 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.  These third parties may include:

•    Cloud storage providers to store to store your information 
•    Payment providers and to process payments for donations and orders; 
•    Online order management services, such as online ticket services, to help facilitate orders you place with us 
•    Specialist social media companies, as well as Bulk email and SMS providers to facilitate communications among parents; the QEGSA Trustees and QEGSA members; facilitating voting; or informing you of meetings and events). 
•    Other parties as required by law

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When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and, prior to passing your data to these providers,  determine whether these providers are either based in the EU or specifically have been approved by the EU as providing service that is compliant with EU laws. 

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Third Party Product Providers we work in association with - We may work with various third party product providers to bring you a range of products and services.  When you inquire about or purchase one or more of these products, the relevant third party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy.  These third party product providers may share your information with us which we will use in accordance with this Privacy Policy.

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When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

 

We may transfer your personal information to a third party if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

 

On occasion, we may pass your information to The Queen Elizabeth’s Girls’ School, particularly in instances where the school is in search of persons that match a certain profile.

 

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 the servers used by the various third party services that QEGSA uses are from time to time located in a country outside of the EU. If we transfer your data to third parties based in non-EU countries, we will ensure that they either meet EU adequacy standards for the protection of your data; or the transfer is necessary for the performance of a contract between you and QEGSA. 

 

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.

Appropriate parties as required by law - We will release your information to the appropriate parties if required to do so by law.  For example, this may include releasing your information to Her Majesty’s Revenue and Customs to process Gift Aid claims, to comply with a court order or for the purposes of prevention of fraud or other crime.

 

Your choices
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 about the events and meetings we organise, the work we do for The Queen Elizabeth’s Girls’ School and the community, opportunities to support us or other communications; then you can change your marketing preferences at any time by contacting us by email at contact@qegsa.org.uk;  by telephone on 0203 778 04 03 or by writing us at QEGSA, c/o The Queen Elizabeth’s Girls’ School, High Street, Barnet, Hertfordshire, EN5 5RR.

 

You also have the right to ask us to have access to the information that we keep about you in a portable, structured and commonly used electronic format and request that your information be updated or erased from our databases. 

 

If you have a concern about our communications or the way we store or handle your data, we encourage you to contact us by email on contact@qegsa.org.uk;  by telephone on 0203 778 04 03 or by writing us at QEGSA, c/o The Queen Elizabeth’s Girls’ School, High Street, Barnet, Hertfordshire, EN5 5RR.  If you we do not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office of the United Kingdom.

 

How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us on contact@qegsa.org.uk, or write to us at: QEGSA, c/o The Queen Elizabeth’s Girls’ School, High Street, Barnet, Hertfordshire, EN5 5RR. Alternatively, you can telephone 0203 778 04 03.

 

You have the right to ask for a copy of the information QEGSA hold about you. We may charge a small fee 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. Where practicable, sensitive information (such as credit or debit card details) is encrypted and protected. 

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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.

 

Profiling
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. We may also use your personal information to detect and reduce fraud and credit risk.

 

Use of 'cookies'
Like many other websites, the QEGSA website and online forms we used may use cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use may cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

 

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.

 

Links to other websites
Our website may contain links or Uniform Resource Locators (URLs) to other websites run by other organisations. This privacy policy applies only to our website or other means that we use to communicate with you, including email, text, phone or paper based communications.  We, therefore, encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

 

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

 

16 or Under
We are concerned to protect 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.

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Review of this Policy
We keep this Policy under regular review. This Policy was last updated in February 2018.