Privacy Notice Updated: October 2022
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About Our Privacy Notice
On The Board ("we" or “us”) is committed to protecting and respecting the privacy, safety and security of our registered (and prospective) users.
This notice (together with our terms and conditions and any other documents referred to in it) explains in plain language who we are, how we collect, share and use personal information about you, and how you can exercise your privacy rights. Please read this notice carefully to understand how any personal information is used. If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Notice.
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About On The Board
On The Board is a UK based business which produces video resources for teachers to use to introduce celebrations and events to children.
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What Personal Information does On The Board collect?
In the case of school/educational institution subscriptions (“School Users”) we may collect:
• School’s name, address, telephone numbers, email addresses (for billing purposes and account name)
• Teachers’ names, email addresses (so we can provide you with an account and contact you)
We may also collect details of other interactions that you and/or your Users have with us, together with any other information that you and/or your Users choose to provide us with, for example, through correspondence and interactions with our support teams.
This information is required in order to fulfil our contractual obligations to you as it is necessary to correctly identify each registrant as a site User, manage their account and for other purposes identified below. It is impractical in most circumstances for Users to remain anonymous, as we may not be able to interact with you, provide access to the Site, or answer your enquiry if we are not able to identify Users or collect your personal information.
Please note that by registering with our Site and providing the requested personal information, whether on a trial, subscription or gifted basis, the School is deemed to have a lawful basis (pursuant to all applicable data protection laws) for supplying such data and information for and on behalf of all Users. It is the school's responsibility to ensure that they have a sufficient lawful basis for supplying all data to us.
How does On The Board collect Personal Information?
The personal information collected about Users broadly falls into the following categories:
Information that you provide voluntarily:
• We may obtain personal information directly from you (unless it is unreasonable or impracticable to do so) or from our School Users about you and/or other Users voluntarily by filling in forms on our Sites, or by corresponding with us via phone, email or otherwise. This includes information that you provide when you register an account with us, enter a competition or survey, subscribe to marketing communications from us, and/or to submit enquiries to us.
• The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to Users at the point we ask you to provide such personal information.
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Information that we collect automatically:
• When Users visit our Site, we may collect certain information automatically from their device.
• Specifically, the information we collect automatically may include information like a User’s IP address, device type, unique device identification numbers and login information, browser-type and version, time zone setting, operating system and platform, broad geographic location (e.g. country or city-level location) and other technical information. We may also collect information about how a User’s device has interacted with our Site, including the pages accessed and links clicked, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from any page.
• Collecting this information enables us to better understand the Users who come to our Site, where they come from, and what content on our Site is of particular interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our Site to our Users.
• Some of this information may be collected using cookies and similar tracking technology.
What does On The Board do with your Personal Information?
The personal information of Users, including any prospective Users, may be used for the following purposes:
• To carry out our obligations arising from any contracts entered into between you and us and to provide access to our products and services including the Site;
• To send a confirmation notice to the User of the registration;
• To administer and manage accounts, including username and password resetting, responding to enquiries raised by Users, to contact Users about any problems with their accounts, or the use of our products and services, or their conduct on the Site;
• To provide quotes or offers for, and updates about, our products and services;
• To provide you with tips on how to use parts of the product or service, information about new features on our Site;
• To notify you about changes, improvements, and upgrades to our products and services and the Site;
• To ensure that content from our Site is presented in the most effective manner for Users and for their computers or devices;
• To keep our Site safe and secure;
• To administer our Site and for internal operations, including troubleshooting, data analysis, testing, research, product development, quality control, statistical and survey purposes;
• To send out newsletters and emails about our products and services.
Legal basis for Processing Personal Information
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. Ordinarily, we collect personal information from Users either because it is needed to enable us to fulfil and perform our contractual obligations with you as regards the provision of our products and services, and/or where we have the consent of the Users to do so. We may also process personal data where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.
Who does On The Board share my personal information with?
We will keep personal information confidential and will not sell or knowingly divulge Users’ information to advertisers or any external third parties, however services such as payment processing may access, process or transfer your data.
We use a third party payment processor, Stripe, to process card payments made to us. Transactions are encrypted using SSL technology. We do not retain any credit card numbers ourselves. Stripe's use of your personal information is governed by their privacy policy.
You and members of your school staff are responsible for keeping your passwords confidential. We ask Users not to share their passwords with anyone.
Data Retention
We retain personal information we collect from Users where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).
When we have no ongoing legitimate business need to process User’s personal information, or where you ask us to delete Users’ information, we take reasonable steps to either delete or anonymise it. If this is not possible immediately (for example, because your personal information has been stored in backup archives), then we will securely store Users’ personal information and isolate it from any further processing until deletion is possible, but will endeavour to do so as soon as reasonably practicable. We may have to retain and use personal information as necessary to comply with our legal and regulatory obligations, to resolve disputes, and to enforce our terms and conditions.
Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws. Users will be deemed to have consented to any such changes by their continued use of the Site following any changes being made.
You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.
How to Contact Us
If you have any questions or concerns about our use of your personal information, please contact us using the following details: contact@ontheboard.org.uk.