The School of Civil Celebrancy - General Data protection

The School of Civil Celebrancy is fully committed to full compliance with the requirements of the General Data Protection Regulation. The School of Civil Celebrancy will, therefore, follow procedures which aim to ensure that all team members who have access to any personal data held by the School of Civil Celebrancy are fully aware of and abide by their duties under the General Data Protection Regulation. The School of Civil Celebrancy will not share any information with any third party.

Statement of policy

The School of Civil Celebrancy needs to collect and use information about people with whom it carries out business in order to operate and carry out its business. This personal information must be handled and dealt with properly however it is collected, recorded and used and whether it is on paper, in computer records or recorded by other means.

The School of Civil Celebrancy regards the lawful and appropriate treatment of personal information as very important to its successful operations and essential to maintaining confidence between the School of Civil Celebrancy and those with whom it carries out business. The School of Civil Celebrancy therefore fully endorses and adheres to the Principles of the General Data Protection Regulation.

Handling personal/special category data

The School of Civil Celebrancy will, through management and use of appropriate controls, monitor and review:

• Use personal data in the most efficient and effective way to deliver better services.
• Strive to collect and process only the data or information which is needed.
• Use personal data for such purposes as are described at the point of collection, or for purposes which are legally permitted.
• Strive to ensure information is accurate.
• Not keep information for longer than is necessary.
• Securely destroy data which is no longer needed.
• Take appropriate technical and organisational security measures to safeguard information (including unauthorised or unlawful processing and accidental loss or damage of data).
• Ensure that information is not transferred abroad without suitable safeguards.
• Ensure that there is general information made available to the public of their rights to access information.
• Ensure that the rights of people about whom information is held can be fully exercised under the General Data Protection Regulation.

These rights include:

• The right to be informed.
• The right of access to personal information.
• The right to request rectification.
• The right to request erasure.
• The right to restrict processing in certain circumstances.
• The right to data portability.
• The right to object to processing.

We will retain your information for the periods stated below unless or until you request us to do otherwise.

We collect and process your personal information for the following purposes:

• To process your order.
• To provide you with the best possible service.

We will hold your name, address, email address, phone number, date of birth and any other relevant details/information you provide to us. We use this information to maintain contact with you to provide your requested services, manage their delivery and bill you for them. We retain this information in our electronic database for five years after the most recent event we host for you, and for seven years in our financial records (due to statutory requirements). Where we have not hosted a course/event for you, we will retain the details relating to your initial enquiries of services for no more than two years.

While we retain your contact information, we will contact you about our services. You may unsubscribe from such communications at any time.

Please note that all telephone calls are recorded for training and quality purposes.

We do not share personal information with any third parties except if requested by law. If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below.

Programs used where your information is used/stored.

• Mailchimp – for occasional mailouts.
• WooCommerce – Website.
• Really Simple Systems – Database.
• Zoom – Conference calling / Assessment.
• GoToMeeting – Conference calling / Assessment.
• The School of Civil Celebrancy Learners Portal (Moodle) is hosted by Hunken Group.
• We use Apple equipment including iCloud, Apple Mail and iCal.
• Stackmail – Secure Email hosting, and web hosting.
• Gamma – for our phone system.
• 02 – for all mobile communication.
• Xero – for all accounts and invoices.
• Paypal – all online and card payments.
• CCTV and door entry system – is stored on an internal hard drive and is supplied by Hickvission.

Computer systems and Connections

All Computers used by The School of Civil Celebrancy are connected to a VPN.

Working Abroad

The School of Civil Celebrancy occasionally works in South Africa, using the same systems listed above. The School of Civil Celebrancy follows the same policies as if were working within the UK.

The right to access personal data:

General Data Protection Regulation 2018 gives individuals who are subject of personal data (known in the General Data Protection Regulation as ‘data subjects’) a general right of access to personal data that relates directly to you.

To request information, a written request and proof of identity must be received before any such information will be released by the School of Civil Celebrancy. We aim to supply all requests in a calendar month as prescribed in the General Data Protection Regulation this will be calculated from the day on which the School of Civil Celebrancy receives the written request.

All data subject access requests must be in writing (email not accepted).

All requests should be addressed to:

Mr J Matson-Higgins.
Director
The School of Civil Celebrancy Ltd
18 Margaret Street
Brighton,
BN2 1TS,
The United Kingdom.

This policy will be reviewed every 12 months by the School of Civil Celebrancy Team.