St Edmund's School Venue Hire Privacy
Policy
Your
privacy is important to us, and this policy is intended to help you understand
how we collect, use, and store information about you.
To
facilitate the administration and marketing of our venue hire, St
Edmund's School use
BookingsPlus which is a product of Kajima Partnerships Limited.
BookingsPlus
is an online application that provides venues with: a website to help promote
their facilities; a booking system; online accounts for the venues clients; and
the ability for the venues clients to pay for bookings online. All data
collected is stored via BookingsPlus on servers hosted by Amazon Web Services
located in Ireland. We use carefully chosen suppliers.
Topics
· What personal information
do we collect?
· How we use your personal
information
· Marketing
· How we store and secure
information we collect
· How to access your personal
information
· Cookies
· Other websites
· Disclosures
· Changes to our privacy
policy
· How to contact us
What personal information do we collect?
We
collect your information as follows:
· If you just visit our
website but do not interact with us in any other way, our website terms of use
will apply – see https://www.kajima.co.uk/privacy. We also use cookies – for
more information see https://www.kajima.co.uk/privacy.
· When an
enquiry/registration is made through the venue marketing website, we collect
and store the contact details of the enquirer (name, phone, email), for our
use.
· When we add new clients
and/or issue them an online account, we store their contact details (name,
address, phone, email).
· When we add new users to a
client’s account (such as bill payers), we store their name and email.
· We collect documents that
have been uploaded by clients and our administrators. These are stored on
Amazon S3.
· When we add new bookings,
we store financial data related to bookings, prices, invoices/credit notes,
payments/refunds made and account balances.
· When a client makes a
payment via one of the payment provider options in BookingsPlus, we store the
payment reference, the name of the person paying, and the status of the
payment, which may include reasons as to why the payment failed.
How we use your personal information
Personal
information submitted to us via a ‘venue marketing website’, via email or via
BookingsPlus will be used solely for the purposes specified in this privacy
policy.
We
will use the contact details submitted via our venue marketing websites and
sent to our venue email addresses to:
· Contact you regarding the
enquiry the enquiry you made.
· Generate a client account
on BookingsPlus should the booking go ahead.
· Obtain statistical
information about our users, to help us manage our business but this
information will be anonymised and not be used to identify any individual user.
We
will use the contact details and documentation (training certificates, DBS
forms, public liability insurance) on your BookingsPlus client account to:
· Provide you with access to
BookingsPlus.
· Administer your account,
send you invoices and collect payment from you.
· Pass your contact details
to GoCardless (or any online payment provider within BookingsPlus) for the
purposes of payment processing only. In all cases, you will have had
to review the data on the online form, and submit it. You will be
subject to the payment provider’s terms and privacy policy. BookingsPlus
does not store or process any credit/debit card or bank account details.
· To ensure we have valid
documentation in order for your booking/s to take place.
· Provide customer service to
you, and to deal with any enquiries/complaints made by you with regards to your
booking/our service.
· Provide a customer account
management service to you and keep your details up-to-date.
· Send to you email
notifications solely related to your bookings.
· Occasionally email you a
link to a feedback survey, for the purposes of improving the BookingsGuru
service, but this is entirely optional as to whether you complete it.
·
Send to you marketing communications, where you have opted
in. Your preferences can be amended at any time, by logging into
your online account or emailing your venue administrator.
·
Obtain statistical information about our users, to help us manage our
business, but this information will be anonymised and not be used to identify
any individual user.
When
you book a venue, as part of the booking process, you may consent to your name,
business and contact details being entered on the booking timetable so that you
can promote the business or activity you are using the venue for. If you don’t
consent to this, all that will show up on the timetable is the type of activity
taking place within that time slot and without any personal information added.
Marketing
We
would like to send you information about our services and other venues which
may be of interest to you. If you have consented to receive marketing in your
client account, you may opt out a later date.
You
have a right to (at any time) stop us from contacting you for marketing
purposes.
If you
no longer wish to be contacted for marketing purposes please login to your
client account at https://my.schoolbookings.co.uk/users/sign_in or email your venue
administrator.
How we store and secure information that
we collect
Personal
information is securely stored on BookingsPlus which is only accessible to a
limited number of Kajima Partnerships Limited employees who can only access the
information via their unique username and password.
How to access your personal information
Personal
information that is collected via our venue marketing websites or via email
during
the enquiry process, which is not converted to a booking, is permanently
deleted following a period of 6 months of inactivity.
If you
are an existing client you can view and amend the personal contact details we
hold for you, in your online account at https://my.schoolbookings.co.uk/users/sign_in.
Cookies
Cookies
are text files placed on your computer to collect standard internet log
information and visitor behaviour information. This information is used to
track visitor use of our websites and to compile statistical reports on website
activity.
For further
information visit http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.
You
can set your browser not to accept cookies and the above websites tell you how
to remove cookies from your browser. However in a few cases some of our website
features may not function as a result.
Other websites
Our
website contains links to other websites. This privacy policy only applies to
our venue marketing websites and BookingsPlus. When you link to other websites
(including the websites of venues) you should read their own privacy policies.
Disclosures
Your
information will be stored on servers located in the United Kingdom and AWS
servers located in Ireland. We may disclose information about you to
any of our employees, officers, agents, suppliers or subcontractors insofar as
is reasonably necessary for the purposes as set out in this privacy policy. All
such parties are obliged to treat your information in accordance with the scope
of your consent and the law in their contracts with us.
In
addition we may disclose your personal information:
1. to
the extent that we are required to do so by law;
2. in connection with any legal proceedings or prospective legal proceedings;
and
3. in order to establish, exercise or defend our legal rights (including
providing information to others for the purposes of fraud prevention
and reducing credit risk).
In the
event of any of the above occurring we shall inform you of any such disclosure
if lawfully permitted to do so.
Except
as provided in this privacy policy we will not provide your information to
third parties.
Changes to our privacy policy
We
keep our privacy policy under regular review. This privacy policy was last
updated on 24th May 2018.
How to contact us
Please contact us if
you have any questions regarding our privacy policy or information we hold
about you:
If
you would like to update any information we hold on you please contact us venuehire@stedmunds.org.uk
If you would like to complain about how we are using or disclosing your data please contact venuehire@stedmunds.org.uk
If you wish to receive information on what personal data of yours we hold please contact venuehire@stedmunds.org.uk
If
you would like to vary how we use your information or contact you please
contact us at
If
you would like us to delete your information from our records please contact us
at
Telephone:
01227
475632
Write
to us:
Venue Hire
St Edmund's School
St Thomas' Hill
Canterbury
Kent
CT2 8HU