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Privacy Policy

PRIVACY POLICY

PLEASE READ THIS POLICY CAREFULLY BEFORE USING THIS WEBSITE

West Yorkshire Police, as the legal entity for Pol-Ed, respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website and tell you about your privacy rights and how the law protects you.

This privacy policy aims to give you information on how we collect and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to register your interest or access our resources.

 

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

Our contact details

If you have any questions about this privacy policy or our privacy practices, please contact us:

Name: Head of Pol-Ed

Address: West Yorkshire Police, Admin 4, Laburnum Road, Wakefield

E-mail: Pol.Ed@westyorkshire.police.uk

The type of personal information we collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier.
  • Contact Data includes business postal address, email address and telephone numbers.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How we get the personal information and why we have it

We use different methods to collect data from and about you including through:

  • Direct interactions: You may give us your Identity, Contact and Profile Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • create a Pol-Ed account on our website;
    • subscribe to our service or publications;
    • request marketing or other information to be sent to you;
    • enter a competition, promotion or survey; or
    • give us feedback or contact us.

Automated technologies or interactions: As you interact with our website, we will automatically collect Usage Data and Technical Data.

  • Third parties or publicly available sources: We will receive personal data about you from various third parties, such as:
    • Your organisation may appoint an administrator, who may provide your personal data to us;
    • Referrals may be made to Pol-Ed by local authorities, who may provide your personal data to us;
    • Referrals may be made to Pol-Ed by schools in England and Wales, who may provide your personal data to us;
    • Referrals may be made to Pol-Ed by other users of the website, who may provide your personal data to us; and
    • Referrals may be made to Pol-Ed by police forces in England and Wales, who may provide your personal data to us.

How we use your personal data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

GDPR, Article 6(1)(e) gives us the lawful basis for processing your data as it is for Public Task. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

The aim of the processing is to protect the public by the prevention of unlawful acts.

We use the information that you have given us in order to:

  • Process requests for access to our website and/or register you as a user of the website;
  • Manage our relationship with you, which will include:
    • notifying you about changes to our Terms and Conditions or our Privacy Policy;
    • asking you to leave a review or feedback;
    • discussing any reviews or feedback with you in order to implement appropriate suggestions, such as lesson topics; and
    • answering any questions you may have about Pol-Ed, our website, the contents and materials on our website and/or our policy
    • updating you of new resources and materials on the Pol-Ed website which you have access to;
    • advising you of resources which you may want to use in relation to topics which are current in your local area, in the national and international arenas which may help inform your children on how to stay safe;
  • Understand your geographical location in order to:
    • establish whether you are based in an area where Pol-Ed is active; and
    • establish patterns and trends alongside crime pattern data held by your local Police Force which has purchased Pol-Ed so we / they can offer lesson suggestions which are targeted to help keep adults and children in your area safe; 
  • Evaluate the impact of Pol-Ed, such as the level of usage of the lessons and materials supplied;
  • Administer and protect the Pol-Ed service and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data); and
  • Use data analytics to improve our website, service, user relationships and experiences. By registering with Pol-Ed you are agreeing that we may share your information (registration, users and usage data) with the partners detailed below and you are consenting to being contacted by the below mentioned partners if required;

By registering with Pol-Ed you are agreeing that we may share your information (registration, users and usage data) with the partners detailed below and you are consenting to being contacted by the below mentioned partners if required:

  • Our independent learning evaluation partner, The University of Huddersfield; via the registration data to request if you would be willing to participate in research studies around the usage and quality of the Pol-Ed programme. may contact schools directly
  • Other departments within West Yorkshire Police for the purposes of data analysis to compare lesson usage to crime trends within geographical areas to enable the Pol-Ed team to keep the programme relevant and up to date;
  • The relevant police force for your geographical area if you are located outside of West Yorkshire; your data will be provided for the purposes of data analysis to compare lesson usage to crime trends within your geographical area. Your Police force, as the purchasing body, may contact schools directly advising you of resources which you may want to use in relation to topics which are current in your local area, in the national and international arenas which may help inform your children on how to stay safe.
  • The local authority for your geographical area if you are located outside of West Yorkshire
  • Our subject matter experts who create our content in order for them to respond to lesson topic suggestions or create requested content.

 How we store your personal information

 Your information is securely stored.

West Yorkshire Police takes the security of all personal information under our control very seriously. We will comply with the relevant parts of the legislation relating to security, and seek to comply with the College of Policing Information Assurance authorised practice, and relevant parts of the ISO27001 Information Security Standard.

We will ensure that appropriate policy, training, technical and procedural measures are in place. These will include, but are not limited to, ensuring our buildings are secure and protected by adequate physical means.  The areas restricted to our staff, are only accessible by those holding the appropriate identification, and have legitimate reasons for entry. We carry out audits of our buildings security to ensure they are secure. Our systems meet appropriate industry and government security standards.

We carry out regular audits and inspections, to protect our manual and electronic information systems from data loss and misuse, and only permit access to them when there is a legitimate reason to do so.  Our standard operating procedures and policies contain strict guidelines as to what use may be made of any personal information contained within them. These procedures are reviewed regularly to ensure our security of information is kept up-to-date.

Some of the bodies or individuals to which we may disclose personal information are situated outside of the UK or European Union - some of which do not have laws that protect data protection rights as extensively as in the United Kingdom. If we do transfer personal data to such territories, we undertake to ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by the legislation.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

We will retain all of your information until you delete your Pol-Ed account, or until you ask us to erase your data.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your data protection rights

Under data protection law, you have rights including:

 

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at:

Name: Head of Pol-Ed

Address: West Yorkshire Police, Admin 4, Laburnum Road, Wakefield

E-mail: Pol.Ed@westyorkshire.police.uk

if you wish to make a request.

How to complain

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

If you have any concerns about our use of your personal information, you can make a complaint to us:

Name: Head of Pol-Ed

Address: West Yorkshire Police, Admin 4, Laburnum Road, Wakefield

E-mail: Pol.Ed@westyorkshire.police.uk

You can complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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