The Consortium Academy Trust

Privacy Policy

Lettings – Third Party Data Protection Statement

This Data Protection Statement (“this Statement”) explains what information we collect from and about all users of our premises for letting purposes, how the information will be used, how long we keep it and what their related rights are.

1. Who are we?

1.1            We are The Consortium Academy Trust (registered company number 07665828).  Our registered office and address for correspondence is at Cottingham High School, Harland Way, Cottingham, East Riding of Yorkshire, England, HU16 5PX.  

1.2            We are committed to ensuring that all personal information we hold is treated properly and in accordance with applicable data protection legislation.  We are registered as a data controller with the Information Commissioner’s Office (“ICO”) and our registration number is ZA359251.  In accordance with applicable data protection legislation, we are required to explain to you how we will treat any personal information which we collect about you.

1.3            This Statement applies to anybody who applies to us to request the hire of any of our Trust premises for sporting, special hire or educational purposes. 

1.4            You promise that any information you supply to us is accurate and up-to-date, that you will inform us if any such information requires updating and that where you submit any other person’s details to us you have that other person’s permission or are otherwise legally permitted to do so on their behalf.

1.5            You have the right to lodge a complaint with the ICO if you have any concerns with regard to the way in which we process your personal information.  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

2. What information do we collect and how do we use it?

2.1            Information that you provide to us via completion of the online or hard copy booking form for the purpose of hiring Trust facilities.

2.2            This information may include your name, title, postal address(es), telephone number(s), email address(es), next of kin and emergency contact information, DBS certificate details, bank account details and relevant qualifications (such as first aid, lifeguard).

2.3            Payment Terms

We collect, but do not store, payment card details that you/client users on your account register against your customer account to pay for your bookings. Payment card details are only stored by our payment service providers in their own secure systems.

When you make payments via the supported payment options in our system, we store the payment reference, the name of the person paying, and the status of the payment, which may include details as to why the payment failed.

As a data processor, we will also pass the payment method details to your chosen payment provider (Stripe), for the purposes of payment processing only. In all cases, the client will have had to review the data on the online form, submit it, and provide strong customer authentication details when requested by their card issuer or bank before the details are stored by the payment provider and can be used by us to process payments and refunds relating to your bookings.

2.5       Booking Form Terms

Booking Form responses:

The booking form responses that you submit are transmitted securely and stored securely by Jotform, in some cases using third party server providers like Amazon Web Services or Google Cloud in the EU region, on behalf of clients of BookingsPlus. BookingsPlus is responsible for managing this data. A form may ask you to provide personal information or data. If you have any questions about a form which a BookingsPlus Customer has sent to you or given you access to fill in, or about the data to be provided in the form, please contact BookingsPlus directly.

3. What are the Lawful Reasons for Processing Data?

(a)             Any information collected by us in connection with the application and lettings process will be used as necessary for our legitimate interests in processing the booking and fulfilling the contract.   

(b)             to comply with a legal obligation to which we are subject (for example, to comply with safeguarding laws or to comply with health and safety requirements)

(c)             where it is necessary for the purposes of our legitimate interests and your interests and fundamental rights do not override those interests (for example, for site security purposes and to prevent fraud). 

(d)             where it is necessary to protect the vital interests of you or another person where you are physically or legally incapable of giving us consent.

4. To whom will we disclose your personal information?

You will be asked before we disclose your personal information to third parties, unless:

4.1            they are only processing your information on our behalf for specified purposes in accordance with our instructions.

4.2            the disclosure is necessary for our legitimate interests in establishing, exercising or defending our legal rights (and permitted by law).

5. Your rights

5.1            You have a legal right to see a copy of the personal information that we keep about you and to require us to correct any inaccuracies, subject to certain exemptions.  In some circumstances you may also have the right to:

  • request that we erase any personal information held about you;
  • restrict our processing of your personal information (for example to ask to suspend the processing of personal information to establish its accuracy or the reasons for processing it);
  • data portability (i.e. to request the transfer of personal information to a third party);
  • object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) or the processing is carried out on the basis that it is necessary for the performance of a task in the public interest. 

5.2            Requests in respect of the above should be made in writing to the Data Protection Officer, The Consortium Academy Trust, c/o Cottingham High School, Harland Way, Cottingham, East Riding of Yorkshire, England, HU16 5PX or via email at [email protected].  Please contact the same address if you have any reason to believe that information we hold about you is inaccurate.  We will respond to your request as soon as possible and, in any event, within one month from the date of receiving the request.  Please note that we may, where legally permitted, reject any such request or limit the scope of our response (e.g. if, in the circumstances, the right does not apply to you). 

5.3            In accordance with applicable data protection legislation, we follow security procedures in the storage and disclosure of your information.  We may therefore request proof of your identity.

5.4            You will not generally have to pay a fee to exercise any of your rights described in section 5.1 above.  However, we may charge a reasonable fee if you make a request to see a copy of your personal information which is clearly unfounded or excessive.  Alternatively, we may refuse to comply with your request in such circumstances.

6. Security, retention, and destruction of your personal information

6.1            We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal information to those employees or third parties who have a business need to know that information.  

6.2            We have put in place procedures to deal with any suspected data security breach and will notify you and/or any applicable regulator of a suspected breach where we are legally required to do so.

6.3            Any personal information held by us in relation to any of the purposes described in this Statement will be retained by us for as long as we need it to fulfil the purpose(s) for which it was collected.

6.4            Whilst taking into consideration our legal obligations, we will on an ongoing basis:  review the length of time that we retain personal data; consider the purpose or purposes for which we hold the personal data in deciding whether (and for how long) to retain it; securely delete personal data that is no longer needed for such purpose or purposes; and update, archive or securely delete information if it goes out of date.

7.  How will you know if we make any changes to this Statement?          

7.1            This Statement does not form part of any contract to provide services.

7.2            We may amend this Statement at any time.  If we make any changes to the way in which we use your personal information, we will notify you in writing

8. Contact

If you have any questions about this Statement or our treatment of your personal information, please contact our Data Protection Officer by email at [email protected] or by writing to the Data Protection Officer, The Consortium Academy Trust, c/o Cottingham High School, Harland Way, Cottingham, East Riding of Yorkshire, HU16 5PX.