My Digital Reading Diary customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
07587171457
support@mydigitalreadingdiary.com
We collect or use the following information:
· Names of children
· Names and contact details for carers
· Gender
· Date of birth
· Whether children are on a Special Educational Needs and Disabilities (SEND), English as an Additional Language (EAL) or Pupil Premium (PP) register.
· Which school house they are in
· Account access information
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· 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. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for collecting or using personal information for student educational purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o To provide schools with up to date reading data regarding the frequency and quantity to which children are reading. To allow easy monitoring of pupil’s reading progress across multiple books. For schools to gain insights into pupil’s reading habits and preferences. Enable pupils to monitor and record their own reading.
· Schools
DATA RETENTION POLICY WITH SCHEDULE
for
My Digital Reading Diary
Version 1.1
Introduction
As part of the day-to-day running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats including, emails, legal documents, operations records and statements. The personal data is stored both in electronic form.
Aims of the policy
Our business will ensure that the personal data that we hold is kept secure and that it is held for no longer than is necessary for the purposes for which it is being processed. In addition, we will retain the minimum amount of information to fulfil our statutory obligations and the provision of services – as required by data protection legislation, including the General Data Protection Regulation (GDPR).
Retention
This retention policy (along with its schedule), is a tool used to assist us in making decisions on whether a particular document or data should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.
Decisions around retention and disposal are to be taken in accordance with this policy.
As and when the retention period for a specific document or data has expired, a review is always carried out prior to the disposal of the document or data. If a decision is reached to dispose of a document or data, careful consideration is to be given to the method of disposal.
Responsibility
Andrew McCall is responsible for keeping this retention schedule up to date in order to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.
Andrew McCall is responsible for determining (in accordance with this Policy) whether to retain or dispose of specific documents or data.
Andrew McCall will be informed if there is any doubt about the minimum retention periods or if the retention of a document or data is necessary for a potential claim.
Disposal
Our business must ensure that personal data is securely disposed of when it is no longer needed. This will reduce the risk that it will become inaccurate, out of date or irrelevant.
The methods of disposal are to be appropriate to the nature and sensitivity of the documents or data concerned and include:
· Non-Confidential records: place in wastepaper bin for disposal
· Confidential records: shred documents
· Computer Records: permanently deleted
· Cloud storage: permanently deleted
The table below contains the retention period that we have assigned to each type of record. This will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.
Exceptional circumstances should be reported to Andrew McCall without delay.
Date created: 15.11.24
Date of review: 15.11.25
Appendix 1: Document retention schedule
Company records
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Pay & tax: pay deductions, tax forms, payroll, loans | 6 years after last action | Digitally on cloud and computer Hard copies at business address | Audit | Delete permanentlyShred |
Commercial contracts:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Purchase orders and invoices | 7 years after last action | Digitally on cloud and computer | Running of business | Delete permanently |
Marketing records:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| School details | 1 year after last action | Digitally on cloud and computer | Running of business | Delete permanently |
Tax and Accounting Records:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Tax returns | 10 years from end of fiscal year | Digitally on cloud and computer Hard copies at business address | Audit | Delete permanentlyShred |
| Accounting & financial management information | 6 years from end of fiscal year | Digitally on cloud and computer Hard copies at business address | Audit | Delete permanentlyShred
|
Operational records:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Policies/Procedures | 7 years | Digitally on cloud and computer Hard copies at business address | Running of business | Delete permanentlyShred
|
| Complaints | 6 years from end of fiscal year | Digitally on cloud and computer Hard copies at business address | Conflict resolution | Delete permanentlyShred |
| Website FAQs | 6 months from last action | Digitally on cloud and computer | Issue is generally resolved upon response also with common FAQs on website | Delete permanently |
| Insurance schedules | 10 years after last action | Digitally on cloud and computer Hard copies at business address |
| Delete permanentlyShred |
| Memorandum of association | Life of company | Digitally on cloud and computer |
| Delete permanently |
| Register of directors and secretaries | Life of company | Digitally on cloud and computer |
| Delete permanently |
Intellectual property records:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Copyright material | 50 years from expiry | Digitally on cloud and computer | Branding | Delete permanently |
Email records:
| Type of record | Retention period | Where is it stored? | Reason | Method of deletion |
| Email correspondence | Archive emails after 6 months | Digitally on cloud and computer | Running of business | Archive (office 365) |
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
15 November 2024