ASCL Professional Development Privacy Notice

We appreciate the trust you place in us when sharing your personal data and the security of that data is very important to us. In this document we will explain how we collect, use and protect your personal data and what rights you have with regards to your personal data and how you can exercise those rights.

ASCL Professional Development Limited (ASCL PD) is the ‘Data Controller’ and ‘Data Processor’.  ASCL PD is a limited company wholly owned by the Association of School and College Leaders and our head office is located at 130 Regent Road, Leicester, LE1 7PG.  Our principle activity is to organise and deliver educational support services to our members and their organisations. 

Collection of personal data
 
This notice describes the personal data that ASCL PD collects from or about you, and how we use that information.
 
Data protection legislation requires us to comply with various principles, under which personal data must be:

  • fairly and lawfully processed
  • processed for specific and lawful purposes
  • adequate, relevant and not excessive
  • accurate and up to date
  • not kept for longer than is necessary
  • kept secure
Except as otherwise permitted or required by law we will retain your personal data to fulfil the purposes for which it was collected.

We collect your personal data to allow us to:-
  • Process your event booking
  • Process your request for CPD efficiently and fulfil a contract that we have agreed with you or your organisation
  • Assist us in complying with the DfE’s regulations in the delivery of the NPQEL and NPQSL qualifications
  • Despatch educational resources
  • Complete any financial transactions efficiently
  • Manage relevant communications relating to the CPD you have booked
  • Carry out follow-up exercises or surveys with your consent
  • Add you to our mailing list to receive updates on CPD with your consent
  • Share your information with ASCL (Trade Union) in order to receive relevant educational resources, newsletters, promotions with your consent
  • Electronic Registration Services
    Purpose Information Category Data collected Purpose Lawful basis for processing Shared with
    To process your event booking for events organised by us Fulfilment Name, address email (organisation or personal), job title, membership number, billing address, dietary or special needs Delivering training, attendance, certification, name badge, delegate list, rooming list, catering for special diet, access for mobility, hearing loop Contractual
    Statutory obligation
    Internal
    To process your request for CPD for events organised by you Fulfilment Name, address, email, job title, membership number, organisation and type, billing address Delivering CPD / external speakers or consultants at a venue arranged by you Contractual Internal
    NPQEL and NPQSL qualifications Fulfilment Name, address, email (organisation or personal) job title, membership number, organisation and type, URN, TRN, Date of birth, ethnicity and diversity, billing address, dietary or special needs Provide access to e-learning, attendance at national and regional events, certification, coaching and mentoring and support with assessment.  Data and reporting to the DfE Contractual Internal

    Shared with DfE

    Shared with coaches, mentors and assessors
    Despatch educational resources Fulfilment Name, address, email Supply hard or digital resources Contractual Internal
    Financial transactions Payment data Name, address and email (organisation or personal), bank account number, sort code Invoicing Contractual Internal
    Relevant and specific communications Contact information Name, email (organisation or personal) Joining instructions, event information, cancellation or postponement notice Legitimate interest
    Contractual
    Internal
    Follow up or surveys Contact information Name, email (organisation or personal) Follow up support Legitimate interest Internal
    Mailings or subscription Contact information Name, email (organisation or personal), job title CPD newsletter, relevant CPD Consent Internal
    ASCL as a Trade Union and informational mailings Contact information Name, email (organisation or personal), job title To update your membership record.  Provide specific content relevant to you Consent
    Legitimate interest
    ASCL & ASCL PD data sharing agreement
    Internal
    Electronic registration services Contact information Name, email (organisation or personal), job title Electronic barcode badge scanning Contractual to deliver service Internal and external
We have processes in place to make sure that only those people in our organisation who need access to your data can do so.

We never share your data with any third parties unless we have your written consent to do so other than with our registration partner who supplies electronic registration services at our events and accommodation providers if accommodation is included in your booking. In these cases we have to share your data in order to deliver the service that you are booking. We share limited information (name, organisation, job title and email address (used to uniquely identify you)) with these organisations and obligate them to only use your data for the purpose or registering you at the event or providing accomodation. We also require them to confirm that your data has been destroyed after the event. In both cases, we only work with partners who have submitted their compliant Privacy and GDPR policies to us.  

Accommodation lists and personal data is sent password protected with clear guidelines on how this data should be stored and subsequently destroyed.

Delegate lists are used for registration and fire, health and safety purposes during the event.  We do not share this information with anyone other than our registration partner and the venue.  

Members and delegates can book events through our website by completing an online application form or occasionally an  manual booking form.  By completing these form, you agree to our terms and conditions and allow us to handle your data as described.  Our terms and conditions can be found here.

You can check which emails you have opted to receive from ASCL PD by accessing your record on our website. You can also give permission for your details to be shared between ASCL and ASCL PD and vice versa. You can change your preferences at any time. You can unsubscribe from communications at any time. You can also update your preferences by emailing info@ascl.org.uk.

With your consent, we will share your data with ASCL the Trade Union, in order to update your membership records.

We may also need to pass your details to one of our consultants in the case of bookings or enquiries for bespoke services. We will ask for your permission to do this.

We take photographs and video footage at our events. If you do not wish your image to be used in footage which may be featured in our publications (digital and off-line) or other third-party channels which may recreate our footage, please advise the registration staff when you arrive at the event. Reasonable measures are taken to avoid photographing individuals who have requested not to be filmed/photographed, however where this is not possible, you can request to have any images deleted by contacting the Director of Finance and Operations. Please note that we cannot accept responsibility for footage or images captured at our events by third parties eg other delegates, exhibitors and the media.

We do not share data with third parties such as marketing companies, exhibitors or speakers. In the case of an exhibition, we do encourage exhibitors to gain specific consent directly from you before contacting you, we do not provide them with your contact information.

Security measures
Data is stored on equipment issued by ASCL / ASCL PD and is encrypted and password protected.  Any paper records such as evaluation sheets, manual booking forms, membership applications are transported and stored securely.

Your rights as a data subject
 
You have the following rights in relation to the way in which ASCL PD deals with your personal data:
  • the right to be informed
  • right of access
  • right to rectification
  • right to restrict processing
  • right to data portability
  • right to object
  • rights related to automated decision-making, including profiling
  • right to erasure
Where you exercise your right to object or withdraw your consent need to notify the ASCL Data Protection Officer (DPO). We may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so or where we have a legitimate purpose for doing so. In such a case, we will not process more personal data than is required under the circumstances.
 
We will not send you ASCL PD marketing emails unless you have consented to receiving them. Please contact us on 0116 299 1122 or email us at info@ascl.org.uk if you wish to change your preferences.
 
Under data protection legislation, you have the right to access data we hold about you. If you wish to exercise this right, please see our Information Notice on Data Subject Access Request and contact us on 0116 299 1122 or email us at info@ascl.org.uk.
 
When you visit our website, we may make use of cookies. Cookies allow a website to remember things like your preferences in order to improve your user experience. If a website does not use cookies, it will think you are a new visitor every time you move to a new web page. It is possible for you to block some or all cookies, or even to delete cookies. Further details can be found on our website which has a link to our information notice on cookies.
 
This privacy notice may be updated from time to time. Please check back frequently to see any updates or changes.
 
If you are not satisfied by our actions, you can seek recourse through our internal complaints’ procedure. If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner or seek recourse through the courts.
 
The Information Commissioner can be contacted at:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
 
The Association has appointed an external Data Protection Officer. If you would like to know more or have any concerns about how your personal data is being processed, please contact:
 
ASCL Data Protection Officer
C/o GRCI Law
Unit 3 Clive Court, Bartholomews Walk
Cambridgeshire Business Park
Ely,
Cambridgeshire CB7 4EA
 
or
 
Director of Finance and Operations
Association of School and College Leaders
130 Regent Road
Leicester LE1 7PG
 
Tel: 0116 299 1122
Email: info@ascl.org.uk