Privacy Policy
Privacy Notice for Lettings and Bookings.
How we use booking information
Frontier Learning Trust uses your personal information when you make, or may make, a booking through our system. The Trust is the data controller, and BookingsPlus is our booking system provider acting as our data processor. Stripe processes payments securely on our behalf. Jotform processes booking forms, where used.
This notice gives you more information about how the Trust collects, stores, processes and shares your data.
The categories of workforce information that we collect, process, hold and share include:
- Information about your computer and your visits to our website (including IP address, geographical location, browser type, referral source, length of visit and number of page views).
- Information relating to any transactions carried out between you and us on or in relation to this website.
- Information that you provide for the purpose of registering with us.
- Information that you provide when subscribing to services, email notifications and/or newsletters.
- Payment details: we collect, but do not store, payment card details you register against your account. Payment card details are only stored by our payment service provider (Stripe) in their own secure systems. We store the payment reference, the name of the person paying, and the payment status, which may include details of why the payment failed.
- Booking form responses: if enabled, booking form responses are transmitted securely and stored securely by Jotform, sometimes using third-party providers such as Amazon Web Services or Google Cloud in the EU.
Why we collect and use this information
We use booking data to:
- Administer the website and booking system.
- Process bookings, payments, refunds and invoices.
- Communicate with you about your booking.
- Send you statements and general (non-marketing) commercial communications if you have consented.
- Send you email notifications you have specifically requested.
- Provide third parties with statistical information about our users (but this will be anonymised and not used to identify you).
- Deal with enquiries and complaints.
- Improve our services using anonymised statistics.
- Where you submit information for publication, publish that information in accordance with the licence you grant us.
The lawful basis on which we process this information
We process this information under UK GDPR 2018, Article 6, for at least one of the following reasons:
a) Contract – to provide booking services to you.
b) Legal obligation – to comply with financial, safeguarding and other legal duties.
c) Consent – for marketing communications, booking form data where optional, and non-essential cookies.
d) Legitimate interests – to improve services, resolve disputes and prevent fraud.
Where special category data is collected (e.g. health or accessibility needs), this is processed only with your explicit consent or where necessary to protect vital interests.
Storing this information
We hold booking data securely on BookingsPlus and associated systems.
- Payment card details are not stored by us, only by Stripe.
- Booking form responses are securely stored by Jotform in the EU.
- Website analytics data is held in line with Google’s retention policies.
- We retain booking and payment data for 7 years in line with HMRC requirements.
Who we share this information with
We may share your information with:
- BookingsPlus - booking system provider.
- Stripe - payment service provider.
- Jotform - booking forms.
- Google Analytics - to analyse website use.
- Employees, officers, agents, suppliers or subcontractors where necessary to operate our services.
We may also disclose your information:
- Where required to do so by law.
- In connection with legal proceedings.
- To establish, exercise or defend legal rights (including fraud prevention and reducing credit risk).
In the event of any of the above, we will inform you of such disclosure if lawfully permitted to do so.
Why we share booking information
We do not share information with anyone else without consent unless the law allows us to. The main reasons we share data are:
- To process bookings and payments securely.
- To enable the booking system to function.
- To analyse website use and improve our services.
Cookies
A cookie is information sent by a web server to a browser and stored by the browser. We use:
- Session cookies - temporary cookies deleted when you close your browser.
- Persistent cookies - remain on your device to recognise you when you return.
We use Google Analytics cookies to generate statistical information about website use. Google stores this information.
Most browsers allow you to reject all cookies. For example, in Internet Explorer you can refuse all cookies by selecting “Block all cookies” in the privacy settings. Blocking all cookies may negatively affect usability of many websites.
Requesting access to your personal data
Under data protection legislation, you have the right to make a formal request to access information that we hold about you. To make an access request for your personal information, contact Beth Holmes, Data Protection Officer [email protected] .
You have the right to:
- Request access to the information we hold about you.
- Request correction of inaccurate data.
- Request erasure of data where it is no longer required.
- Restrict or object to certain kinds of processing.
- Request portability of your data.
- Withdraw consent at any time (for marketing and cookies).
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.
Contact
If you have any questions or would like to discuss anything in this privacy notice, please contact:
Beth Holmes
Data Protection Officer
Woodhouse College
Woodhouse Road
Finchley
London N12 9EY
020 8445 1210