Ivy Learning Trust Lettings

Privacy Policy

Your privacy is important to us, and this policy is intended to help you understand how we collect, use, and store information about you.

 

To facilitate the administration and marketing, Ivy Learning Trust use BookingsPlus which is a product of Kajima Partnerships Limited.

 

BookingsPlus is an online application that provides venues with: a website to help promote their facilities; a booking system; online accounts for the venues clients; and the ability for the venues clients to pay for bookings online. All data collected is stored via BookingsPlus on servers hosted by Amazon Web Services located in Ireland. We use carefully chosen suppliers.

 

Topics

  • What personal information do we collect?
  • How we use your personal information
  • Marketing
  • How we store and secure information we collect
  • How to access your personal information
  • Cookies
  • Other websites
  • Disclosures
  • Changes to our privacy policy
  • How to contact us

 

What personal information do we collect?

We collect your information as follows:

  • When an enquiry/registration is made through the venue marketing website, we collect and store the contact details of the enquirer (name, phone, email), for our use.
  • When we add new clients and/or issue them an online account, we store their contact details (name, address, phone, email).
  • When we add new users to a client’s account (such as bill payers), we store their name and email.
  • We collect documents that have been uploaded by clients and our administrators. These are stored on Amazon S3.
  • When we add new bookings, we store financial data related to bookings, prices, invoices/credit notes, payments/refunds made and account balances.
  • When a client makes a payment via one of the payment provider options in BookingsPlus, we store the payment reference, the name of the person paying, and the status of the payment, which may include reasons as to why the payment failed.

 

How we use your personal information

Personal information submitted to us via email or via BookingsPlus will be used solely for the purposes specified in this privacy policy.

We will use the contact details submitted via our venue marketing websites and sent to our venue email addresses to:

  • Contact you regarding the enquiry the enquiry you made.
  • Generate a client account on BookingsPlus should the booking go ahead.
  • Obtain statistical information about our users, to help us manage our business but this information will be anonymised and not be used to identify any individual user.

We will use the contact details and documentation (training certificates, DBS forms, public liability insurance) on your BookingsPlus client account to:

  • Provide you with access to BookingsPlus.
  • Administer your account, send you invoices and collect payment from you.
  • To ensure we have valid documentation in order for your booking/s to take place.
  • Provide customer service to you, and to deal with any enquiries/complaints made by you with regards to your booking/our service.
  • Provide a customer account management service to you and keep your details up-to-date.
  • Send to you email notifications solely related to your bookings.
  • Occasionally email you a link to a feedback survey, for the purposes of improving the Kajima Community service, but this is entirely optional as to whether you complete it.
  • Send to you marketing communications, where you have opted in. Your preferences can be amended at any time, by emailing [email protected] or [email protected]
  • Obtain statistical information about our users, to help us manage our business, but this information will be anonymised and not be used to identify any individual user.

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 our chosen payment provider (Stripe), for the purposes of payment processing only. In all cases, clients 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. 

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 Worcestershire County Council has sent to you or given you access to fill in, or about the data to be provided in the form, please contact Worcestershire County Council directly.  

How we store and secure information that we collect

Your information will be stored on servers located in the United Kingdom and AWS servers located in Ireland. 

Personal information is securely stored on BookingsPlus which is only accessible to a limited number of Ivy Learning Trust employees who can only access the information via their unique username and password.

 

How to access your personal information

Personal information that is collected via our venue marketing websites or via email during the enquiry process, which is not converted to a booking, is permanently deleted following a period of 6 months of inactivity.

Personal information that is collected during the enquiry process, which is converted to a successful booking, will be retained for a period of 6 years.

If you are an existing client you can view and amend the personal contact details we hold for you, in your online account at https://lettings.ivylearningtrust.org/

Should you wish to request a copy of your stored data or discuss anything related to our data processing, please email [email protected]

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of our websites and to compile statistical reports on website activity.

For further information visit http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

 

Other websites

Our website contains links to other websites. This privacy policy only applies to our venue marketing websites and BookingsPlus. When you link to other websites (including the websites of venues) you should read their own privacy policies.

 

Disclosures

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as is reasonably necessary for the purposes as set out in this privacy policy. All such parties are obliged to treat your information in accordance with the scope of your consent and the law in their contracts with us.

 

In addition we may disclose your personal information:

  1. to the extent that we are required to do so by law;
  2. in connection with any legal proceedings or prospective legal proceedings; and
  3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

In the event of any of the above occurring we shall inform you of any such disclosure if lawfully permitted to do so.

Except as provided in this privacy policy we will not provide your information to third parties.

 

Changes to our privacy policy

We keep our privacy policy under regular review. This privacy policy was last updated on 26/01/2024

 

How to contact us

Please contact us if you have any questions regarding our privacy policy or information we hold about you: https://lettings.ivylearningtrust.org/contact-us

Should you wish to request a copy of your stored data or discuss anything related to our data processing, please email [email protected]