This statement tells you about the information we collect from you when you form a contractual relationship with us and become a member of the mutual, or information we require from you to comply with our legal obligations. In collecting this information, we are acting as a Data Controller and, by law, we are required to provide you with information about us, about why and how we use the data and about the rights of individuals over their data.
Who are we?
Education Mutual with its registered office at 30 St Marys Axe, London, EC3A 8BF is the Data Controller and decides how personal data is processed and for what purpose. It is recognised that you, the member, are also a Data Controller in your own right and will need to notify your staff members that their information will be shared with us.
What personal data do we collect?
In order to understand whether the Education Mutual is appropriate for you and to enable us to form a contract, we ask for the following information from you:
- School name and address;
- Number of staff;
- Full name, DOB, gender, role and salary bands of staff members;
- Contact name and number of school contact.
How we use your information
We will use the contact details you provide to us to contact you to manage your membership. We will use the other information you provide to support the contract in place. As a Data Controller in your own right, you will be required to notify staff members that this information will be shared with us.
We use a professional services company, MC MM Services Ltd (MC MM), to provide all services to Education Mutual; all data received by us will be shared with MC MM which act as Data Processor. MC MM are permitted to use other providers to support them in the services that they provide us. All service providers will act as Data Processors.
Members will be able to notify us of claims via the website portal. Further information will be requested to support the claim as part of the contract in place, if the information is sensitive in nature consent will be expressly requested.
We may share with you information relating to the specific market within which you operate and have legitimate interest in sharing this information with you.
We will not share any of the information you provide to us with any third parties for marketing purposes.
People who email us
We monitor any emails sent to us, including file attachments, for viruses or malicious content. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Visitors to our website
When someone visits www.educationmutual.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone.
We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this and gain appropriate consent in order to do so. We will make it clear why we collect it and what we intend to do with it.
Retention of information
We do not collect or hold more information than we need to manage the contract and membership.
We will retain any information held in paper format for 12 months.
Information collected for membership management purposes will be held electronically for 7 years from the date collected. In the event of a claim, relevant data is held for 7 years from the date that the claim was settled.
Where data is collected to determine the suitability of membership and the application does not proceed, your information will be retained for 24 months.
The information you provide to us will be held securely, whether the information is in electronic or physical format.
Your information will not be stored outside of the European Economic Area unless:
- the recipient country is certified by EU authorities as providing adequate levels of data protection; or
- where approved safeguards such as standard contractual clauses or binding corporate rules have been implemented.
Your rights over your information (EU & UK residents)
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. You can also ask for us to give you a copy of the information.
You can contact us by post at:
Data Protection Officer
30 St Mary Axe
London, EC3A 9BF
Or by email at: firstname.lastname@example.org
Your right to complain
If you have a complaint about our use of your information, you can contact us at the above noted address or the Information Commissioner's Office via their website at www.ico.org/concerns or write to them at:
Information Commissioner's Office
Cheshire, SK9 5AF
People who make a complaint to us
If we receive a complaint from a person this is logged and an assessment undertaken. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to investigate the complaint and provide a conclusion to the complainant. We usually disclose the complainant's identity to whoever the complaint is about. This is inevitable where the accuracy of the complaint is in dispute, however, if a complainant doesn't want information identifying him or her to be disclosed, we will try to respect that.
We will keep personal information contained in complaint logs and supporting information in line with our retention policy. This means that information relating to a complaint will be retained for three years from closure. It will be retained in a secure environment and access to it will be restricted according to the 'need to know' principle.
We may change this notice from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 25th May 2019 and will be reviewed on a minimum of an annual basis and changed, where necessary.