Privacy Policy - Flexible Childcare Services Scotland

Flexible Childcare Services Scotland is committed to safeguarding your privacy. Contact us at enquiries@fcss.org.uk if you have any questions or problems regarding the use of your Personal Data and we will gladly assist you.

By using this site or/and our services, you consent to the Processing of your Personal Data as described in this Privacy Policy.

Definitions used in this Policy
Data protection principles we follow
What rights do you have regarding your Personal Data
What Personal Data we gather about you
How we use your Personal Data
Who else has access to your Personal Data
How we secure your data
Information about cookies
Contact information

Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
Child – a natural person under 16 years of age.
We/us (either capitalized or not) – Flexible Childcare Services Scotland

We promise to follow the following data protection principles:

Processing is lawful, fair, transparent. Our Processing activities have lawful grounds. We always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request.
Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered.
Processing is done with minimal data. We only gather and Process the minimal amount of Personal Data required for any purpose.
Processing is limited with a time period. We will not store your personal data for longer than needed.
We will do our best to ensure the accuracy of data.
We will do our best to ensure the integrity and confidentiality of data.

The Data Subject has the following rights:

Right to information – meaning you have to right to know whether your Personal Data is being processed; what data is gathered, from where it is obtained and why and by whom it is processed.
Right to access – meaning you have the right to access the data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.
Right to rectification – meaning you have the right to request rectification or erasure of your Personal Data that is inaccurate or incomplete.
Right to erasure – meaning in certain circumstances you can request for your Personal Data to be erased from our records.
Right to restrict processing – meaning where certain conditions apply, you have the right to restrict the Processing of your Personal Data.
Right to object to processing – meaning in certain cases you have the right to object to Processing of your Personal Data, for example in the case of direct marketing.
Right to object to automated Processing – meaning you have the right to object to automated Processing, including profiling; and not to be subject to a decision based solely on automated Processing. This right you can exercise whenever there is an outcome of the profiling that produces legal effects concerning or significantly affecting you.
Right to data portability – you have the right to obtain your Personal Data in a machine-readable format or if it is feasible, as a direct transfer from one Processor to another.
Right to lodge a complaint – in the event that we refuse your request under the Rights of Access, we will provide you with a reason as to why. If you are not satisfied with the way your request has been handled please contact us.
Right for the help of supervisory authority – meaning you have the right for the help of a supervisory authority and the right for other legal remedies such as claiming damages.
Right to withdraw consent – you have the right withdraw any given consent for Processing of your Personal Data.

Information you have provided us with
This might be your e-mail address, name, billing address, home address etc – mainly information that is necessary for delivering you a product/service or to enhance your customer experience with us. We save the information you provide us with in order for you to comment or perform other activities on the website. This information includes, for example, your name and e-mail address.

Information automatically collected about you
This includes information that is automatically stored by cookies and other session tools. For example, your IP address. This information is used to improve your customer experience. When you use our services or look at the contents of our website, your activities may be logged.

Information from our partners
We gather information from our trusted partners with confirmation that they have legal grounds to share that information with us. This is either information you have provided them directly with or that they have gathered about you on other legal grounds. See the list of our partners here.

Publicly available information
We might gather information about you that is publicly available.

We use your Personal Data in order to:

provide our service to you. This includes for example registering your account; providing you with other products and services that you have requested; providing you with promotional items at your request and communicating with you in relation to those products and services; communicating and interacting with you; and notifying you of changes to any services.
enhance your customer experience;
fulfil an obligation under law or contract;

We use your Personal Data on legitimate grounds and/or with your Consent.

On the grounds of entering into a contract or fulfilling contractual obligations, we Process your Personal Data for the following purposes:

to identify you;
to provide you a service or to send/offer you a product;
to communicate either for sales or invoicing;

On the ground of legitimate interest, we Process your Personal Data for the following purposes:

to send you personalized offers (from us and/or our carefully selected partners);
to administer and analyse our client base (purchasing behaviour and history) in order to improve the quality, variety, and availability of products/ services offered/provided;
to conduct questionnaires concerning client satisfaction;

As long as you have not informed us otherwise, we consider offering you products/services that are similar or same to your purchasing history/browsing behaviour to be our legitimate interest.

With your consent we Process your Personal Data for the following purposes:

to send you newsletters and campaign offers (from us and/or our carefully selected partners);
for other purposes we have asked your consent for;

We Process your Personal Data in order to fulfil obligation rising from law and/or use your Personal Data for options provided by law. We reserve the right to anonymise Personal Data gathered and to use any such data. We will use data outside the scope of this Policy only when it is anonymised. We save your billing information and other information gathered about you for as long as needed for accounting purposes or other obligations deriving from law, but not longer than 7 years.

We might process your Personal Data for additional purposes that are not mentioned here, but are compatible with the original purpose for which the data was gathered. To do this, we will ensure that:

the link between purposes, context and nature of Personal Data is suitable for further Processing;
the further Processing would not harm your interests and
there would be appropriate safeguard for Processing.

We will inform you of any further Processing and purposes.

We do not share your Personal Data with strangers. Personal Data about you is in some cases provided to our trusted partners in order to either make providing the service to you possible or to enhance your customer experience. We share your data with:

Our processing partners:

Kualo: this website is hosted with Kualo (via Bold) in their Data Centre in London. Read their privacy policy here.

Our business partners:

Bold: Our website was created and is maintained by Bold in Glasgow. They have access to the site admin in order to keep the site software updated and attend to any technical issues which may occur, they will not access user or customer data unless required for the technical upkeep of the site. Read their privacy policy here.

Connected third parties:

Google Analytics (Google Inc.): Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Application, to prepare reports on its activities and share them with other Google services. IP addresses are set to be anonymised. Google may use the Data collected to contextualise and personalise the ads of its own advertising network.Personal Data collected: Cookies and Usage data.
Place of processing: US
Google Analytics Privacy Policy
Opt out
Google Fonts (Google Inc.): Google Fonts is a typeface visualisation service provided by Google Inc. that allows this Application to incorporate content of this kind on its pages.
Personal Data collected: Usage data and various types of Data as specified in the privacy policy of the service.
Place of processing: US
Google Privacy Policy
Google Maps widget (Google Inc.): Google Maps is a maps visualization service provided by Google Inc. that allows this Application to incorporate content of this kind on its pages.
Personal Data collected: Cookies and Usage data.
Place of processing: US
Privacy Policy
Font Awesome: Font Awesome is an icon font used on this site to display icons.
Place of processing: US
Privacy Policy
UpdraftPlus: UpdraftPlus is an automated website backup service provided by Simba Hosting Ltd in the UK. Read their privacy statements here.
Dropbox: Dropbox is an online file storage service run by Dropbox International Unlimited Company which we use to store remote website backups. No website visitor data is stored, only backups of website files. Read their privacy policy here.
YouTube video widget (Google Inc.): YouTube is a video content visualisation service provided by Google Inc. that allows this Application to incorporate content of this kind on its pages. This applies only if a Youtube video is embedded on any page of this site.
Personal Data collected: Cookies and Usage data.
Place of processing: US
Privacy Policy
CleanTalk: CleanTalk can use Cookies to manage access to the website by the CleanTalk SpamFireWall Function, to secure and to protect this website from spam. In doing so, CleanTalk can store and process your IP address. When you submit a contact form on this website, your personal data (such as your IP address, your e-mail, your text of the comment and data of website form fields) will be stored on this website. Also, for security reasons and to protect this website from spam, your data will be processed in the CleanTalk Cloud Service and they will be stored in log files for 7 days by default. On the expiry of the mentioned period, they will be deleted completely. CleanTalk may use information of spam activity of IP/email addresses to offer proper anti-spam protection to all websites connected to its service. It concerns exclusively those IP/email addresses that are being used for spam mailing. Privacy Policy

We only work with Processing partners who are able to ensure adequate level of protection to your Personal Data. We disclose your Personal Data to third parties or public officials when we are legally obliged to do so. We might disclose your Personal Data to third parties if you have consented to it or if there are other legal grounds for it.

We do our best to keep your Personal Data safe. We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks. This website has several layers of security enabled and the site installation has been modified on setup for extra security.

Even though we try our best we can not guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.

If you have an account with us, note that you have to keep your username and password secret.

Children

We do not intend to collect or knowingly collect information from children. We do not target children with our services.

Sensitive (“special categories”) of personal data
Provision of a childcare service, may necessitate us storing/processing sensitive “special categories” of data, this is personal data about you or your child. The GDPR defines special categories as personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

We may process some personal data relating to you and/or your child when required during our legitimate activities in the provision of a childcare service. This could include, for example, information about your child’s health. We will only process this category of data in accordance with the law.

Photographs and Video

We sometimes use photographs and videos for preparing and publishing promotional material and on our websites. We only publish photographs and videos of your child with your written consent. You can withdraw your consent at any time. If you provide your consent, we may continue to use photographs and/or videos until you withdraw your consent.

We use cookies and/or similar technologies to analyse customer behaviour, administer the website, track users’ movements, and to collect information about users. This is done in order to personalise and enhance your experience with us.

A cookie is a tiny text file stored on your computer. Cookies store information that is used to help make sites work. Only we can access the cookies created by our website. You can control your cookies at the browser level. Choosing to disable cookies may hinder your use of certain functions.

We use cookies for the following purposes:

Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in. These cookies don’t collect any personal information.
Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible. For example, they might remember your name and e-mail in comment forms so you don’t have to re-enter this information next time when commenting.
Analytics cookies – these cookies are used to track the use and performance of our website and services

You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some 3rd party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.

We use Google Analytics to measure traffic on our website. Google has their own Privacy Policy which you can review here. If you’d like to opt out of tracking by Google Analytics entirely, visit the Google Analytics opt-out page where you can download a browser extension to disable Google Analytics.

Site Owner/Data Controller
Flexible Childcare Services Scotland
Families House
20 Grampian Gardens
Dundee
DD4 9QZ

Email: enquiries@fcss.org.uk

Supervisory Authority
Information Commissioner’s Office
45 Melville Street
Edinburgh
EH3 7HL

Phone: +303 123 1115
Email: scotland@ico.org.uk
Website: https://ico.org.uk

We reserve the right to make change to this Privacy Policy.
Last modification was made January 31st, 2020.

Table of Contents

Definitions

Data Protection Principles

Data Subject’s rights

Data we gather

How we use your Personal Data

Who else can access your Personal Data

How we secure your data

Children

Photographs and Video

Cookies and other technologies we use

Contact Information

Changes to this Privacy Policy