Spellzone - Privacy Notice

Contents

Introduction

Personal Data

How we obtain your Personal Data

Childrens’ Data

Cookies

Legal basis for processing any personal data

Legitimate interests pursued by Spellzone Limited and/or its clients

Consent

Disclosure

Retention Policy

Data Storage

Your Rights as Data Subject

What identification will be required?

Complaints

Introduction

Spellzone Limited treats the privacy of its customers very seriously and we take appropriate measures to safeguard your privacy. This Privacy Notice explains how we protect and use any Personal Data* you share with us and that we hold about you, including how we collect, process, protect and share that data.

* This document refers to Personal Data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject).

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of Data Subjects. These rights cover the safeguarding of Personal Data, protection against the unlawful processing of Personal Data and the unrestricted movement of personal data within the EU.

It should be noted that GDPR does not apply to information already in the public domain.

The full official GDPR legislation can be found here

Clear information about the GDPR can be found here

The Information Commissioners (ICO) guidance on GDPR can be found here

Personal Data

Spellzone Limited uses the information collected from you (Personal Data) to provide you with access to the contents of the Spellzone website under the domain name www.spellzone.com and other Spellzone domains. We may also collect statistics about the behaviour of visitors to it the Spellzone website in order to improve user experience.

Spellzone Limited may also contact you by email, telephone or post:

  • to support your use of the Spellzone website
  • to provide a quotation for a subscription to the Spellzone website
  • with marketing information about Spellzone education resources which Spellzone Limited believes may be of interest to you and your business.
We may share your information to our key suppliers which assist us in making the Spellzone website available to you (e.g. our hosting, payment processing and marketing suppliers) but we have agreed with those third parties that they will keep your information secure and not use it for other purposes.

In you making initial contact you consent to Spellzone Limited maintaining a dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services.

Spellzone Limited also acts on behalf of its clients (for example schools and colleges) in the capacity of data processor. When working as a data processor, Spellzone Limited will be acting on the instruction of its client, and will work hard to ensure that the client is fully GDPR compliant.

How we obtain your Personal Data

Personal Data may be collected about you from the forms you complete on the Spellzone website, from records of our correspondence with you and details of your visits to our website, including but not limited to personally identifying information:  

  • First Name
  • Surname
  • Job Title – non mandatory (Administrators and Teachers)
  • Organisation name (schools, colleges and other organisations only)
  • Billing Address
  • Email Address
  • Telephone number
  • Class names (schools, colleges and other organisations only)
  • VAT number (schools, colleges and other organisations only)
  • Invoices
  • Username
  • Password
  • Activity and results
  • Email communications
  • Telephone communications - notes (we do not mechanically record telephone conversations)
  • Internet Protocol (IP) address and browser information

Childrens’ Data

Spellzone exists to serve educators, parents and students and strives to provide a safe, positive experience for children. To ensure this, we adhere to the following policies:

  • We request confirmation that a user is over the age of 14 before they sign up for a Spellzone free trial or subscription or that they have parental or guardian consent to do so.
  • We do not distribute any personally identifiable information about children to third parties.
  • We do not allow students to publicly post or distribute personally identifiable contact information.
  • We try to avoid providing access links to any websites that request personal information, such as user email or physical addresses.
  • We do not use the prospect of a special game, prize or other activity, to entice children to divulge more information than is needed to participate in the activity.

Cookies

The Spellzone website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the Spellzone website each time the visitor returns.

Our cookies help us to:

  • Provide you with convenient website functionality
  • Remember your settings during and between visits
  • Improve the speed and security of the site
  • Allow you to share content with social networks
  • Improve/tailor your website experience
  • Make our marketing more efficient (tracking what works best for our visitors and serving you relevant content)

We do NOT use cookies to:

  • Collect any personally identifiable information (without your express permission)
  • Collect any sensitive information
  • Pass personally identifiable data to third parties

Spellzone website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using the Spellzone website.

Please note that if you disable or decline cookies, you may not be able to access some parts of the Spellzone website, and some features, such as record keeping, may not function properly or be available to you.

You can find out more information about the cookies that Spellzone use and how to manage cookies here.

Legal basis for processing any Personal Data

To meet Spellzone Limited’s contractual obligations to clients and to respond to sales or marketing enquiries.

Spellzone Limited will only collect the information needed so that it can provide you with access to the Spellzone website and to provide support and marketing information about the Spellzone website.

Any information Spellzone Limited holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources, our clients and our suppliers.

Payment details such as credit card information are handled by third party providers such as WorldPay and PayPal and as such, Spellzone do not hold this information on our databases.

All WorldPay transactions are subject to the WorldPay Privacy Policy and all PayPal transactions are subject to the PayPal Privacy Policy.

Spellzone Limited does not sell or broker your data, although coincidentally there may be times when your information could be contained in data that Spellzone Limited has purchased from a third-party marketing company.

Legitimate interests pursued by Spellzone Limited and/or its clients

To provide access to the contents of the Spellzone website under the domain name www.spellzone.com and other Spellzone domains and to market the Spellzone education resources offered by Spellzone Limited.

Consent

Through agreeing to this privacy notice you are consenting to Spellzone Limited processing your Personal Data for the purposes outlined. You can withdraw consent at any time by emailing or writing to us, see last section for full contact details.

Disclosure

Spellzone Limited may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. Spellzone Limited requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.

Spellzone Limited DO NOT sell or pass on information gained from your engagement with the Spellzone website without your consent. However, Spellzone Limited may disclose your Personal Information to meet legal obligations, regulations or valid governmental request.

Spellzone Limited may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Spellzone Limited, its clients and/or the wider community.

Retention Policy

Spellzone Limited will process Personal Data during the duration of a free trial or paid subscription and will retain the Personal Data for a maximum of 18 months after the free trial and/or a paid subscription has expired.

This will enable reinstatement of the account in the event of change of mind or absence due to illness. During this time Spellzone may contact the Data Subject regarding renewal or any special offers.

At the end of, or before the end of the 18 months retention period, Spellzone shall destroy all documents, processing and utilization results, and data sets related to the contract that have come into its possession, in a data-protection compliant manner. The same applies to any and all connected test, waste, redundant and discarded material.

Spellzone Limited will continue to store only the Personal Data needed after the contract has expired to meet any legal obligations after which it will be deleted, in a data-protection compliant manner.

Some data such as word lists or results may remain on the Spellzone databases after account deletion but will not be identifiable to any Personal Data.

Data Storage

The Processing of Data shall be carried out within the United Kingdom, a Member State of the European Union (EU) or a Member State of the European Economic Area (EEA).

Your Rights as Data Subject

At any point whilst Spellzone Limited is in possession of or processing your personal data, all data subjects have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that Spellzone Limited refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

Spellzone Limited at your request can confirm what information it holds about you and how it is processed.

You can request the following information:

  • Identity and the contact details of the person or organisation (Spellzone Limited) that has determined how and why to process your data.
  • Contact details of the Designated Contact responsible for data protection compliance.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Spellzone Limited or a third party such as one of its clients, information about those interests.
  • The categories of Personal Data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority (Data Protection Regulator).
  • Whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the Personal Data and the possible consequences of failing to provide such data.
  • The source of Personal Data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What identification will be required?

Spellzone Limited will accept the following forms of ID when information on your personal data is requested:

  • For schools, colleges and other establishments: official letterhead
  • For families and individuals: a copy of your national ID card, driving license or passport and a utility bill not older than three months.

If Spellzone Limited is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made by email or writing to us at the address further below.

Complaints

In the event that you wish to make a complaint about how your Personal Data is being processed by Spellzone Limited, you have the right to complain to Spellzone Limited’s directors:

Spellzone Limited
Attention of the Directors
Holme Hill Cottage
Church Street
Whixley
York  YO26 8AR

Telephone +44 (0)333 990 0132

Email

If you do not get a response within 30 days you can complain to the Data Protection Regulator.

Spellzone Limited is registered in England and Wales. Company Reg. No. 6884807
Registered office: Club Chambers, Museum Street, York, YO1 7DN

 

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