Privacy Policy

© Arfon Software Ltd.

Please read our privacy policy.

Introduction

Student and Staff information is usually held by the schools' (or Local Authority's) Management Information System (MIS) therefore Arfon Software require a data sharing agreement to be in place with an authorised member of staff from the data controllers organisation (usually the school).

Use of Data

The Use of Data policy is provided for schools and Local Authorities to ensure that, as data controllers they have the ability to share data, and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially. Arfon Software will be acting as ‘data processors’ as defined by the 1998 Data Protection Act. Arfon Software has taken all reasonable measures to ensure the safety and security of the personal information, and continues to review these measures on an on-going basis. Parent information is provided by parents when they create an eeZeeTrip account and provide consent for this information to be used through the eeZeeTrip 'activation' letter sent out from schools. Without this consent parents cannot use eeZeeTrip.

Data Privacy Policy

This forms part of the application process to use eeZeeTrip. The school's head teacher or an authorised member of staff will agree to have read and understood the items below. For ease of use we have provided information in the form of answers to common questions.

Who is responsible for managing my information?

Arfon Software are responsible for ensuring that your data is adequately protected in relation to the operation of eeZeeTrip.

All Arfon Software staff and contractors who have access to eeZeeTrip data are checked by the Disclosure and Barring Service.

Who can I contact if I have queries about this privacy policy?

Matthew Howorth, Arfon Software Ltd., m.howorth@semantise.com, Tel: 01286 870 106

Will you ever update this privacy policy?

Arfon Software may update this privacy policy from time to time and will send notification to the main account contact. For specific, optional functionality within eeZeeTrip, we may also issue appendices to this agreement.

How can I update my data when using an automated data transfer process?

The data in eeZeeTrip reflects the data in your school (or Local Authority) Management Information System (MIS). Hence to correct any inaccuracies in eeZeeTrip you should correct the data in your MIS. If it is important that data changes are shown in eeZeeTrip urgently, for example, if a parent has been restricted from contact with their child by court order, schools can immediately 'unlink' the parent from that child within eeZeeTrip. Details in how to do this are available by contacting support@eezeetrip.co.uk or call 01286 870 106 .

Further information on automated data transfers.

For automated data transfers between the school (or Local Authority) MIS, eeZeeTrip uses ZiNET Connect Direct. ZiNET Connect Direct is a secure data extraction tool created by ZiNET Data Solutions Limited, a subsidiary of SchoolsICT Limited: www.zinethq.com ZiNET Connect Direct uses the Systems Interoperability Framework (SIF) data model with due reference to standards of data transfer and security, using Secure Socket Layer (SSL) encryption. SIF is used widely for the transfer of data between applications in schools, local authorities and other educational organisations in the UK, USA and Australia.

How can I manually update my data when not using an automated data transfer process?

Each school will have one or more eeZeeTrip 'school administrator' accounts. These people have access to the eeZeeTrip features which allow manual updates to information. These include uploading of information from comma separated variable (CSV) text files (usually produced as extracts from the MIS) and directly entering information through the eeZeeTrip web platform. Manual updates to data are performed over a Secure Socket Layer (SSL) connection ensuring all information passing over the internet is encrypted. If it is important that data changes are shown in eeZeeTrip urgently, for example, if a parent has been restricted from contact with their child by court order, schools can immediately 'unlink' the parent from that child within eeZeeTrip. Details in how to do this are available by contacting support@eezeetrip.co.uk or call 01286 870 106 .

How can Parents update their data?

Parents may update their phone numbers and child's medical information at anytime through their eeZeeTrip account.

What is my information used for in eeZeeTrip?

The information is used by eeZeeTrip to inform parents of school activities. The information allows schools to select individuals or groups of pupils who's parents will receive notifications of activities, in-app messages, emails and text messages. Staff information enables individuals to receive messages and be assigned to activtivies for internal use. Parent information is used for receiving emails, text messages and mobile App notifications.

How is my information held within eeZeeTrip?

All data held on eeZeeTrip servers is protected from exposure by multiple layers of firewalling, authentication and physical access control. Arfon Software is registered with the Information Commissioner's Office (Registration Number ZA037261) and web and database servers running eeZeeTrip are located in a UKFast Ltd data centre that conform to ISO Standards pertaining to information security: ISO27001:2005 (http://www.iso.org/iso/ catalogue_detail?csnumber=42103). UKFast are also a "G-Cloud 5" approved supplier, which enables provision of cloud services to the public sector.

How long will my information be held for by eeZeeTrip?

Pupil and staff information is retained for only as long as they are valid. When staff or pupils, leave the school, eeZeeTrip will mark the record as deleted and stop presenting it to authorised users. The data will remain in eeZeeTrip for purposes of historic audit until removed as part of history management.

How do I delete my data from eeZeeTrip?

Schools can request that their eeZeeTrip account is terminated at anytime. You can do this by sending an email to support@eezeetrip.co.uk or call 01286 870 106 .

Upon termination, all data bound to that school will be removed from eeZeeTrip web and database servers within a reasonable time period. Parents can, at anytime, remove their phone numbers via their account on the eeZeeTrip web platform. Parents email addresses can be removed upon request by sending an email to support@eezeetrip.co.uk or call 01286 870 106 .

Note: As part of general housekeeping and maintenance, unused parent email addresses will be deleted by Arfon Software.

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