This document sets out what we do with your personal data in relation to the Reading for Pleasure website.
This document applies to you if you have signed up to our newsletter, registered as a member on the site or uploaded an example of practice to the site.
The Open University is the data controller in relation to the processing activities described below. This means that the Open University decides why and how your personal information is processed.
Information that you give to us
We collect information that you give us when you sign up to the newsletter. This includes your name, email and optional Twitter handle. If you decide to register as a member on the site we collect data when you fill in the ‘Register’ form this includes the above but also optional categories of country you work in, educational role, and the age phases of students you support and you can also upload an optional photograph. If you decide to upload an example of practice to the site then in addition we ask for the name of your school or other setting, the age phase featured in the example you are uploading, that you confirm that you have permission from your setting to upload and that you have followed the guidance on photos.
Information that we collect automatically
We use several approaches to improve the site. We note the IP address, a number which identifies the computer you use to access the site, to track usage and identify what countries users are in.
Cookies are pieces of data created when you visit a site, and contain a unique, anonymous number. They are stored on the device you used to visit the site, and do not expire at the end of your session. Cookies do not contain any personal information about you and cannot be used to identify an individual user. Most web browsers will let you specify that you be prompted before a site puts a cookie on your device, so that you can decide whether to allow or disallow the cookie.
Alternatively, you can set your device not to accept any cookie. If you choose not to accept the cookie, this will not affect your access to the majority of facilities available on our website.
How do we use your personal information?
We need to know some information about you so that we can send you the information you have requested (monthly newsletter) and contact you about it. If you have registered as a member we may send you occasional emails about the site if there are major updates. If you upload an example of practice we use the information you provide to check that you have confirmed you have permission from your setting and that you have followed the guidance before we would make it visible on the site. When an example is made visible your name, school and age phase of the example will be listed on the site.
We also use personal data to analyse how successful our activities have been. For example to see if we are attracting members from different settings and who support different age groups. This helps us to be more efficient in planning and improving our website and newsletter.
Who do we share your information with?
We use third party suppliers and service providers for updating our website and sending out our newsletter.
When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their specific service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.
Do we transfer information outside the EEA?
Generally, information you provide to us is stored on our secure servers, or on our cloud based systems which are located within the EEA.
However, there are times when we do need to store information outside the EEA. If we transfer your information outside of the EEA, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy. This would either be imposing contractual obligations on the recipient of your personal information, or ensuring that the recipients are subscribed to ‘international frameworks’ that aim to ensure adequate protection. For example, we would ensure that a US based supplier has signed up to “Privacy Shield”.
How long do we keep your personal information for?
If we collect your personal information, the length of time we keep it for is determined by a number of factors including our purpose for using the information and our legal obligations. We have a retention schedule for information and keep identifiable records only for as long as they have a legal or business purpose.
We will keep the information while the Reading for Pleasure website is live. Registered members can request that their accounts be deleted, and any uploads they have made are removed, at any time. You can do so by emailing our Data Protection Officer at firstname.lastname@example.org
If you no longer wish to receive the newsletter you can click ‘unsubscribe’ which can be found at the bottom of every edition.
You have a number of rights in relation to your personal information, which apply in certain circumstances. In order to exercise any of these rights, please contact us using the details in the ‘contact us’ section below.
You have the right
In some circumstances, you also have the right
If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner’s Office (ICO). Please visit the ICO’s website www.ico.org.uk for further details.
If you have any concerns or queries about this policy or about the way we process your personal information please contact our Data Protection Officer using the contact details below.
Telephone: +44 (0)1908 653994
By post: The Data Protection Officer, PO Box 497, The Open University, Walton Hall, Milton Keynes MK7 6AT.