Poetry Live Privacy Policy (as of May 2018)
Who we are
Poetry Live is a limited company registered in England and Wales [4393314].
Poetry Live’s registered address is 114-120 Northgate Street, Chester, Cheshire, CH1 2HT. This Privacy Policy relates to information which is obtained by Poetry Live and for which Poetry Live is the Data Controller.
Poetry Live’s purpose
Poetry Live is an annual series of events specifically for GCSE English students. Each event is an opportunity for students to see poets read their work, much of which is being studied for GCSE. There are also two examiner sessions at every event to help students prepare for examinations. The aim of the events is to excite and enthuse students about poetry and to help them achieve best possible examination results.
The information we collect
We collect information about schools, which includes type, address, phone number and office email address. We also record individual English teachers’ names and job title, where applicable (eg. Head of English), as well as teachers’ school email address and booking history.
The data is recorded when a booking is made on our websites (www.poetrylive.net), or when a teacher contacts us directly by email or telephone, to make or amend a booking, or when giving feedback.
How we use information
The data we process is only used for the specific purpose of contacting English teachers about our poetry events. Any information sent by us to English teachers will, therefore, be relevant to their subject.
We do not sell your information to any third parties.
We work with carefully chosen third parties to distribute marketing material, to maintain our website and to manage our accounts.
Processing data in accordance with GDPR
Email
We will only contact teachers by email about forthcoming events if they have opted on our website to register for such information. This usually consists of one email per year, advising teachers that forthcoming events are open for booking on our website. From time to time, extra events will be added to the year’s programme about which we will email teachers who have given consent via the website.
We occasionally use Mailchimp to send our marketing information, for which teacher can give or withhold their consent by using the available subscribe option.
Information from teachers who have made a booking will be processed in order for us to make email contact for invoices and tickets and any amendments or changes to the event itself, risk assessments and any other relevant information concerning the event for which they have booked.
Post
Once a year we send postal marketing to science teachers with the sole purpose of informing them of the science events to be held during the following academic year.
Poetry Live undertakes this postal campaign in accordance with guidance given by the Information Commissioner’s Office: https://ico.org.uk/for-organisations/education/education-gdpr-faqs/.
We are satisfied that this use of teachers’ data for postal marketing is proportionate, that it has a minimal privacy impact and that teachers would not be surprised or likely to object to such an activity. We are therefore satisfied that it is in our legitimate interests as a business to carry out an annual postal campaign.
Teachers can contact us to ask for their name to be removed from our database.
Sharing information
As stated above, Poetry Live does not sell any information to any third parties.
Where it is absolutely necessary for the functioning of the business, Poetry Live does share information with a very small number of companies. Compliance with data protection legislation by these third parties is monitored and reviewed by Poetry Live.
How long we keep information
We will only keep data as long as it is necessary, or until teachers decide they no longer want us to process their data.
We make sure our data is as accurate as possible either by checking staff lists, or when we are told that members of staff no longer work at a given school, or that new members of staff have joined.
How you can manage your information
Teachers have the right to access the information we hold about them.
Teachers have the right to have any erroneous data corrected.
Teachers have the right to withdraw consent for us to process the data and for that data to be erased.
How Poetry Live keeps your data safe
We ensure that there are appropriate technical controls in place to protect teachers’ personal details. Our systems are protected and routinely monitored. We undertake regular reviews of who has access to information that we hold to ensure that teachers’ information is only accessible by members of Poetry Live staff responsible for processing data.
How to make complaints about this policy or raise privacy concerns
If you would like more information, or have any questions about this policy, please contact our team by email at info@poetrylive.net, or telephone on 01745 814214.
To make a formal complaint about Poetry Live’s approach to data protection or raise privacy concerns directly with our data protection team, please contact:
Data Protection Office
Poetry Live Ltd
PO Box 29
Denbigh
North Wales
LL16 3YE
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
It is possible the contents of this policy will change from time to time.