About Us
The East Cambs and Fenland Evidence Network (EC&FEN) is a programme run by the Robert Arkenstall Primary School and Littleport Community Primary School to create a network of schools that will support the use of evidence to improve teaching practice in East Cambs and Fenland.
This Privacy Notice
Data protection laws require us to provide you with information about how we will use your personal data. This notice is layered, so that you can easily select the reason we process your personal information from the list below and see what we do with it. This page provides information that we need to tell everyone.
Any data we hold is collected, stored and processed by our administration support school Littleport Community Primary School (LCPS).
Reasons why we collect and use your personal data
Further details of how your data is used, relevant to the circumstances in which you have engaged with the EC&FEN are listed below.
You Have Visited Our Website
Visiting our website
Our website does not collect analytics data. If we do collect personal data through our website, we’ll be up front about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it.
Cookies
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies to enhance your experience of our website. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.
Purpose and lawful basis for processing
The purpose for implementing all of the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.
You Have Contacted Us with an Enquiry
Purpose and lawful basis for processing
The purpose for collecting your data is so we can respond to your enquiry.
What we need and why we need it
We collect your name, email address or other means to contact you, such as physical address and/or telephone number, so that we can respond to your enquiry.
You Have Subscribed to Receive Email Updates From Us
Purpose and lawful basis for processing
The purpose for collecting your data is so we can keep you informed about our news, resources, and events.
The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UKGDPR.
What we need and why we need it
We collect your name and email address so that we can send you our email newsletter. We also request limited work information, such as job title and institution, to help us understand who is interested in receiving emails from the EC&FEN so we can ensure the content is relevant.
Do we use any data processors?
Yes. We use MailChimp to maintain our mailing lists and to deliver EC&FEN communications by email. MailChimp stores this data in the US and we rely on standard contractual clauses to justify transferring the data overseas. Further information can be found in MailChimp’s privacy notice.
You have Booked an Event Run by Us
Purpose and lawful basis for processing
The purpose for collecting your data is so we can deliver the event you have registered for, communicate to you all relevant information, fulfil and monitor our legal responsibilities (eg, under public safety legislation), monitor and evaluate our impact and reach as a network and, in accordance with your preferences, communicate with you about other EC&FEN events, news, and opportunities.
What we need and why we need it
We collect data for the purposes of delivering the event and to monitor and evaluate our impact and reach as a network. Personal data we collect may include: your title, name, and full postal, email and/or telephone contact details; your job title and role; dietary requests. We may also collect biographical information about you from publicly available sources and this may include photographs. This information will be provided to the host(s) to help with the flow of the event.
Data is stored by our Lead schools, the Robert Arkenstall Primary School and Littleport Primary School, and may be shared within the Network amongst Evidence Advocates and Evidence Advocates Schools. We may share some of the information with external organisations providing services for the event you are attending; in particular, we may share your information (including dietary requests) with the catering service if you are attending an event where catering is offered. The information shared will only be used to provide the service required and will not be retained by these external organisations after the event is concluded.
How long we keep it
The information you provide when you register for an event will be kept for a minimum of 12 months and no longer than 24 months after the event has occurred.
If you consent to stay in touch with us, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication.
What are your rights?
We rely on your consent to process the personal data you provide to us for organising event(s) you register to attend. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.
This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes.
For more information on your rights, please see ‘Your rights’ on the main EC&FEN privacy notice page.
Do we use any data processors?
Yes. Our data is shared with our external evaluators. In addition, EC&FEN schools in our network may use Eventbrite, a ticketing and registration platform, to process event registrations. Eventbrite stores this data in the US and we rely on Standard Contractual Clauses to justify transferring the data overseas. Further information can be found in Eventbrite’s privacy notice. Some schools may use other event registration platforms; please refer to the relevant privacy notices or contact the Evidence Network via LIttleport Community Primary School directly for further information.
Our data is shared with:
- event registration platforms; please refer to the relevant privacy notices or contact the Evidence Network administrator directly for further information. EC&FEN use Eventbrite. Eventbrite stores data in the US and they rely on Standard Contractual Clauses to justify transferring the data overseas. Further information can be found in Eventbrite’s privacy notice.
- GSuite for administration purposes.
You Have Supplied a Service to Us
Purpose and lawful basis for processing
Your data will be used to process your invoice and its payment. It will also be used to contact you to agree on a contract or a purchase order with you. We will also use your data to process the payment of invoices or expense claims.
The lawful basis we rely on for processing your personal data is the processing necessary to perform a contract or to take steps at your request, before entering a contract.
What we need and why we need it
We collect your title, name, address, previous names or addresses (where relevant), email address and telephone number, bank details, records of payments made.
We need this information in order to process your invoices or claims.
How long we keep it
We only keep your data for as long as we need it, which, for financial transactions can be up to 7 years.
- Invoices / Expense claim forms: 6 years (from end of financial year in which the transaction was made)
- Bank records of payments made: 6 years (from end of financial year in which the transaction was made)
Do we use any data processors?
Yes, we use the following third parties to process your data.
Employees within our company who have responsibility for finance and administration will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processed in line with GDPR.
Data is shared with third parties for the following reasons:
- when adding supplier on LCPS bank account, also if making online expense or invoice payments via BACS.
- when accounting for invoices and payment of the invoices.
We may also share your data with third parties for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
Contact details
EC&FENs Data Protection Officer can be contacted via [email protected]
How long we will use your personal data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
This may include retaining data after you have made an opt-out or similar request to ensure that you are not subsequently sent information by mistake and to protect against, for example, malicious attempts to add you to lists you do not wish to be a member of. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of how long your data will be retained are detailed in the relevant privacy notices linked above.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Third-party links
This website includes links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for how they use your personal information. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Data processors
We use Microsoft Office as a third party to process your data in all our work. Please refer to its privacy notice, available here, for further details.
The EC&FEN website, including all data provided by users through it, is managed by a third party, WordPress. Please refer to its privacy notice, available here, for further details.
Data processors specific to how you have engaged with the EC&FEN are detailed in the relevant privacy notices linked above.
Your rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
If you wish to exercise any of these rights – all seven are listed below – please contact the relevant Littleport Community Primary School. Their procedure for responding to your request is outlined here.
You are not normally required to pay any charge for exercising your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We have one month to respond to you under normal circumstances, though this may be extended if your request is particularly complex.
More information about rights can be found on the ICO website.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
Your right to complain
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues ( www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Children’s information
This website is not intended for children and we do not knowingly collect data relating to children.