Privacy Notice October 2020
Our contact details
Name: Eduboard Limited T/A askEddi (“The Company”)
Company Number 10570208, ICO Registration ZA278740
Address: 30 Crosby Road North, Liverpool, Merseyside L22 4QF
Phone Number: 0333 880 4403
E-mail: support@askeddi.com
Attendance Matters is a project collaboration between the Association of School and College Leaders (ASCL), a pilot group of schools from different local authorities in North West England, School Leaders across the country and askEddi, through the forum of the Open Data Project for Schools.
Attendance Matters makes attendance data useful with insights that are trackable against current and past terms, and can be used to benchmark against other schools in your MAT and nationwide.
Schools can access reports on individual students, registration groups and year groups. Review detailed information on authorised and unauthorised absence marks including late sessions.
Eduboard Limited provide the Attendance Matters and Assessment products on the askEddi platform and the Open Data Project for School website to deliver a secure web portal to analyse school attendance data.
The type of personal information we collect
The data we collect and process can be categorised as follows:
Business Data | School Data |
Users’ names and contact information (including email addresses); Details of interactions that the School has with the Company regarding the Product, together with any other information that the School and chooses to provide the Company with, for example, through correspondence and interactions with our customer and technical support teams; Information collected automatically relating to the Product to include information e.g. a user’s IP address, device type, unique device identification numbers and login information, browser type and version, time zone setting, operating system and platform, broad geographic location (e.g. country or city-level location) and other technical information; Information collected automatically relating to the Product about how a User’s device has interacted with the Site, including the pages accessed and links clicked, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from any page. | School name and contact information (including school postal address, phone number and email address), Pupils’ first, middle and last names, Unique Pupil Number (UPN), Dates of birth, Class year groups, Attendance information, Cohort analysis indicators held on school MIS i.e. FSM, Pupil Premium |
How we get the personal information and why we have it
The personal information we process is provided to us directly by the subscribing secondary schools. We automate collection of data from a school’s MIS through the Wonde integration tool. We collect this data for the following reasons:
- To fulfil the contractual arrangements with the schools
- To meet the purpose of the Attendance Matters product as outlined above
Other than the parties authorised by the Agreement and detailed below, we will not share this information with any third parties.
You are not obliged to share information with us, but we would be unable to fulfil our contractual obligation to you if you do not provide it.
Under the General Data Protection Regulation (GDPR), the lawful basis we generally rely on is Article 6(1)(b) for processing this information. However, we feel it is helpful to set out the lawful bases that may be relied on by the schools that are sharing data with us. Schools should ensure that they have selected and documented the appropriate legal bases for their purposes. Data subjects should ascertain the school’s legal bases from the schools.
Type of data | Shared by | Shared with | Lawful basis |
Business data | the secondary school | Eduboard Ltd via the askEddi platform | Article 6 (1) (b) Contract |
School data | the secondary school | Eduboard Ltd via the askEddi platform | Article 6 (1) (e) Public Task |
Eduboard Ltd via the askEddi platform | the secondary school | Article 6 (1) (b) Contract |
How we store your information
For School Data
Name | Processing | Weblink |
Amazon Web Services | Electronic data storage, cloud server and transmission service | https://aws.amazon.com |
Microsoft (Azure, Office365) | Cloud Provider | https://azure.microsoft.com https://microsoft.com/en-gb/microsoft-365 |
For Business Data
Name | Processing | Weblink |
Amazon Web Services | Electronic data storage, cloud server and transmission service | https://aws.amazon.com |
Microsoft (Azure, Office365) | Cloud Provider | https://azure.microsoft.com https://microsoft.com/en-gb/microsoft-365 |
Tidio | Third Party Customer Service platform | https://tidio.com |
Capsule CRM | Third Party Customer Service platform | https://capsulecrm.com |
Sage One | Financial management service platform | https://sageone.com |
We do not share your data with any third party not contemplated by the Terms & Conditions or Data Sharing & Processing Agreement (including the Participation Agreement).
As this is a long-term project school data will be retained for as long as the annual subscription is renewed.
We will then dispose your information by deleting all student and attendance and or assessment records from the system.
We will retain the Business Data for the period of the subscription plus 12 weeks (to enable a smooth transition between periods of subscription).
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
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 personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
How these rights apply, will depend on the type of data, and the basis under which we process it. Please feel free to contact us to discuss or to make a request.
Please contact us at:
Eduboard Limited
30 Crosby Road North,
Liverpool,
Merseyside
L22 4QF
Phone Number: 0333 880 4403
E-mail: support@askeddi.com
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the details above
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk