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Privacy Policy

Updated 16th June 2021

Our contact details

Name: Oak National Academy, an operating name of the The Reach Foundation

Address: Reach Academy Feltham, 53-55 High Street, Feltham, England TW13 4AB

Phone Number: 020 8893 1099

E-mail: [email protected]

Company Number: 06546261

Registered Charity Number: 1129683

What does this Policy Cover?

Oak National Academy are committed to protecting and preserving the privacy of visitors and users of our website.

This notice relates only to the activities that The Reach Foundation carries out under the “Oak National Academy” name. This notice sets out information about our collection and processing of personal information related to these people and their related rights under data protection law. When we refer to “you” or “your” in this notice, we are referring to you as an individual visiting our website or communicating with us electronically. We refer to Oak National Academy as “we“, “our” or “us“.

What does this Policy Not Cover?

We have a separate privacy notice for teachers who contribute, or are considering contributing, to our programme – this notice does not apply to the information that we collect about those teachers.

Sometimes our website will link to services from other websites such as additional resources or support. These services will be covered by privacy policies provided by the companies running them. Be sure to check these separately.

The type of personal information we collect

Information collected through the Teacher Hub

Personal information we collect with your explicit consent on teachers.thenational.academy.

What we ask for and why we collect this information

Why we collect this information

  • Full name; To provide you with subscription services such as email updates.
  • Email address; To provide you with subscription services such as email updates.
  • School Details (School Name and URN); To understand how our services are being used and help us improve the resources we create. In order to download and share content from the Teacher Hub a school name is required. This is to ensure that our educational content is reaching the intended audience as well as to allow us to know where our materials are being used.
  • School contact email address; To opt into updates relating to the Teacher Hub site.
  • Survey; We may invite you to share your views on how to improve Oak and the services it provides.

We use Hotjar in order to better understand usage of teachers.thenational.academy and to optimize the service and experience. Hotjar is a technology service that helps us better understand our users' experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don't like, etc.) and this enables us to build and maintain teachers.thenational.academy with user feedback. Hotjar uses cookies and other technologies to collect data on our users' behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

You can unsubscribe or opt out from our email bulletins, subscriptions or notifications either through following the link in the message itself or by contacting us directly [email protected].

Information collected through the Classroom

Users of the classroom.thenational.academy site are invited to take quizzes at the start and end of a lesson. This is used to help drive motivation in the users and also to inform our continuous improvement of the content of the lessons. The information collected is entered voluntarily and is not saved with any personally identifiable information.

The Classroom quizzes typically collect and store users’ answers, marks and total scores.

Information collected automatically through our website

Devices are the electronic equipment which you use to access Oak services. These might be include but not be limited to a laptop, tablet, mobile phone, desktop computer or television.

These devices share information automatically with our website. We use this information to improve the services we offer. We use this to understand how users are interacting with Oak resources. This is typically aggregated and not used at an individual level.

Types of information gathered and analysed:

  • IP Address
  • Device type and ID
  • Approximate geographic location
  • Analytics about your visit to the website (e.g. pages viewed, lessons accessed, time spent on site)

We do not use this to identify individuals but rather to understand patterns of usage and interaction with our services.

Recruitment Portal

A third-party tool hosted within the website for managing our job adverts and applications: jobs.thenational.academy

In order to make an application for an Oak advertised position we typically request the following personal information from you:

  • Full name
  • Contact details including: phone number, email and postal address
  • Job history and CV
  • Sometimes we may request video or written evidence from your job history to support your job application

We collect and hold this information with your consent. You can withdraw this consent and we will delete the data.

We request this information to allow us to select candidates to take forward to interview. This information will be deleted within 1 year of the role advertisement closing or earlier where consent is withdrawn. You can withdraw consent by contacting us using [email protected].

Cookies

A cookie is a small text file that is downloaded onto your device when you access a website. It allows the website to recognise your device and stores some information about your preferences or past actions.

A web beacon, also known as a web bug, pixel tag or clear GIF, is a clear graphic image (typically one pixel in size) that is delivered through a web browser or HTML e-mail.

Our site uses cookies. The cookies placed by our servers cannot access, read or modify any other data on your computer. We may use web beacons alone or in conjunction with cookies to compile information about your usage of our site and interaction with emails from us. For example, we may place web beacons in marketing emails that notify us when you click on a link in the email that directs you to our site, in order to improve our site and email communications.

Some cookies are essential for the website to function as advertised whereas others are optional. You can manage your cookie settings in the Oak Privacy Center.

Essential Cookies

Strictly Necessary Cookies

These are essential for our website to operate. For example, to ensure the security of our website we use CloudFlare services which require a cookie to be stored on your device.

Embedded Content Cookies

We rely on third party services for delivering video and other embedded learning content. These include essential cookies from Mux Inc, Vimeo and YouTube.

Optional Cookies

You can enable/disable these in the Oak Privacy Center.

Statistics Cookies

These allow us to gather analytics on your usage of the Oak website. This is important for us as it means we can find and fix bugs or usability issues, improve Oak resources in response to usage data and inform the future services we offer.

We use third-party services from Google Analytics, New Relic, BugSnag and Hotjar to enable this part of our website functionality.

Live Chat Cookies

We provide a live chat facility for teachers to be able to reach us directly through the website. To allow this to function you will need these cookies enabled.

We use the third-party service Intercom to enable this part of our website functionality.

Advertising Cookies

(The following cookies are not used within the classroom.thenational.academy)

We’re committed to trying to help people we think we can support, find and use our websites. Our site and services may contain links to other websites including share and/or “like” buttons. These other website and services may set their own cookies on your devices, collect data or solicit personal information. You should refer to their cookie and privacy policies to understand how your information may be collected and/or used.

Oak includes cookies from third parties Facebook, Twitter and Google to measure our advertising campaigns and affect who our ads are seen by, with the aim to ensure they are only shown when relevant.

For example, you may see relevant adverts from us on Facebook, Twitter or other websites after visiting our website. For this to happen we, and our third-party vendors, use cookies to inform, optimise and serve ads based on your past visits to our website.

You can customise your settings or opt-out of all advertising cookies within the Oak Privacy Center.

Facebook

You can learn more about this type of advertising by visiting this page on Facebook. You can opt-out from Facebook’s interest-based ads by following these instructions on Facebook.

Twitter

You can learn more about this type of advertising and opt-out from Twitter’s personalised ads by visiting this page on Twitter.

Google

You can learn more about this type of advertising, update your settings and opt-out from Google’s personalised ads by visiting this page on Google.

What is our legal basis for processing your personal information?

We will not sell or rent your personal information or use or share your personal information for marketing purposes (other than to send you our e-newsletter, with your consent).

We may need to use or disclose your personal information in order to comply with our legal obligations.

We may occasionally seek your consent to allow us to process your personal information – for example, for surveys, job applications or opting in to email updates. Generally, however, we need to collect and process your personal information, to the limited extent described in this privacy notice, so that we can pursue our legitimate interests in:

  • delivering our programme of video lessons, including administering, managing and improving the programme, deriving insights from the programme for the educational sector and resolving any related legal issues that may arise; and
  • (if you submit information to our website or send us information by email or other electronic means) communicating with you, responding to your enquiries and managing our relationship with you, all as part of delivering and improving that programme.

With whom do we share your personal information?

Your personal information may be shared with third party service providers who host and process your information on our behalf in order to support our programme.

We share aggregated information about the use of our website with partners but this does not involve disclosure of information from which you could be identified.

We may also need to disclose your personal information in order to protect our legal rights and comply with our legal obligations.

How we store your information

Security

We are committed to doing all that we can to keep your personal information secure. We also make sure that any third parties that process your information on our behalf keep your personal information secure. We use encrypted drives to store information; we limit access to only those who need access; we keep a record of data access and modification for records on our systems; we manage and restrict all devices which have access to Oak systems or services.

Where we store your information

Oak uses a range of services to ensure it can deliver fast and reliable video streaming to all its users. The majority of Oak’s technology is based within the European Economic Area and is fully compliant with the EU GDPR laws. However, some of the services we use are based outside the UK and the European Economic Area. We only use these services where we are satisfied with their levels of security. Keep in mind that when you give us personal information it could be being transferred, stored or processed in a location outside the UK and the EEA.

How long do we keep your personal information?

We will delete your personal information when we no longer need it in order to manage and deliver, or as a record of, our programme or (where relevant) our relationship with you. In particular, unless we need to keep information for longer because (for example) a dispute arises:

  • information about your visits to our website will be held for up to 5 years after the start of each session
  • email newsletter subscription information will be held until you cease to subscribe, or the email newsletter is no longer published, and then for 5 years and then deleted
  • we retain emails and other electronic communications for 5 years after they are sent or received, and then delete them

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.

Please contact us at [email protected] if you wish to make a request.

Further information about these rights is available at https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

You also have the right to lodge a complaint with the office of the UK Information Commissioner – see https://ico.org.uk/make-a-complaint/