The event organiser, Marleigh Primary PTFA, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
Marleigh Primary Academy PTFA Privacy policy
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities if you have a complaint.
This privacy policy does not apply to any third-party websites that may have links to our own website or social media channels.
Who are we and what do we do?
Marleigh Primary Academy PTFA’s purpose is to foster a strong sense of community between parents, teachers, and the wider school environment.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
Our services and website, and social media channels are not aimed specifically at children. If you are a child and you want further information about how we might use your data, please contact us (see ‘How to contact us’ below).
Key terms
Key terms used in this policy:
We, us, our
- Marleigh Primary Academy PTFA
Personal data
- Any information relating to an identified or identifiable individual
Special category personal data
- Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership
- Health information
- Biometric data (where used for identification purposes)
- Data concerning health, sex life or sexual orientation
- Safeguarding data
- Criminal convictions or offenses
Data subject
- The individual who the personal data relates to
Personal data we may collect about you
We may collect, store, and use the following personal data about you:
• your name and contact information, including email address and telephone number
• your address
• Information to verify your identity
• Your gender
• Your location data
• Your responses to surveys
• Your child’s year group at Marleigh Primary Academy
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
How your personal data is collected
We collect most of the above directly information from you. However, we may also collect information:
• directly from a third-party, e.g. Marleigh Primary Academy
How and why we use personal data
Under data protection law, we can only use your personal data if we have a valid reason, eg:
• If your consent is required, we will request it separately from this privacy policy. You also have the right to withdraw your consent at any time;
• to comply with our legal and regulatory obligations;
• for our legitimate interests or those of a third party.
A legitimate interest means we have a valid reason to use your personal data as part of our purpose, provided it does not override your rights and interests. You have the right to object to processing based on legitimate interests. If you do, we must stop processing your data unless we can demonstrate compelling legitimate grounds that outweigh your rights and interests, or if the processing is necessary to establish, exercise, or defend legal claims.
What we use your personal data for
Communication
- To inform members about meetings, decisions, or activities.
- To send newsletters, updates, or event invitations.
- To speak with you regarding volunteering opportunities.
Membership Management
- To maintain a register of PTA members.
- To manage volunteer lists and roles.
Event Planning and Management
- To organise events, such as school fairs, fundraisers, or parent workshops.
- To coordinate participation, such as signing up for stalls, activities, or committees.
Fundraising
- To keep records of donations and contributions.
- To issue thank-you notes or receipts.
Feedback and Surveys
- To gather opinions or suggestions from parents and guardians about school initiatives or PTA activities.
Legal and Compliance
- To ensure compliance with data protection laws.
- To fulfil legal obligations, such as maintaining financial records for audits.
Health and Safety
- To manage emergency contact details during events.
- To record dietary or medical requirements for event participants.
Coordination with the School
- To share relevant information with the school for joint initiatives (e.g., fundraising events or improvement projects).
Where we process special category personal data (see above ‘Key terms’), we will also ensure we are permitted to do so under data protection laws:
• we have your explicit consent;
• the processing is necessary to protect your (or someone else’s) vital interests where you are
physically or legally incapable of giving consent;
• the processing is necessary to establish, exercise or defend legal claims; or
• the processing is necessary for reasons of substantial public interest.
Who we share your personal data with
We may share personal data with:
• Marleigh Primary Academy
• third party suppliers who are helping us with events
• third parties approved by you, eg social media sites you choose to link your account to or third party payment providers;
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We will ensure all outsourcing providers operate under service agreements that are consistent with our legal obligations.
We or the third parties mentioned above may occasionally also share personal data with:
• law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
Where your personal data is held
We may store personal data in the following locations:
• Personal data may be held at Marleigh Primary Academy premises (see ‘Who we share your personal data with’)
• Paper Records: Forms, sign-up sheets, and printed documents securely stored.
• Electronic Files: Digital documents or spreadsheets on secure devices.
• Cloud Storage: Platforms like Google Drive, OneDrive, or Dropbox.
• Communication Tools: Email accounts, messaging apps (e.g., WhatsApp), or mailing lists.
• Event and Payment Platforms: Systems used for event registration, ticket sales, or fundraising.
• School Systems: Shared data for joint activities with the school.
• Social Media: PTA-managed accounts (e.g., Facebook or Instagram).
How long your personal data will be kept
We only keep personal data for as long as it is necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data:
• Membership Data: Retained for the duration of membership and up to one academic year after it ends, unless required for legal or audit purposes.
• Event Records: Data collected for specific events (e.g., registrations or dietary requirements) will be deleted shortly after the event concludes, typically within four weeks.
• Financial Records: Kept for six to comply with legal or tax obligations.
Your rights
You have the following rights, which you can exercise free of charge:
Access
- The right to be provided with a copy of your personal data
Rectification
-The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)
- The right to require us to delete your personal data—in certain situations
Restriction of processing
The right to require us to restrict processing of your personal data—in certain situations, eg if you contest the accuracy of the data
Data portability
- The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object
- The right to object:
- at any time to your personal data being processed for direct marketing(including profiling);
- in certain other situations to our continued processing of your personaldata, eg processing carried out for our legitimate interests unless wedemonstrate compelling legitimate grounds for the processing which overrideyour interests or for establishing, exercising or defending legal claims
Not to be subject to automated individual decision making
- The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
The right to withdraw consent
- If you have provided us with a consent to use your personal data you have a right to withdraw that consent at any time
You may withdraw consents by emailing ptfa@marleighprimary.org
Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn
If you would like to exercise any of those rights, please:
• Email us —see below: ‘How to contact us’; and
• provide enough information to identify yourself (eg your full name) and any additional identity information we may reasonably request from you;
• let us know what right you want to exercise and the information to which your request relates.
Keeping your personal data secure
Personal data is only accessible to individuals with a genuine need, who process it in an authorized manner and are bound by a duty of confidentiality.
How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator)[ and/or the relevant supervisory authority in your jurisdiction]. [For more information, please see our data protection complaints policy OR Please contact us if you would like further information].
Changes to this privacy policy
This privacy policy was published on 15 November 2024 and last updated on 15 November 2024. We may change this privacy policy from time to time. When we do, we will publish the updated version and ask for your consent to the changes if legally required.
Updating your personal data
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, eg your surname or phone number—see below ‘How to contact us’.
How to contact us
You can contact the PFTA committee by email if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our email address is: ptfa@marleighprimary.org