Privacy Notice

Speakers for Schools is a charitable incorporated organisation (Company number CE000004 and a registered charity in England and Wales no 1150411 and Scotland SC046586) and we are a Data Controller in respect of your personal data. We are registered with the Information Commissioner’s Office and our registration number is ZA845395. Our principal address is Speakers for Schools, St Helens, Third Floor, 1 Undershaft, London EC3P 3DQ. We have appointed a Data Protection Officer who is responsible for managing Data Protection at Speakers for Schools and for ensuring that we comply with our legal obligations relating to personal information. Our DPO can be contacted at dpo@speakersforschools.org.

Personal data (or personal information) is any information about a living individual from which that person can be identified, directly or indirectly. Personal data does not include data where an individual cannot be identified from it. This is called anonymous/aggregated data. The personal data we collect about you will vary depending on how you use our services and website which we use to fulfil our relationship with you and provide the best possible service. We collect your personal information:

• directly from you when you provide it to us (e.g., when you sign up to use our services, make enquiries, or enter a competition, promotion or survey);
• from publicly-available sources;
• automatically as you navigate through our website; and
• from third parties (e.g., if you are a young person, we may receive information about you from your school/college/parent/guardian for you to sign up to our services).

We provide services for young people from the age of 12 and above. Where a young person is under the age of 13 or does not have capacity, we require agreement from the parent or guardian to process their personal data. Our child friendly privacy notice can be located on request. We may collect, use, retain and transfer the following personal data:

Service User (young person):

This section applies to you if you sign up to one of SFS’ services, either on your own or through your school/college.

What we may collect…	Why	Legal Basis
Name; date of birth; gender; email address; phone number; contact address; contact phone number (as applicable), school/college attended.	If you sign up to use our services, either on your own or through your school/college, to inform you about the service.	Processing for the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programmes and online services (Article 6(1)(f).
	To inform you about our services and other Speakers for School related services.	Consent if you are over the age of 13 (Article 6(1)(a). Consent from a parent/guardian/carer if you are under the age of 13 (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
	For events. We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event.	We are processing this information about you for these purposes because it is in our legitimate interests to administer our events (Article 6(1)(f). We will also contact you about future events you might be interested in if you have given your consent to this (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
	For the purpose of protecting you or others; in emergency medical circumstances, the charity will have to release information to protect your interests or the interests of others.	Vital Interest (Article 6(1)(d).
Eligibility for free school/college meals; information about whether you are in local educational authority care.	For the purposes of demonstrating our commitment to social responsibility, equality and mobility.	This is in compliance with our overall legal obligations in respect of social responsibility and equality (Article 6(1)(c) & social protection law (Article 9(2)(b).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, testing systems, research, and learning analytics.	While we will where possible use aggregated data, however in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Data relating to health or disabilities if provided by you.	We require this information to ensure you receive reasonable adjustments (if required) when accessing our services.	This is provided voluntarily and is processed in accordance with our contract with you (Article 6(1)(b) and for health purposes (Article 9(2)(h).
Data relating to race or ethnic origin.	On specific occasions, the charity will only process this data if you provide this. We are all about inclusion, so we will use this information to ensure we are advancing social mobility across the UK.	This is in compliance with our overall legal obligation in respect of social responsibility and equality (Article 6(1)(c) & social protection law Article 9(2)(b).
Publicity photographs and/or video/digital images.	To promote the work of the charity.	Consent if you are over the age of 13 (Article 6(1)(a). Consent from a parent/guardian/carer if you are under the age of 13 (Article 6(1)(a).
Emergency contact details.	To allow us to inform your contacts if you have taken ill or have an accident whilst using our services.	Vital interests (Article 6(1)(d).

Parent/Guardian/Carer:

This section applies to you if you are the parent, guardian or carer of a young person under the age of 13 or without capacity, using SFS’ services and you provide us with any of the personal data outlined below.

What we may collect…	Why	Legal Basis
Name; date of birth; gender; email address; phone number; contact address; contact phone number (as applicable), school/college attended.	If you sign up for a young person to use our services, to inform you about the service.	Processing for the performance of our contract with the young person (Article 6(1)(b).
	Emergency contact details.	Vital interests (Article 6(1)(d).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Correspondence to and from you (electronic or otherwise) (this excludes marketing communications).	To keep records.	Our legitimate interests in communication with you and responding to your queries (Article 6(1)(f).

Teacher/Educator:

This section applies to you if you sign up to SFS on behalf of your school/college to access the Speakers for Schools programmes for the young people in your school/college.

What we may collect…	Why	Legal Basis
Name; username (or similar identifier); title; gender; school/college details; work email address; work phone number; mobile phone number; and occupation/employment information.	If you sign up on behalf of your school/college to use our services and to verify your eligibility for access to the Speakers for Schools programmes. To inform you of the services you have signed up for.	Processing for the performance of our contract with you and your school/college (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programmes and online services (Article 6(1)(f).
	To inform you about other Speakers for Schools related services.	Consent (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
	For events. We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event.	We are processing this information about you for these purposes because it is in our legitimate interests to administer our events (Article 6(1)(f). We will also contact you about future events you might be interested in if you have given your consent to this (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, research, and learning analytics.	While we will where possible use aggregated data, in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Information confirming that you have read and understood our policies and procedures.	To confirm that you have read and understood our policies and procedures.	As part of the performance of our contract with you (Article 6(1)(b).
Publicity photographs and/or video/digital images.	To promote the work of the charity.	Consent (Article 6(1)(a).

Speaker/ Guest Speaker:

This section applies to you if you apply to, and/or if you agree to be a speaker on any of our programmes.

What we may collect…	Why	Legal Basis
Name; title; contact address; email address; contact phone number; company name; photo; biography; link to social media profiles; office/PA contact details (email and mobile) and occupation/employment information.	If you apply to be a speaker/ guest speaker or agree to be a speaker/ guest speaker.	As part of the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programme and online services (Article 6(1)(f).
	To keep you up to date with news about our work, events, products, and ways of supporting Speakers for Schools.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
Data relating to race or ethnic origin if you apply/agree to be an Inspiration speaker.	On specific occasions, the charity will only process this data if you provide this. We are all about inclusion, so we will use this information to ensure we are advancing social mobility across the UK.	This is in compliance with our overall legal obligation in respect of social responsibility and equality (Article 6(1)(c) & social protection law Article 9(2)(b).
Data relating to health or disabilities if provided by you and you apply/agree to be an Inspiration speaker.	We require this information to ensure you receive reasonable adjustments (if required) when assisting us with the Inspiration programme.	This is provided voluntarily and is processed in accordance with our contract with you (Article 6(1)(b) and for health purposes (Article 9(2)(h).
Social media identifiers; image.	If you apply to be an Inspiration speaker or agree to be an Inspiration speaker.	Consent (Article 6(1)(a).
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, research, and learning analytics.	While we will where possible use aggregated data, however in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Information confirming that you have read and understood our policies and procedures.	To confirm that you have read and understood our policies and procedures.	As part of the performance of our contract with you (Article 6(1)(b).
Publicity photographs and/or video/digital images.	This depends on your relationship with us, but will generally be to promote your work and/or the work of the charity.	Consent (Article 6(1)(a).

Work Experience Employer:

This section applies to you if you provide opportunities for young persons.

What we may collect…	Why	Legal Basis
Your name; gender; profile name; job title; company name; contact address; email address; contact numbers; company website; company logo.	If you sign up on behalf of your company to use our services.	As part of the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website, programme and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programme and online services (Article 6(1)(f).

Contractor/Supplier:

This applies to you if you perform services for the SFS Group as an independent contractor, supplier or vendor.

What we may collect…	Why	Legal Basis
Your name; gender; profile name; company name; contact address; email address; and contact numbers.	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Bank Details	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Unique Taxpayer Reference (UTR) Company Registration Number (CRN)	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Know your Customer (KYC) checks and information including a copy of your passport (if a contractor).	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).

Donor:

This section applies to you if you make a donation to SFS.

What we may collect…	Why	Legal Basis
Name; gender; email address; contact address; contact number.	If you signed up for Gift Aid, we are required to obtain your name and postal address.	It is a legal requirement for this process (Article 6(1)(c) and also forms part of our contract to accept your donation (Article 6(1)(b).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Financial information, such as bank name, sort code and account number.	To enable us to accept your donation.	As part of the performance of our contract with you (Article 6(1)(b).

Enquiry maker:

This section applies to you if you submit a general query or a data subject rights request to SFS.

What we may collect…	Why	Legal Basis
Name; gender; username (or similar); title; contact address; email address; contact phone number; and company name (where applicable).	If you make a general business enquiry, to enable us to respond to it.	Our legitimate interests in responding to your queries (Article 6(1)(f).
	To enable us to respond to requests, complaints and enquiries made under Data Protection legislation.	Our legal obligation to comply with such requests (Article 6(1)(c).

The above table is non exhaustive but gives you an indication of the data we collect and our legal basis for processing. We also collect, use and share anonymous/aggregated data such as statistical or demographic data. For example, we may aggregate your website usage data to calculate the percentage of users accessing a specific website feature. Additionally we will process personal data for any individuals where we are instructed to do so by law or to comply with any legal obligation upon us.

If you are contractor We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Communicate with staff
• Maintain log of contractor work
• Manage staff pensions
• Manage staff payroll
• Staff training and development
• Manage staff absense and holidays
• Manage staff health and safety
• Manage staff disputes
• Manage staff benefits
• Recruitment

We may process your personal information in order to comply with legal obligations to which we are subject. This includes the following purposes:

• Complying with legal obligations

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Ensuring security of IT systems

If you are donor

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Collecting funds

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Manage user disputes

With your consent, we may process your personal data for the following purposes:

• Providing info on offers, products and services
• Deliver marketing messages

If you are employee

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Manage staff expenses

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Providing support

With your consent, we may process your personal data for the following purposes:

• Background checks processing

If you are employer

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Payments processing
• Onboarding employers

If you are parent

With your consent, we may process your personal data for the following purposes:

• Publishing user content

If you are prospect

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Pitching our products and services
• Providing support

If you are speaker

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Manage speaker programme

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Maintain speaker log
• Providing support

If you are teacher

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Run work experience programme
• Manage speaker programme
• Host user accounts
• Onboarding teachers
• Provide access to our portal

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Providing support

With your consent, we may process your personal data for the following purposes:

• Accessing MIS information

If you are visitor

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Maintain CRM records

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Track user analytics
• Answer user queries
• Ensuring physical security of premises

If you are young person

We may process your personal information in order to fulfil our contract with you and to provide you with our services. This includes the following purposes:

• Data processing and reporting
• Onboarding young person

We may process your personal data where necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. In order to reconcile our legitimate interests with your rights, we have introduced appropriate control mechanisms. On this basis, we process your data for the following purposes:

• Provide our website
• Providing support

With your consent, we may process your personal data for the following purposes:

• Providing info on offers, products and services
• Deliver marketing messages

We use appropriate security measures to protect the security of your personal information both online and offline. These measures vary based on the sensitivity of the personal information we collect, process and store and the current state of technology. We also take measures to ensure service providers that process personal data on our behalf also have appropriate security controls in place.

We retain your personal data for as long as reasonably necessary to fulfil the purposes it was collected for and to enable us to comply with our legal obligations, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of personal data information are available in our retention policy, which is available upon request.

Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted service providers that may process from outside of the EEA. Where these transfers and any other transfers that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place. Any such transfers are currently done using either a transfer to a country with an adequacy ruling, or if a third country, using the UK International Data Transfer Agreement (IDTA), the European Commission Standard Contractual Terms (SCC’s), the UK ICO Standard Contractual Clauses Addendum and the relevant transfer impact assessments and/or transfer risk assessments. Should the international data transfer requirements change, we will review the obligations and amend this notice as appropriate. More information can be obtained by contacting our Data Protection Officer.

We may use technologies that are considered automated decision making or profiling. We will not make any automated decisions about you that would significantly affect you unless such a decision is necessary for entering into, or the performance of, a contract with you, we have obtained your consent, or we are required by applicable law to use such technology. You will find information on your right to object to this processing of your data below under Your rights as a data subject.

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• if you want us to establish the data's accuracy;
• where our use of the data is unlawful but you do not want us to erase it;
• where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent or on another lawful basis. If you wish to exercise any of the rights set out above, please contact us

Speakers for Schools Group Privacy Notice

Speakers for Schools ( “Us”, “We”, and “Our”) are committed to protecting and respecting your privacy. We don't hide behind small print because we understand how important your privacy is to you. That's why we share everything you need to know about what we do with your personal information (or “personal data”). We also make it simple for you to tell us what you want us to do with your personal data. We aim to be transparent and fair in all aspects of how we collect, manage and account for your personal data. We take the privacy and security of your personal information very seriously. We are committed to complying with our legal obligations under Data Protection legislation (the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR)) and any updated legislation. This Privacy Policy explains what types of personal information we collect about you, what we do with that personal information, the legal basis for our processing of your personal information, what rights you have in relation to your personal information and how you can exercise those rights. It also explains how we keep your personal information safe and secure. For the purpose of this Privacy Notice the meaning of school/college refers to state funded education establishments across the UK (School (11-19), School (11-16), UTC (14-19), FE/Sixth Form College, Special School, PRU, ITP).

Who we are

Speakers for Schools is a charitable incorporated organisation (Company number CE000004 and a registered charity in England and Wales no 1150411 and Scotland SC046586) and we are a Data Controller in respect of your personal data. We are registered with the Information Commissioner’s Office and our registration number is ZA845395. Our principal address is Speakers for Schools, St Helens, Third Floor, 1 Undershaft, London EC3P 3DQ. We have appointed a Data Protection Officer who is responsible for managing Data Protection at Speakers for Schools and for ensuring that we comply with our legal obligations relating to personal information. Our DPO can be contacted at dpo@speakersforschools.org.

Your Privacy

This privacy notice for Speakers for Schools aims to give you information on how we collect, process, and retain your personal data through your use of our services and all related websites, applications and online services and tools where this policy is referenced, regardless of how you access or use them, including mobile devices and our online communications with you. We may update this privacy notice from time to time and this. When we do, we will update our website and confirm the new date of the notice and also notify you of significant changes.

1. Information we collect about you

Personal data (or personal information) is any information about a living individual from which that person can be identified, directly or indirectly. Personal data does not include data where an individual cannot be identified from it. This is called anonymous/aggregated data. The personal data we collect about you will vary depending on how you use our services and website which we use to fulfil our relationship with you and provide the best possible service. We collect your personal information:

• directly from you when you provide it to us (e.g., when you sign up to use our services, make enquiries, or enter a competition, promotion or survey);
• from publicly-available sources;
• automatically as you navigate through our website; and
• from third parties (e.g., if you are a young person, we may receive information about you from your school/college/parent/guardian for you to sign up to our services).

We provide services for young people from the age of 12 and above. Where a young person is under the age of 13 or does not have capacity, we require agreement from the parent or guardian to process their personal data. Our child friendly privacy notice can be located on request. We may collect, use, retain and transfer the following personal data:

Service User (young person):

This section applies to you if you sign up to one of SFS’ services, either on your own or through your school/college.

What we may collect…	Why	Legal Basis
Name; date of birth; gender; email address; phone number; contact address; contact phone number (as applicable), school/college attended.	If you sign up to use our services, either on your own or through your school/college, to inform you about the service.	Processing for the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programmes and online services (Article 6(1)(f).
	To inform you about our services and other Speakers for School related services.	Consent if you are over the age of 13 (Article 6(1)(a). Consent from a parent/guardian/carer if you are under the age of 13 (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
	For events. We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event.	We are processing this information about you for these purposes because it is in our legitimate interests to administer our events (Article 6(1)(f). We will also contact you about future events you might be interested in if you have given your consent to this (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
	For the purpose of protecting you or others; in emergency medical circumstances, the charity will have to release information to protect your interests or the interests of others.	Vital Interest (Article 6(1)(d).
Eligibility for free school/college meals; information about whether you are in local educational authority care.	For the purposes of demonstrating our commitment to social responsibility, equality and mobility.	This is in compliance with our overall legal obligations in respect of social responsibility and equality (Article 6(1)(c) & social protection law (Article 9(2)(b).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, testing systems, research, and learning analytics.	While we will where possible use aggregated data, however in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Data relating to health or disabilities if provided by you.	We require this information to ensure you receive reasonable adjustments (if required) when accessing our services.	This is provided voluntarily and is processed in accordance with our contract with you (Article 6(1)(b) and for health purposes (Article 9(2)(h).
Data relating to race or ethnic origin.	On specific occasions, the charity will only process this data if you provide this. We are all about inclusion, so we will use this information to ensure we are advancing social mobility across the UK.	This is in compliance with our overall legal obligation in respect of social responsibility and equality (Article 6(1)(c) & social protection law Article 9(2)(b).
Publicity photographs and/or video/digital images.	To promote the work of the charity.	Consent if you are over the age of 13 (Article 6(1)(a). Consent from a parent/guardian/carer if you are under the age of 13 (Article 6(1)(a).
Emergency contact details.	To allow us to inform your contacts if you have taken ill or have an accident whilst using our services.	Vital interests (Article 6(1)(d).

Parent/Guardian/Carer:

This section applies to you if you are the parent, guardian or carer of a young person under the age of 13 or without capacity, using SFS’ services and you provide us with any of the personal data outlined below.

What we may collect…	Why	Legal Basis
Name; date of birth; gender; email address; phone number; contact address; contact phone number (as applicable), school/college attended.	If you sign up for a young person to use our services, to inform you about the service.	Processing for the performance of our contract with the young person (Article 6(1)(b).
	Emergency contact details.	Vital interests (Article 6(1)(d).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Correspondence to and from you (electronic or otherwise) (this excludes marketing communications).	To keep records.	Our legitimate interests in communication with you and responding to your queries (Article 6(1)(f).

Teacher/Educator:

This section applies to you if you sign up to SFS on behalf of your school/college to access the Speakers for Schools programmes for the young people in your school/college.

What we may collect…	Why	Legal Basis
Name; username (or similar identifier); title; gender; school/college details; work email address; work phone number; mobile phone number; and occupation/employment information.	If you sign up on behalf of your school/college to use our services and to verify your eligibility for access to the Speakers for Schools programmes. To inform you of the services you have signed up for.	Processing for the performance of our contract with you and your school/college (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programmes and online services (Article 6(1)(f).
	To inform you about other Speakers for Schools related services.	Consent (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
	For events. We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event.	We are processing this information about you for these purposes because it is in our legitimate interests to administer our events (Article 6(1)(f). We will also contact you about future events you might be interested in if you have given your consent to this (Article 6(1)(a). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, research, and learning analytics.	While we will where possible use aggregated data, in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Information confirming that you have read and understood our policies and procedures.	To confirm that you have read and understood our policies and procedures.	As part of the performance of our contract with you (Article 6(1)(b).
Publicity photographs and/or video/digital images.	To promote the work of the charity.	Consent (Article 6(1)(a).

Speaker/ Guest Speaker:

This section applies to you if you apply to, and/or if you agree to be a speaker on any of our programmes.

What we may collect…	Why	Legal Basis
Name; title; contact address; email address; contact phone number; company name; photo; biography; link to social media profiles; office/PA contact details (email and mobile) and occupation/employment information.	If you apply to be a speaker/ guest speaker or agree to be a speaker/ guest speaker.	As part of the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website and services for example, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programme and online services (Article 6(1)(f).
	To keep you up to date with news about our work, events, products, and ways of supporting Speakers for Schools.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these mailings at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org
Data relating to race or ethnic origin if you apply/agree to be an Inspiration speaker.	On specific occasions, the charity will only process this data if you provide this. We are all about inclusion, so we will use this information to ensure we are advancing social mobility across the UK.	This is in compliance with our overall legal obligation in respect of social responsibility and equality (Article 6(1)(c) & social protection law Article 9(2)(b).
Data relating to health or disabilities if provided by you and you apply/agree to be an Inspiration speaker.	We require this information to ensure you receive reasonable adjustments (if required) when assisting us with the Inspiration programme.	This is provided voluntarily and is processed in accordance with our contract with you (Article 6(1)(b) and for health purposes (Article 9(2)(h).
Social media identifiers; image.	If you apply to be an Inspiration speaker or agree to be an Inspiration speaker.	Consent (Article 6(1)(a).
Data on your usage, engagement, and service utilisation in order to: understand your relationship with Speakers for Schools; support programme quality assurance; enhance the quality of our services and facilities; and enhance our systems and support services.	For management information, research, and learning analytics.	While we will where possible use aggregated data, however in some cases we will use personal data where there is a legitimate interest in doing so (Article 6(1)(f).
Information confirming that you have read and understood our policies and procedures.	To confirm that you have read and understood our policies and procedures.	As part of the performance of our contract with you (Article 6(1)(b).
Publicity photographs and/or video/digital images.	This depends on your relationship with us, but will generally be to promote your work and/or the work of the charity.	Consent (Article 6(1)(a).

Work Experience Employer:

This section applies to you if you provide opportunities for young persons.

What we may collect…	Why	Legal Basis
Your name; gender; profile name; job title; company name; contact address; email address; contact numbers; company website; company logo.	If you sign up on behalf of your company to use our services.	As part of the performance of our contract with you (Article 6(1)(b).
	Obtain feedback on your experience of using our website, programme and services for example when you report content via our platform, send us emails, or reply to surveys about the impact of our service.	Our legitimate interest in assessing the effectiveness of our website, programme and online services (Article 6(1)(f).

Contractor/Supplier:

This applies to you if you perform services for the SFS Group as an independent contractor, supplier or vendor.

What we may collect…	Why	Legal Basis
Your name; gender; profile name; company name; contact address; email address; and contact numbers.	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Bank Details	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Unique Taxpayer Reference (UTR) Company Registration Number (CRN)	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).
Know your Customer (KYC) checks and information including a copy of your passport (if a contractor).	To enable us to make payments, send remittances, answer queries etc., and fulfil our relationship with you as a supplier.	As part of the performance of our contract with you (Article 6(1)(b).

Donor:

This section applies to you if you make a donation to SFS.

What we may collect…	Why	Legal Basis
Name; gender; email address; contact address; contact number.	If you signed up for Gift Aid, we are required to obtain your name and postal address.	It is a legal requirement for this process (Article 6(1)(c) and also forms part of our contract to accept your donation (Article 6(1)(b).
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.	To send you marketing communications.	Consent (Article 6(1)(a) and legitimate interest where we are informing you of similar services (Article 6(1)(f). You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or by emailing DPO@speakersforschools.org.
Financial information, such as bank name, sort code and account number.	To enable us to accept your donation.	As part of the performance of our contract with you (Article 6(1)(b).

Enquiry maker:

This section applies to you if you submit a general query or a data subject rights request to SFS.

What we may collect…	Why	Legal Basis
Name; gender; username (or similar); title; contact address; email address; contact phone number; and company name (where applicable).	If you make a general business enquiry, to enable us to respond to it.	Our legitimate interests in responding to your queries (Article 6(1)(f).
	To enable us to respond to requests, complaints and enquiries made under Data Protection legislation.	Our legal obligation to comply with such requests (Article 6(1)(c).

The above table is non exhaustive but gives you an indication of the data we collect and our legal basis for processing. We also collect, use and share anonymous/aggregated data such as statistical or demographic data. For example, we may aggregate your website usage data to calculate the percentage of users accessing a specific website feature. Additionally we will process personal data for any individuals where we are instructed to do so by law or to comply with any legal obligation upon us.

2. How long we keep your information

We retain your personal data for as long as reasonably necessary to fulfil the purposes it was collected for and to enable us to comply with our legal obligations, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of personal data information are available in our retention policy, which is available upon request. 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 personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. After you terminate using our services, we will delete all personal data that directly identifies you in accordance with our retention schedule, unless we are required to maintain your data in compliance with a legal obligation. We may also use aggregated data for statistical purposes.

3. International Data Transfers

Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted service providers that may process from outside of the EEA. Where these transfers and any other transfers that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place. Any such transfers are currently done using either a transfer to a country with an adequacy ruling, or if a third country, using the UK International Data Transfer Agreement (IDTA), the European Commission Standard Contractual Terms (SCC’s), the UK ICO Standard Contractual Clauses Addendum and the relevant transfer impact assessments and/or transfer risk assessments. Should the international data transfer requirements change, we will review the obligations and amend this notice as appropriate. More information can be obtained by contacting our Data Protection Officer.

4. Who do we share your information with?

All data subjects: We will share data within Speakers for Schools where necessary and appropriate and the sharing will be strictly limited to those with a need to know in order to process your data. We outsource certain business functions to our trusted third-party processors (such as IT support, HR providers, financial services providers etc.,) to process your personal data on our behalf. We have detailed contracts in place with our third-party providers which oblige them to fully comply with Data Protection legislation to the same high standard that we do. Third-party service providers (data processors) are not allowed to use your personal data for any other purposes than those instructed by Speakers for Schools as the data controller. A list of our third-party providers can be provided on request from our DPO. We also share personal data where necessary with organisations for the purposes of detecting and preventing fraud or other criminal conduct and/or in order to comply with our legal obligations.

5. Third party web sites and applications

The Speakers for Schools websites may include links to third-party advertisers, affiliates, websites, plug-ins and applications. Clicking on links third-party websites, content or applications may allow those third parties to collect or share data about you. We do not control and are not responsible or liable for those third-party websites or content and are not responsible for their privacy statements, notices or policies or the way in which they collect or use your data. Please check these policies before you submit any personal data to these websites. Computer cookies are small text files that a website transfers to your computer. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to Speakers for Schools. Using cookies helps us to make our website easier for you to use and helps us to give you a more personalised web experience, such as enabling us to present information about products and promotions, which we believe will be of more interest to you. Further information regarding our use of cookies can be found in our cookie policy.

6. How do we protect your personal data?

We take the security of your personal data very seriously. We use appropriate security measures to protect your personal data from unauthorised access, disclosure, alteration or loss. All personal information you provide to us, which we store electronically, is stored on our private, secure network of computers. Access to our IT systems is controlled and password protected. Our IT provider regularly monitors our computer and network systems for possible vulnerabilities and attacks and uses state of the art firewalls and anti-virus software, which is regularly updated. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Website, you are responsible for keeping that password confidential. We ask you not to share a password with anyone.

7. Your rights

Personal Information is just that - it's personal, and it's yours. So, we want to make sure that it's easy for you to take control of it and exercise your legal rights. If you would like to exercise any of your legal rights in relation to the personal data we hold about you, you can submit a request through our DPO. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. Your rights in connection with personal information Under certain circumstances, by law you have the right to:

• Right to be informed by the provision of a privacy notice when your personal information is processed.
• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request rectification of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.
• Right to object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you.
• Request the transfer of your personal information to another party.
• Automated decision making, including profiling We do not envisage we will utilise any automated decision-making technology, however, should this change we will inform you.

Generally you will not have to pay a fee to exercise any of your legal rights. However, we are entitled to charge a reasonable fee if any request is clearly unfounded, repetitive or excessive. We can also refuse to comply with an unfounded or excessive request. We may need to request information from you to confirm your identity, in order to make sure that personal data is not disclosed to someone who is not entitled to have it. We may also need to ask you for additional information to help us respond to your request. If you make a rights request, we'll confirm that we have received your request and let you know if we need anything else from you. We must fulfil your request within one month unless the request is particularly complex or we receive multiple requests from you. In these cases, we may extend the time period by up to two months, however we will only do this when we absolutely have to and will always let you know.

8. Complaints

We have appointed a Data Protection Officer who is responsible for overseeing how we treat your personal information. If you have any questions about this privacy notice, please contact our Data Protection Officer using the details set out below: Name: DPO Email address: dpo@speakersforschools.org If you are unhappy with the way we have processed your personal data, please get in touch and we will do our best to help you. This does not affect your right to complain to the Information Commissioner’s Office (ICO), however it is worth noting the ICO expects individuals to exhaust the internal complaints processes before reaching out to them. The ICO can be contacted at www.ico.org.uk.

9. Version control

We retain the right to modify this privacy notice at any time of our choosing. To keep up to date with the latest version of the privacy notice, please regularly visit this page. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.      

Revision History
No	Details	Date	Author
V1	Initial draft
V2	Review and revisions	20/04/23	DPO