1 Contents

2 Introduction

3 Security

4 Data we hold

4.1. Purpose

4.1.1. Why do we process data?

4.1.2. What data is processed?

4.1.3. How long do we hold data for?

4.2 Business contacts

4.2.1 Why do we process data?

4.2.2 What data do we hold?

4.2.3 How long do we hold data for? 

4.3 Our employees

4.3.1 Applicants

4.4 Suppliers 

4.4.1 Why do we process data?

4.4.2 What data do we hold?

4.4.3 How long do we hold data for?

5 Website users 

6 Sharing personal data 

7 Locations of processing 

8 Individuals’ rights 

9 Complaints 

10 Data controller and contact information 

11 Changes to our privacy policy 

2 Introduction

NACE (“we”, “us”, or “our”) is committed to protecting and respecting the personal data we hold. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, by individuals themselves or by others. We may use personal data provided to us for the purposes described in this privacy statement or as made clear before collecting personal data.

Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data. 

We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

The personal data provided to us is provided either directly from the individual concerned, from a third party acting on behalf of an individual, or from industry available sources (such as Schools Mailing).

Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy statement.

3 Security

We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security. 

We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

All information you provide to us is stored on our secure servers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

4 Data we hold

4.1 Purpose

We provide services to both individuals and organisations. The exact data held will depend on the services to be provided.

Where we engage with individuals, we may collect and process personal data to satisfy a contractual or operational obligation. We request that individuals only provide the personal data required for us to fulfil our contractual or operational obligation.

4.1.1 Why do we process data?

Where data is collected for professional services, it is used for the following purposes:
  • Providing services to individuals and organisations. Data is processed in accordance with the purpose for which we have collected it; this may sometimes be further clarified in written documentation supplied before data processing. We provide a range of services, including consultancy, events and school accreditation.   
  • Individual needs. When communicating with and assessing the needs of our clients, personal data may be processed in order to ensure that clients’ needs are appropriately satisfied. This may include assessing whether services provided to our clients are appropriate. 
  • Administration. In order to manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing client relationships, hosting events, and maintaining internal operating processes.
  • Regulatory. We may on occasion be required to collect and process personal data in order to fulfil regulatory, legal or ethical requirements. This may include (but is not limited to) the verification of individuals’ identities.

4.1.2 What data is processed?

The data that is processed is dependent on the service being provided and on the recipient of this service. Personal data processed by NACE may include contact details, photographs, videos and any other specifically relevant data.

4.1.3 How long do we hold data for?

We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected. There may also be occasions which will require data to be kept for longer; this will typically be for legal purposes. 

We will retain membership data for two years after the membership has lapsed. 

We will retain personal data relating to events for two years after the event took place.

If an organisation has gained NACE Challenge Award accreditation, we will hold related data for five years after the accreditation has lapsed.

If we currently work with an organisation, or have done so in the past, we will continue to hold the name of the organisation and its generic contact details. However, contact details which identify individuals within the organisation will only be held for as long as necessary.

4.2 Business contacts

Personal data from our contacts, which covers both potential and former clients, as well as potential and former employees, is held in our customer relationship management (CRM) system.

This information is entered into the system after contact is made between a NACE staff member and an individual or business contact individual. 

4.2.1 Why do we process data?

Where personal data on business contacts is held, it is used for the following purposes:
  • To promote and develop our services;
  • Hosting and facilitating events, consultancy and support services;
  • Relationship management; 
  • Administration and management. 

4.2.2 What data do we hold?

Personal data that may be stored in the CRM system includes, but is not limited to, name, email address, postal address, job title, details of the initial meeting, and services provided.

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

4.2.3 How long do we hold data for?

We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected.

4.3 Our employees

We collect personal data relating to our employees as part of the administration, management and promotion of our business activities.

Our staff handbook further explains how we hold and process employees’ personal data.

4.3.1 Applicants

Where an individual is applying to work for NACE, personal data is collected through the application process. 

Personal data for applicants may be collected for the following purposes:
  • Employment. We process an applicant’s personal data to assess their potential employment at NACE.
  • Administration and management. We may also use this personal data to make informed management decisions and for administration purposes.
Personal data collected for applicants is held for as long as necessary to fulfil the purpose for which it was collected, or for a maximum of one year where those purposes no longer apply.

4.4 Suppliers

We collect and process personal data about our suppliers, subcontractors, and individuals associated with them. The data is held to manage our relationships, to contract and receive services, and in some cases to provide professional services to our clients.

4.4.1 Why do we process data?

  • Receiving goods and services. We process personal data in relation to our suppliers and their staff as necessary to receive services from them. 
  • Providing services to our clients. Where a supplier is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients.
  • Administering, managing and developing our businesses and services. We process personal data in order to run our business, including:
- Managing our relationships with suppliers;
- Developing our businesses and services (such as identifying client needs and improvements in service delivery);
- Maintaining and using IT systems;
- Hosting or facilitating the hosting of events; 
- Administering and managing our website, systems and applications.
  • Security, quality and risk management activities. We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats. Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails. We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers. We collect and hold personal data as part of our supplier contracting procedures. We monitor the services provided for quality purposes, which may involve processing personal data. 
  • Complying with any requirement of law, regulation or a professional body of which we are a member. We are subject to legal, regulatory and professional obligations. We need to keep certain records to show we comply with those obligations and those records may contain personal data.

4.4.2 What data do we hold?

We hold suppliers’ names, contacts’ names, and contact details of suppliers.

4.4.3 How long do we hold data for?

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation). Data may be held for longer periods where required by law or regulation and in order to establish, exercise or defend our legal rights.

5 Website users

Personal data is collected when individuals fill in forms on our website and/or correspond with us by phone, email, post or otherwise. This includes information provided when an individual submits a membership application, information request, contact details update form or event registration.

Data collected via forms on our website will be erased from the website at the end of each academic year. Data is downloaded by us from the website is kept for as long as is considered necessary for the purpose for which it was collected (see 4.1.3 for more details).

6 Sharing personal data

We only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

Personal data held by us may be transferred to:
  • Third-party organisations that provide applications/functionality, services, data processing or IT services to us, or that otherwise assist us in providing goods, services or information. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems; for example, providers of information technology, cloud-based software, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.
  • Partner organisations. We may share personal data with our partners; however, data will only be shared in order to satisfy a contractual or operational obligation.
  • Sub-contractors. We may share data with our sub-contractors so they can assist in delivering NACE services.
  • Law enforcement or regulatory agencies or others, as required by law or regulations. We may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

7 Locations of processing

Where possible, personal data resides within the UK territory but may be transferred to, and stored at, a destination outside the European Economic Area (EEA).

8 Individuals' rights

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:
  • Individuals may request access to their personal data held by us as a data controller. 
  • Individuals may request us to rectify personal data submitted to us or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
  • Individuals may request that we erase their personal data.
  • Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us or clicking on the unsubscribe link in an email received from us.  
  • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.  
  • Individuals may request information about, or human intervention into, any automated data processing that we may undertake.
If you wish to exercise any of these rights, please send an email to data@nace.co.uk

9 Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to data@nace.co.uk. We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office (ICO). For further information about your rights and how to complain to the ICO, please refer to the ICO website: https://ico.org.uk/concerns.

10 Data controller and contact information

The data controller for NACE is NACE.

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

National Association for Able Children in Education
Horticulture House
Manor Court
Chilton
Didcot
OX11 0RN

11 Changes to our privacy policy

Updates to this privacy policy will appear on this webpage.

This privacy policy was last updated on 23 May 2018.