West Country Business Systems (Holdings) Ltd (WCBS)

Last updated: 22^nd October 2024

Introduction

At West Country Business Systems (Holdings) Ltd (WCBS), we are committed to protecting and respecting your privacy. This policy explains how we collect, use, and share your personal information when you interact with us through our website, services, or as part of our business operations.

WCBS complies with the UK General Data Protection Regulation (UK GDPR) and other relevant data protection legislation.

Who We Are

WCBS is a provider of school management systems for independent and international schools. Our registered office is located at:

Unit 1 Landmark House, Wirrall Park Road, Glastonbury, England, BA6 9FR.

For any data protection queries, you can contact us at:

Email: DPO@wcbs.co.uk

Telephone: +44 (0)1458833055

The Data We Collect

We may collect and process the following types of personal data:

• Personal Identification Information: Name, email address, phone number, job title, and school name.
• Financial Information: Payment details, including bank account or credit card information, as needed for transaction processing.
• Technical Data: IP address, browser type, and information from cookies or other tracking technologies used when you interact with our website.
• Usage Data: Information about how you use our services, such as login details, product usage logs, and preferences.
• Marketing and Communications Data: Your communication preferences and details from marketing communications you’ve opted into, including email marketing.

How We Use Your Data

We use the personal data we collect to:

• Provide you with our products and services.
• Process transactions and manage billing.
• Communicate with you regarding updates, changes, or support related to our services.
• Improve our services by understanding how you use them.
• Comply with legal obligations and for the protection of our legal rights.
• Send you marketing communications, where you have consented to receive them.

Legal Bases for Processing

We will only process your personal data when we have a lawful basis to do so, which may include:

• Contractual Necessity: To fulfil the terms of a contract we have with you (e.g., to provide our services or process payments).
• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., receiving marketing communications).
• Legitimate Interests: For purposes necessary for our business, unless overridden by your data protection rights (e.g., improving our services or direct marketing).
• Legal Obligation: When we are required to process your data by law (e.g., for tax compliance or regulatory purposes).

How We Share Your Data

We do not sell your personal data. We may share your personal data with trusted third parties under the following circumstances:

• Service Providers: We work with third-party providers (e.g., hosting services, payment processors) to support our operations.
• Legal Compliance: We may disclose your data if required by law or in response to valid requests by public authorities.
• Business Transfers: If WCBS is involved in a merger, acquisition, or asset sale, your personal data may be transferred to the new owners.

We ensure that all third-party service providers only use your personal data for specified purposes and in compliance with data protection laws.

International Data Transfers

Where your personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as using countries with adequacy decisions or contractual clauses that provide sufficient protection for your data.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Once your data is no longer needed, we will securely delete or anonymise it in accordance with our Data Retention Policy.

Your Data Protection Rights

Under UK GDPR, you have the following rights concerning your personal data:

• Right to Access: You can request access to your personal data and obtain a copy of it.
• Right to Rectification: You can request that inaccurate or incomplete data be corrected.
• Right to Erasure: You can ask us to delete your personal data in certain circumstances.
• Right to Restrict Processing: You can request that we restrict the processing of your personal data.
• Right to Data Portability: You can request to receive your personal data in a structured, commonly used format for transfer to another organisation.
• Right to Object: You can object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: If we rely on your consent to process your personal data, you can withdraw that consent at any time.

To exercise any of these rights, please contact us using the contact details provided on the Contact Us section.

Security of Your Data

We take the security of your personal data seriously. We use technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction. These measures include encryption, access controls, and regular security assessments.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience. These may collect information such as your IP address, browser type, and usage data.

• Essential Cookies: Necessary for the functioning of the website.
• Analytics Cookies: Help us understand how visitors use our website and improve it.
• Marketing Cookies: Used to deliver relevant advertisements to you.

You can manage your cookie preferences through your browser settings. For more information, please see our Cookie Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we make changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically.

Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us at:

• Email: info@wcbs.co.uk
• Address: WCBS, Unit 1 Landmark House, Wirrall Park Road, Glastonbury, England, BA6 9FR
• Data Protection Officer (DPO): dpo@wcbs.co.uk