When you create a user account with WF Traded Services you provide us with certain personal information. We want you to feel assured that we understand our responsibility in regards to this information, that we protect it and that you have control over it.
Who we are and what we do
WF Traded Services (WFTS) is London Borough of Waltham Forest’s in-house brand of services to the Education Sector. We administer and operationally manage a diverse range of services including but not limited to Governor Services, HR, Catering/School Meals, Educational Psychology, Music Services, and Suntrap Outdoor Education Centre.
Our Data Protection Officer
The Council’s Data Protection Officer is Mark Hynes contactable on email@example.com
Why we need your information and how we use it
Should you wish to book training, order or purchase services on behalf of your school or organisation (or access information in regards to the above) you would require a user account for our Traded Services website. The personal information we gather at account set up is to enable your bookings and purchases to be correctly attributed to you and your organisation for the purposes of course attendance, certification (where applicable) and invoicing, as well as communications related to your orders, purchases and account.
What type of information we hold
The mandatory personal information we require for account set up is the following:
- Email address
- Name & Surname
- Job title/role
- School/Company/Organisation name
- Telephone number
- Your level of purchasing rights for your organisation
Our systems also log the transactions made on behalf of your school or organisation by your user account. For example when you add an item to your organisation’s shopping basket on our Traded Services website the system will record that the action was taken by your account.
Whilst we do not request any special/sensitive information there are additional voluntary fields within your user account which you may wish to update or add to at any point. For example ‘Special Requirements’ will be relevant if you have a disability or accessibility need which may affect any training course you are booked to attend.
Who your information may be shared with
Firstly your information is shared with our Data Processor, Frontline Data who, like us, act in accordance with the General Data Protection Regulation (GDPR) 2016/679, a regulation in EU law on data protection and privacy for all individuals within the European Union.
We may share your information with any of the service providers that fall under WF Traded Services or are providing training or services on behalf of WF Traded Services. For example a 3rd party training provider would be provided with a list of booked delegates in order to record attendance and issue certificates.
Lead administrators for individual schools /organisation are able to access their organisation’s user accounts in order to ensure these remain up to date and will update us when a member of staff leaves so that their account can be deactivated.
We will never publish or share your personal contact details outside of the Council without your consent.
How long we keep your information
Personal data will not be retained for longer than necessary in relation to the purposes for which they are collected. We immediately deactivate user accounts where we are made aware of the user having left their school/organisation or where account details such as email become obsolete. In addition, where user accounts are inactive for 1 year or more they are deactivated.
How you can access, update or delete your information
You can access and update your user account information at any time of the day or night by logging in to our Traded Services website. Click on the drop down arrow next to your name, in the top right hand corner of the screen. Go to ‘My Profile’ and edit any personal information in your Account Details and Additional Information.
You can also make a request for rectification, deactivation or deletion verbally or in writing by contacting firstname.lastname@example.org or 0208 496 2383. Should you wish to deactivate/delete your account you will no longer be able to access our Traded Services.
Marketing and E-Newsletters
We are committed to respecting your choices around what type of communications you want to receive and how you want to receive them. Should you have signed up for such an update, we may use email newsletters to keep you informed about our services to you, news and events.
We may use certain tools to help us improve the effectiveness of our marketing communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. This helps us to improve and ensures our communications are as relevant and useful to you as possible.
You have a choice about whether or not you wish to receive information from us. If you no longer want to receive our e-newsletters or marketing communications, simply click the unsubscribe link in any such email.
Knowing your rights
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website.
Should you have a question regarding our privacy practices that cannot be answered by our team on email@example.com, you can contact the Council’s Data Protection Officer, Mark Hynes on firstname.lastname@example.org
If you have further concerns regarding our privacy practices or about exercising your Data Protection rights, you may wish to contact the Information Commissioner’s Office:
Information Commissioner's Office
Tel: 0303 123 1113 or 01625 545 745
The terms of this policy may be updated periodically. Last updated 25th May 2018.