Privacy policy

This Privacy Policy is for individuals who maintain a relationship with Cranleigh School and the Old Cranleighan Society after the have ceased to be a pupil, their child is no longer a pupil or they are currently or formerly employed by the School.  This includes but is not limited to those who are registered on the Old Cranleighan Society Network. 

We are committed to ensuring that your privacy is protected and respected.  This Privacy Policy, together with our Cookie Policy explains to you the basis on which any personal data that you provide to us will be processed, used and stored by us.  We realise how important it is to securely store all information that you provide to us, so we treat any information you provide us with great care and we maintain high levels of security.  

The Old Cranleighan Society Network Portal and the School databse are controlled by Cranleigh School, a company registered in England & Wales with company number 03595824 and whose registered office is located at Horseshoe Lane, Cranleigh, Surrey, GU6 8QQ.  For the purposes of the Data Protection Act 1998 (the "Act") there are two data controllers: Cranleigh School of Horseshoe Lane, Cranleigh, Surrey, GU6 8QQ and the Old Cranleighan Society of Horseshoe Lane, Cranleigh, Surrey, GU6 8QQ.  If you are a member of the Old Cranleighan Society then any queries that you have should be directed to the OC Coordinator: ocsociety@cranleigh.org/telephone 01483 542135.  If you relationship with the School is of another nature then any queries should be directed to:

The Data Protection Officer
Cranleigh School
Horseshoe Lane
Cranleigh, Surrey,
GU6 8QQ


Members of the Old Cranleighan Society

Information we collect and why


When you register on the Old Cranleighan Society Network you may give us information about you by filling in forms or completing editable fields on the portal including creating a user profile and consenting to various methods and types of communication.  This information may include name, address, email address, telephone number, details on when you were at the school, school house, subjects studied both at school and beyond and any employment details you choose to provide.

Each time you visit our Network Portal we may collect information including the IP address used to connect your computer to the Internet.  This information identifies only the computer that is being used to view the website and does not identify the user as an individual.  We may also collect information on your web browser type and version, time zone setting, operating system and the URL of the websites which you use immediately before and after our website.  This information enables us to produce and review vital statistics about our website, in turn enabling us to develop our website to provide the best possible experience for our users.

We may receive information on you from other Cranleigh School systems.  This will always be information that you provided and agreed to Cranleigh School holding for the purposes of your relationship with the School as a pupil, parent or member of staff.  We will only ever transfer your personal information into the Old Cranleighan Society Network database with your consent.  

How we use your information
 
  • To provide you with the information, products and services that you have requested from us;
  • To notify you of any changes to our site;
  • To ensure that our website is presented in the most effective manner for you and for your computer;
  • To view any messages sent through our website for safeguarding purposes and to keep our website safe and secure;
  • To administer our website and for internal operations, including troubleshooting, data analysis, testing, research and statistical purposes;
  • To help prevent fraud where applicable; and
  • To pass on to a delivery company should they need to deliver and order or to contact you regarding the delivery of an order.
All information that we hold on you is kept on a system shared by the Old Cranleighan Society and Cranleigh School.  Employees of both organisations have access to that information but only those employees that require access in order to be able to fulfil the requirements of their position.  Your information can only be used in the manner in which you have consented to.  

Marketing Communications

When you register on the Old Cranleighan Society Network you will be given the opportunity to consent to receive various types of communications via various methods.  These will include:
  • Details and invitations to events and activities for the alumni via post or email;
  • Communications about OC merchandise available for purchase;
  • Details and invitations to School events via post or email; and
  • Communications about mentoring/offering work experience for recent OCs
If you do not tick the box for each of the various consents upon registration then in accordance with the law we cannot contact you by those methods and about those matters.  If you choose to subscribe then you are free at any time to change your mind and unsubsribe and we will cease to contact you in that way.  You can also unsubscribe from any email communication by using the unsubscribe link provided in every email or by contacting us at ocsociety@cranleigh.org.


Parents of former pupils, former members of staff, Governors and Trustees

Information we collect and why


At the start of your relationship with Cranleigh School you provided us with information such as name, address, telephone number, email address and employment details.  As the nature of your relationship with the School has changed (child has left; you have left) your details will be archived on the School's Information Management Systme.  In order for the School to continue to have an ongoing relationship with you and be able to invite you to concerts and events that might be of interest and to keep you updated with school news your details need to be moved onto a shared database.  We will do this by writing to you to obtain your consent to contact you via various methods.

How we use your information

The information we keep is used to improve the service we offer you.  We may use the information:
  • To provide you with the information, products and services that you have requested from us;
  • To notify you of any changes to our site;
  • To pass on to a courier should they need to deliver an order or to contact you regarding the delivery of an order.
All information that we hold on you is kept on a system shared by the Old Cranleighan Society and Cranleigh School.  Employees of both organisations have access to that information but only those employees that require access in order to fulfil the requirements of their position.  Your information can only be used in the manner in which you have consented to.  

Marketing Communications

When we contact you to ask if the School can continue to store your data and continue its relationship with you, you will be given the opportunity to consent to receive various types of communications via various methods.  This will include:
  • Details and invitations to School events via post or email;
  • Communications about mentoring/offering work experience for recent OCs
If you do not tick the box for each of the various consents upon registration then in accordance with the law we cannot contact you by those methods.  If you choose to subscribe then you are free at any time to change your mind and unsubscribe and we will cease to contact you in that way.  You can also unsubscribe from any email communication by using the unsubscribe link provided in every email or by contactin the Data Protection Officer at Cranleigh School using the address listed above.


Information for all

Access to information


Under the Act you have the right to access the information held about you.  If you would like to know what information is held about you, please contact us at either ocsociety@cranleigh.org or by writing to the Data Protection Officer at Cranleigh School.  Any access request may be subject to a fee of £10 as permitted by the Act to meet our costs in providing you with the detail of such information.

Changes to our Privacy Policy

This Privacy Policy will be reviewed regularly and notification of any changes will be posted on the Old Cranleighan Society Network and to members by email if they have consented to receive email communications.

Where we store your personal data

The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"), for example as a result of the location of our servers.  It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers.  Such staff may be engaged in, among other things, the provision of content for our website and/or support services.  By submitting your personal information, you agree to this transfer, storing and/or processing.  We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Policy.  

Where we have given you (or where you have chosen) a password which enables you to access certain part of our website, you are responsible for keeping this password confidential.  We ask you not to share your password with anyone.

Whilst we operate security measures in line with industry standards, unfortunately the transmission of information via the internet is not completely secure.  For example, transmissions may be unlawfully intercepted by third parties whilst in transit, or individuals or groups of individuals may unlawfully access our systems.  As a result we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.  Once we have received your information, we will use strict procedures and security features to try and prevent unauthorised access.

 

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