Registered name: Cyents Ltd

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This privacy notice tells you what to expect us to do with your personal information.

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Contact details: info@educationalescaperooms.co.uk

 

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

·   Names and contact details

·   Addresses

·   Gender

·   Occupation

·   Payment details (including card or bank information for transfers and direct debits)

·   Transaction data (including details about payments to and from you and details of products and services you have purchased)

·   Usage data (including information about how you interact with and use our website, products and services)

·   Information relating to compliments or complaints

·   Audio recordings (eg calls)

·   Account access information

·   Website user information

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We collect or use the following personal information for the operation of client or customer accounts:

·   Names and contact details

·   Addresses

·   Purchase or service history

·   Account information, including registration details

·   Information used for security purposes

·   Marketing preferences

·   Technical data, including information about browser and operating systems

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We collect or use the following personal information for information updates or marketing purposes:

·   Names and contact details

·   Addresses

·   Profile information

·   Marketing preferences

·   Purchase or account history

·   Website and app user journey information

·   IP addresses

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We collect or use the following personal information for research or archiving purposes:

·   Names and contact details

·   Addresses

·   Purchase or client account history

·   Website and app user journey information

·   IP addresses

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We collect or use the following personal information for recruitment purposes:

·   Contact details (eg name, address, telephone number or personal email address)

·   Date of birth

·   National Insurance number

·   Copies of passports or other photo ID

·   Employment history (eg job application, employment references or secondary employment)

·   Education history (eg qualifications)

·   Right to work information

·   Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

·   Security clearance details (eg basic checks and higher security clearance)

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We collect or use the following personal information for dealing with queries, complaints or claims:

·   Names and contact details

·   Address

·   Payment details

·   Account information

·   Purchase or service history

·   Call recordings

·   Financial transaction information

·   Correspondence

·   Location data

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·   Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

·   Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·   Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our legitimate interests are: We collect and use personal information where it is necessary for our legitimate business interests to provide, develop, and improve our products and services. This includes communicating with schools and educators, tailoring our learning experiences to better meet the needs of users, and ensuring the functionality, security, and effectiveness of our digital platforms. We carefully balance these interests against the rights and freedoms of individuals and ensure that data is only used in ways that are relevant, proportionate, and respectful of privacy.

 

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Our lawful bases for collecting or using personal information for research or archiving purposes:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·   Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our legitimate interests are: We collect and use personal information where it is necessary for our legitimate business interests to provide, develop, and improve our products and services. This includes communicating with schools and educators, tailoring our learning experiences to better meet the needs of users, and ensuring the functionality, security, and effectiveness of our digital platforms. We carefully balance these interests against the rights and freedoms of individuals and ensure that data is only used in ways that are relevant, proportionate, and respectful of privacy.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·   Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·   Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our legitimate interests are: We may collect and use personal information where it is necessary for our legitimate interests in responding to enquiries, handling complaints, and providing effective customer support. This helps us ensure a high standard of service, address any concerns raised by users, and resolve issues in a timely and appropriate manner. We only use personal data relevant to the issue and always consider the individual’s rights and expectations when doing so.

 

Where we get personal information from

·   Directly from you

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How long we keep information

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including providing our services, responding to queries or complaints, and meeting any legal, regulatory, or contractual obligations. Typically, this means we will keep personal information for the duration of a client relationship and for a reasonable period afterwards (usually up to 6 years) to manage records, address any outstanding matters, or comply with legal requirements. Where data is no longer needed, we securely delete or anonymise it in accordance with our data protection procedures.

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How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint