This privacy notice explains how Saef collects, uses and shares your personal data, and your rights in relation to any of your personal data that Saef holds. This privacy notice concerns Saef’s processing of personal data of past, present and prospective members of Saef.
Who we are
Our website address is: http://saef.online.
What personal data we collect and why we collect it
The personal data we collect or create
Data we collect or create may include:
- Identity and contact details
- Data relating to academic or employment performance (including records of attendance, disciplinary records etc)
- Complaints or enquiries made by or about you
- Records of counselling or other support requested or given
- Survey data
- Records of goods or services provided
- Photographs
- Scans of identity documents
- Use of Saef IT systems
- Employment references
- Records of employment
In limited circumstances, we also process sensitive classes of information that may include:
- Racial or ethnic origin
- Trade union membership
- Religious, political or other similar beliefs
- Physical or mental health details
- Sexual life
- Offences and alleged offences, criminal proceedings
Contact forms
We may collect the following types of personal data about you:
- Your name and contact information such as address, email address and telephone number, as well as your date of birth and your passport number, country of domicile and your nationality.
- Information relating to your education and employment history including where you have worked, dates of study and examination results.
- Records relating to assessments of your work, details of examinations taken, your examination grades, personal tutor meetings, attendance records and other information in your student record.
- Sensitive personal data or special category data:
- health and medical conditions
- certain criminal convictions
- racial or ethnic origin
- religion or similar beliefs
- sexual orientation.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
Google Analytics
We use Google Analytics to collect information about how users use this site. Google Analytics collects information such as how often users visit this site, what pages they visit and what other sites they used prior to coming to this site. We use the information we get from Google Analytics only to improve this site. Google Analytics collects only the IP address assigned to you on the date you visit this site, rather than your name or other identifying information.
Google’s ability to use and share information collected by Google Analytics about your visits to this site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy.You can prevent Google Analytics from recognising you on return visits to this site by disabling cookies on your browser.
Who we share your data with
We will share personal data with our subsidiaries and third parties who are engaged as data processors on our behalf, including course tutors or support staff working through their own company, IT service providers, facilities contractors, landlords etc.
Members contact details may be shared with the community coordinators in order to facilitate membership, and also with education bodies, or their data processors, in order to conduct surveys. Members data will be shared with our support team for monitoring purposes, and Saef will also produce anonymised statistical data for reporting purposes in general which may be shared widely or published.
Visitor comments may be checked through an automated spam detection service.
What we do with your personal data
Among other things we process personal information to enable us to:
- Provide education and support services to our members and staff
- Advertise and promote the forum and the services we offer
- Conduct surveys
- Manage alumni relations and fundraising
- Undertake research
- Manage our accounts
- Provide activities to our clients.
We also process personal information within card access data and logs of activity on our IT systems to monitor activity and for the purposes of security and the prevention and detection of crime.
How we use your information
Saef uses your information to:
- Administer your profile
- give access to and ensure the security of our website
- provide candidates support services (careers, learning support and Students’ Union)
- carry out legal duties, providing information to others (Local Councils, Transport)
- provide other activities within our community including developing and maintaining our forum programme
- conduct equal opportunities monitoring and equality impact assessments using your ‘Protected Characteristic data’.
How long we retain your data
Saef retains personal information it collects from you where there is an ongoing legitimate need to do so (for example, to provide you with a service you have required/requested or to comply with applicable legal requirements).
When there is no ongoing legitimate need to process your personal information, saef will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then Saef will securely store your personal information and isolate it from any further processing until deletion is possible.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
Under GDPR, you have:
- The right to be informed of how your data will be used and protected
- The right to access your information and obtain a copy
- The right to make changes to your personal data
- The right to delete your data in certain circumstances, or otherwise to restrict processing
- The right to data portability
- The right to object to direct marketing and other processing
- Rights in relation to automated decision making and profiling
For more information visit the Information Commissioner’s Office (ICO) website.
You have the right to request access to information, subject to certain restrictions.
To make a Subject Access Request for your personal data, report a breach or to request the sharing of personal data outside of normal processes, please email info@saef.online
To request a correction, restriction of processing, the deletion of personal data or the review of an automated decision please contact info@saef.online
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Right to Erasure Request
You are entitled to request us to erase any personal data we hold about you under EU General Data Protection Regulation (GDPR).
We will do our best to respond promptly and in any event within one month of the following:
- Our receipt of your erasure request; or
- Our receipt of any further information we may ask you to provide to enable us to comply with your request, whichever happens to be later.
The information you supply in this form will only be used for the purposes of identifying the personal data you are requesting that we erase and responding to your request. You are not obliged to complete this form to make a request, but doing so will make it easier for us to process your request quickly.
Details required of the person requesting information:
Full name:
Address:
Contact telephone number:
Email address:
Please send your erasure request to our email: info@saef.online
Where we store your data
All information you provide to us is stored on our secure servers or on secure servers operated by a third party.
In order to provide you with the products and services you require, we may need to transfer your personal information to these countries some of which do not have laws that protect privacy rights as extensively as in the EU. If we do transfer your personal information, we will take proper steps to ensure that your personal information is protected in accordance with this Privacy Policy.
The Forum also works with several data processors to deliver services to members. These processors include, but are not limited to, customer data management, event registration, marketing platforms and survey software. These processors are located around the world. We carefully review and monitor each vendor’s privacy policy and data security measures.
Unfortunately, the transmission of personal information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorised access.
Where we send your data
Your contact information
Additional information
How we protect your data
What data breach procedures we have in place
What third parties we receive data from
What automated decision making and/or profiling we do with user data
Industry regulatory disclosure requirements
Changes to this notice
We may amend this privacy notice and will occasionally update to reflect customer feedback and enhance its accessibility. In that case, we will post notice of the change on its website, and you will be deemed to have accepted such change. We encourage you to periodically review this notice to be informed of how we are protecting your privacy.
Contact details
Should you have any concerns about your personal data at www.saef.online or you need additional guidance please contact us by email
Effective Date
This policy is effective beginning March 5, 2020. Updated: March 21, 2021