School Scan Limited ("we", "us", or "our") owns and operates the School Scan website and mobile. As the data controller of your personal data, we are committed to protecting your privacy and handling your information securely and in accordance with applicable data protection laws.

This Privacy Policy explains how we collect, use, and protect your personal data when you visit or interact with our website and/or mobile application. Please read it carefully before using either our website or our mobile application or submitting any personal information.

1. Information We Collect

When you visit our website or use our mobile application, we may collect the following types of personal data:

a) Device Information (Automatically Collected)

We collect information about your browser, IP address, time zone, and cookies installed on your device. As you browse, we may collect data on the pages you view, referral sources (e.g., search engines or other websites), and your interactions with our website and/or mobile application. This is referred to as "Device Information."

b) Personal Information You Provide

When using features such as contact forms or account registration, we may collect personal details, including:

Your name and the name of your child(ren)
Email address
Telephone number
City or school name
Any other information you choose to provide

You can still browse the website without submitting personal information; however, some features may be unavailable to you.

2. Why We Process Your Data

We process your personal data for the following reasons:

To provide and maintain our website and/or mobile application and our services
To respond to enquiries or requests
To improve user experience and analyse how our website and/or mobile application is used
To fulfil any contractual obligations (e.g., school agreements or user subscriptions)
To detect and prevent fraud or abuse

We only process data when necessary and limit collection to what is strictly required.

3. Legal Basis for Processing

We will only use your personal data when we have a lawful basis to do so. Our lawful basis for each purpose for which we use your personal data is specified below. Most commonly we will use your personal data in the following circumstances:

Consent. Where you have freely consented before the processing in a specific, informed and unambiguous indication of what you want. You can withdraw your consent at any time by contacting us.
Contract performance. Where we need to process your personal data to perform a contract with you or where you ask us to take steps before we enter into a contract with you. Where we rely on performance of a contract and you do not provide the necessary information, we will be unable to perform your contract.
Legitimate interests. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Legal obligations. Where we need to use your personal data to comply with a legal or regulatory obligation. Where we rely on legal obligation and you do not provide the necessary information, we may be unable to fulfil a right you have or comply with our obligations to you, or we may need to take additional steps, such as informing law enforcement or a public authority or applying for a court order.

4. Sharing of your personal data

We may share your personal data with the following third parties:

Your Appstore Provider and mobile network operator to allow you to install our mobile application.
Service providers who provide IT and system administration services, hosting services for our mobile application, fraud and identity verification providers, customer service support, email delivery and administration, and data storage and analysis.
Our professional advisors including lawyers, auditors, insurers, consultants who provide legal, accounting, insurance and other related services.

The school which your child(ren) attends.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
HM Revenue and Customs, regulators, law enforcement, public authorities or other third parties based in the UK where necessary to exercise our rights or comply with a legal obligation.

5. International Transfers

We do not transfer your personal data outside the UK.

6. Your Rights

You have the following rights under data protection laws in relation to your personal data.

Access. Request access to and/or a copy of the personal data we process about you (commonly known as a data subject access request). This enables you to check that we are lawfully processing it.
Correction. Request correction of any incomplete or inaccurate data we hold about you. (We may need to verify the accuracy of the new data you provide to us.)
Deletion. Request us to delete or remove personal data where there is no good reason for us continuing to process it. You also can ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we have processed your information unlawfully or where we need to erase your personal data to comply with law. (In some cases, we may need to continue to retain some of your personal data where required by law. If these apply, we will notify you at the time of our response.)
Objection. Object to us processing your personal data where (a) we are relying on legitimate interests as the lawful basis and you feel the processing impacts on your fundamental rights and freedoms, or (b) the processing is for direct marketing purposes. In some cases, we may refuse your objection if we can demonstrate that we have compelling legitimate grounds to continue processing your information which override your rights and freedoms.
Restriction. Request that we restrict or suspend our processing of your personal data:
- if you want us to establish the data's accuracy;
- where our use of the data is unlawful, but you do not want us to erase it;
- where we no longer require it, but you need us to hold onto it to establish, exercise or defend legal claims; or
- you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
Data portability. Request we transfer certain of your personal data to you or your chosen third party in a structured, commonly used, machine-readable format. This right only applies to information processed by automated means that we process on the lawful bases of consent or performance of a contract.
Withdraw consent. Withdraw your consent at any time where we are relying on consent to process your personal data. Please know that this does not affect the lawfulness of any processing carried out before you withdraw your consent, and after withdrawal, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
Complain to the UK data protection regulator. If you are unhappy with how we process your personal data, we ask that you contact us first using the details below so that we have the chance to put it right. However, you also have the right to make a complaint to the Information Commissioners Office at any time.

To exercise your rights, please contact us at info@schoolscan.co.uk.

7. Data Security

We take data protection seriously. Your personal information is stored on secure servers and protected by industry-standard safeguards. While we take every reasonable step to protect your data, no system can guarantee 100% security.

Once we no longer have a legal right to hold your personal data, we will delete or, in some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

If you do not use the mobile application for a period of 12 months then we will treat the account as expired and will delete your personal data.

8. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. Please review their privacy policies before sharing your information.

9. Contact Us

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

Email: info@schoolscan.co.uk
Company: School Scan Limited
Registered office: 1 Market Hill, Calne, Wiltshire, England, SN11 0BT