Privacy policy

School Science Days is a trading name of [COMPANY REGISTERED NAME], a company registered in England and Wales under company number [COMPANY NUMBER], with its registered office at [REGISTERED OFFICE ADDRESS].

For the purposes of UK data protection law we are the data controller for the personal data described in this policy. We are registered with the Information Commissioner’s Office under registration number [ICO REGISTRATION NUMBER].

This policy covers the website schoolsciencedays.co.uk and the enquiries, bookings and correspondence that follow from it.

Almost everything we hold is work contact information given to us by a member of school staff.

• Enquiry details: school name, your name, your work email address, your telephone number, the date or half-term you are asking about, the number of classes involved, the workshop you are interested in and anything you write in the message box.
• Booking and delivery details: the confirmed date, timings, the room we are working in, site access notes and the name of the staff contact on the day.
• Correspondence: emails, letters and notes of telephone calls between us, so we have a record of what was agreed.
• Billing details: purchase order numbers, invoicing contacts, the school finance address and payment records.

We do not ask for, and do not need, personal data about individual pupils. Please do not send us pupil names, medical details or safeguarding information by email. If something about a class needs to be shared with the facilitator, tell us in general terms or discuss it on the day.

[PHOTOGRAPHY - confirm whether facilitators take photographs or video in school, and on what basis.]

We collect personal data when you complete the enquiry form on this website, when you email or telephone us, when your school confirms a booking, and when we correspond about invoicing afterwards.

The enquiry form on this site does not send data to us directly. It opens a pre-filled message in your own email program, which you then send. Until you press send in that program, nothing reaches us.

Under the UK GDPR we must have a lawful basis for each use of your personal data. Ours are:

• Responding to enquiries and sending quotes - legitimate interests. It is in our interest and yours that we can reply to a school that has asked us for a price, using the contact details you gave us for that purpose.
• Arranging and delivering a booking, and invoicing for it - performance of a contract with your school, or taking steps at your request before entering into one.
• Keeping accounting and tax records - legal obligation, because UK tax law requires us to retain financial records.
• Sending occasional updates about availability, new workshops or key dates, where you have asked to receive them - consent. You can withdraw it at any time using the unsubscribe link or by emailing us.

We do not sell personal data, we do not share it with advertisers and we do not use it for automated decision-making or profiling.

Your details are seen only by people who need them to do their job. That means:

• The facilitator delivering your booking, who needs the school address, timings and site contact.
• Our email, file storage and website suppliers, who process data on our instructions under a written contract [LIST OF DATA PROCESSORS - for example email host, cloud storage, accounting software].
• Our accountant and, where the law requires it, HMRC.
• Professional advisers, insurers or the authorities where we are legally obliged to disclose information.

[INTERNATIONAL TRANSFERS - confirm whether any supplier stores data outside the UK, and if so which safeguards apply, for example UK adequacy regulations or the International Data Transfer Agreement.]

• Enquiries that do not lead to a booking: [RETENTION PERIOD FOR UNSUCCESSFUL ENQUIRIES - for example 12 or 24 months], after which we delete them.
• Booking records and correspondence: [RETENTION PERIOD FOR BOOKING RECORDS] after the visit, so we can deal with questions and repeat bookings.
• Financial records including invoices: six years plus the current financial year, as UK tax law requires.
• Marketing consents: until you withdraw consent, and a minimal record of the withdrawal afterwards so we do not contact you again by mistake.

When a retention period ends we delete the data or anonymise it so it can no longer identify anyone.

We use reputable business suppliers, keep accounts protected by strong passwords and multi-factor authentication where it is available, and limit access to the people who need it. No system is completely secure, but we take the protection of school contact data seriously and will tell you and the ICO about any breach that meets the reporting threshold.

[COOKIES AND ANALYTICS - confirm what the published site actually uses. If the site sets no cookies beyond those strictly necessary and runs no analytics, say so plainly here. If analytics or embedded media are added later, this section must be updated and a cookie banner added.]

Under the UK GDPR you have the right to:

• Be told what personal data we hold about you and ask for a copy of it.
• Have inaccurate data corrected.
• Ask us to delete data where we no longer have a good reason to keep it.
• Ask us to restrict how we use it while a query is resolved.
• Object to processing carried out on the basis of our legitimate interests.
• Ask us to transfer data you gave us to another organisation, where that applies.
• Withdraw consent at any time where consent is the basis we rely on.

To exercise any of these rights, email hello@schoolsciencedays.co.uk. We will respond within one month. There is no charge unless a request is clearly unfounded or excessive.

If you are unhappy with how we have handled your personal data, please tell us first so we have the chance to put it right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

The ICO can be contacted through ico.org.uk/make-a-complaint, where their current postal address and helpline number are published.

We review this policy when the way we work changes and at least once a year. The date at the top shows when it was last updated. Material changes affecting schools that have already booked will be notified by email.

Our booking terms are set out separately in our terms and conditions.