Educational Funding Company Limited Privacy Policy

Educational Funding Company Ltd (EFC) are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following to understand our views and practices regarding your personal data and how we will treat it.

You can find the rules on processing of personal data in the General Data Protection Regulation (GDPR)

Definitions

Data Controller – A controller determines the purposes and means of processing personal data

Data Processor – A processor is responsible for processing personal data on behalf of a controller

Data Subject – Natural Person

The Service

Martial arts schools and Leisure companies pay EFC (Educational Funding Company Limited) to process their membership data and membership fee collections for them. EFC also provide Online software services for management of enrolment records.

What data do we collect?

For each school or leisure club we store:

  • The name and address of the business location
  • The name, address, email address and telephone number of the person at the school or leisure club who pays for our service.
  • The bank account details where collected membership fees are to be paid.

We store this information in order to administer and charge for our service.  Processing is necessary for carrying out our obligations under an agreement.

The school or leisure club may then store some or all of the following data on our service:

  • The names and email addresses of their staff
  • The names, dates of birth and addresses of their members
  • The names, addresses and email addresses of the parents and relatives of their members
  • Bank account details of those responsible for paying their membership fees

The school or leisure club stores this information in order to manage their business. The school or leisure club has the freedom to choose which of the above data they store, and are able to update or delete it at will.

We will never use personal information for marketing purposes, we will only send relevant e-mails critical to the running of your business.

We only access the data stored by the school or leisure club in order to collect membership fees on behalf of the school or leisure club and assist with the collection of missed and late payments.

Who owns the data?

The school or leisure club own the data they place in our service. We do not. Formally, in ICO terms, the school or leisure club are the “Data Controller” and we are the “Data Processor”.

Who do we share data with?

We do not share data, except as explicitly requested by the school or leisure club.

If they wished, the school or leisure club might give staff, parents or relatives access to data. They might download or print some or all of the data and share it with their staff, parents or the government.

We, the Educational Funding Company Limited, only access the data stored by the school or leisure club in order to carry out the school or leisure club’s instructions, process and follow up membership fee collections and to maintain the service to the school or leisure club or to fix faults.

International Data Transfers

We do not share or transfer data internationally. Our servers are located and managed in the United Kingdom.

How do we collect the data?

Most of the data is entered by the staff at the school or leisure club directly into our website or through our phone and tablet applications. The school or leisure club may also send enrolment forms via post or secure e-mail to our offices for entering onto the database on their behalf.

We store cookies on users’ computers in order to verify that the user is logged in and to store their preferences. The cookies themselves do not contain any identifiable information about the user or about what they are looking at.

Can I have my data corrected or deleted?

Yes. The school or leisure club can correct or delete the data they store about their staff and members.

The school or leisure club can correct the information we store about them. They can also contact us and we will correct or delete it on their behalf. Member information can be updated by the school or leisure club using our websites or mobile applications.

The process of deletion is gradual: initially deleted data is moved to a ‘deleted’ area in case it was deleted in error. After a delay, it is then permanently deleted from our main systems. After a further delay, it is then permanently deleted from our backups.

What are the school or leisure club’s responsibilities?

The school or leisure club that uses our service has overall responsibility for complying with the Data Protection requirements (or the equivalent in other countries).

When they join the EFC as a client, they agree to our terms and conditions, which are available from within the EFC website at any time.

It is important that the school or leisure club have taken care to:

  • Think about what information it is appropriate to share with whom, given their situation and that of the members under their care.
  • Ensure they have permission from members, parents or guardians for the data they store about them and the way that they use that data.
  • Train their staff about sensible security and confidentiality precautions:
  • Taking care of passwords
  • Taking care not to install software on computers that may compromise security.
  • Taking care not to access material from inappropriate places where it can’t be kept appropriately confidential.

Changes to our policy

Any future changes to our policy will be posted to this page, please check frequently for any changes.

Contact Us

Our contact details are,  EFC Ltd, Unit 7 Barton Court, 11-12 High Street, Highworth, Swindon, Wilts, SN6 7AG

Please use the contact form on the website, or alternatively please call our data protection representative/officer Matt Edginton on 01793 764550.

How to Make a Complaint 

In the first instance please contact us on 01793 764550. If this does not resolve your complaint then you do have the right to lodge a complaint with the Information Commissioners Office (ICO) on 03031231113