Visitor Data

We collect and use visitor data;

• To safeguard pupils
• To meet the requirements of Health and Safety Legislation
• To meet the requirements of Fire Safety Legislation
• To ensure that we keep a safe and secure site
• To ensure that events and meetings are appropriately organised

We collect and use;

• Personal information, such as name and photograph
• CCTV images

We have a legal obligation under safeguarding legislation, to ensure that our site is safe and secure. We also have a legal obligation under fire safety law, to ensure that we can account for the people in our buildings. This includes visitors.

Under article 6 of the UK GDPR, Legal Obligation is a valid reason for collecting and processing personal data.

We keep visitor data for 6 years plus the current year, in line with our Records Management Policy.
Visitor data may be stored on;

• Electronic visitor management systems such as Inventry
• Signing in books
• Fire registers
• CCTV systems
• Visitor badges
• Office 365 or Google Cloud based systems
• Room booking software or systems

Visitor information is rarely shared but, in certain circumstances, we may share your data with;

• The police
• Insurers, in relation to insurance claims
• HSE or external organisations where accident reporting or investigation is required
• Other third parties in event of a safeguarding incident

We only share your information without your consent where the law or our policies allow us to do so.

Under data protection legislation, visitors have the right to request access to information about them that we hold. To make a request for your personal information contact Jason Smith, IFtL’s Head of Operations and Data Protection Officer, via DPO@iftl.co.uk

You also have the right:

· to have your personal data rectified, if it is inaccurate or incomplete

· to request the deletion or removal of personal data where there is no compelling reason for its continued processing

· to restrict our processing of your personal data (i.e. permitting its storage but no further processing)

· to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics

· not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance by contacting dpo@iftl.co.uk

You can also complain directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer, Jason Smith at dpo@iftl.co.uk