Privacy is very important to Hoot. We know that the personal information of you, your group and your users needs to guarded and treated carefully.
This notice outlines what we do with your information, why we collect it, how we store it and what processes are in place to protect you and your data.
Data is collected on the Hoot website to facilitate the provision of our web-based service. This service, in the form of a website or app comprises of computer software. This software allows our users to administer functions for their group (for example school Parent [Teacher/Friends] Associations.
Some of the functions provided by Hoot are provided free. This means that no charge is levied for them. Advertising may be included in what you and your users see - this is a primary form of revenue for Hoot. We also provide a premium service whereby our users will pay for additional features. Whether you use our free or premium product our treatment of data remains the same. The primary difference being that additional information is collected and stored via our premium product.
It is important that our users (perspective and exisiting) read this policy carefully and understand our use of data. If you have any questions or concerns about our privacy practices, you should et in touch with us via email at email@example.com
Who we are
We are Hoot. Our data controller is our Company Director, Christopher West. Details our our companys registration are available at Companies House. Should you need to contact the data controller on a privacy/data related subject, please use the dedicated email address firstname.lastname@example.org
What information do we collect?
The information Hoot collects can be broken into 2 primary categories. i) Data to administer Hoot as a user-based business. This information will include (but is not limited to) details of our users, their group, contact information and where relevant, payment details. ii) Information about (including, but not limited to) our users group's events, accounts, attendees, users (including contact information), calendar, helpers and products.
Data is collected electronically via the Hoot website. There are several points of data collection. These are clear - data is collected when electronic forms are submitted. These are usually elements of the website where information is entered via text or dropdown menus, for example.
At each point of data collection the function and requirement is explained to make it clear to you why we need that information. Similarly, the reason we are collecting any information from a group's users is made expressly clear. This is inline with General Data Protection Regulation guidelines. We make it clear at every point of data collection why we are collecting the information, why we are storing it and what we will be doing with it.
For the sake of clarity, we consider all to data be sensitive. We do not make distinction between a name, date of birth or address (which may be considered to be highly sensitive) and a users beverage preference (which may considered less so). All data is collected, transmitted, stored and recalled in the same fashion.
How do we use personal information?
Personal data is used to carry out the functions of the Hoot website. As previously outlined these include, but are not limited to: user administration, group administration, contacting our users, processing payments, accounting functions, event co-ordination, calendar functions, product sales and more. It is important to remember that these functions will evolve and grow as the Hoot service is enhanced.
Data collected may also be used for Hoot internal administration purposes such as research, product development or meeting internal audit requirements. We may also use details of Hoot's users for marketing purposes. Data collected on behalf of our users (for example in the instance of a school PTA, their event attendees) will never be used by Hoot for marketing purposes. Hoot will never contact your users directly accept via functions provided by the service.
Some data collected may be used to personalise the experience that users receive via the Hoot service.
It may be necessary to review data which we hold to fulfill legal obligations (eg prevention of fraud).
What legal basis do we have for processing your personal data?
When a user contracts Hoot for their services, be those our free or premium, paid for product we obtain consent at the time and via the presence of this notice to store and process the information that is collected.
The legitimate interest we have in collecting this information is made clear by the provision of the services Hoot provides. It is made clear that the functions we offer can not be fulfilled without collecting our users' data and that to facilitate the function of which they wish to avail themselves.
There are functions of the Hoot service where we require consent. As previously outlined this consent is acquired at the time of registration. This consent can be withdrawn at any time by the discontinuation of use of the Hoot service via the 'close account' function of the member's area. Some functions, for example where a group's user has provided consent to be contacted about future events, allow for removal of consent via a link in emails. Any time Hoot acquires consent for a function it is also outlined how consent can be withdrawn. Every time we require consent we clearly explain what the user is consenting to and why we require their permission.
When do we share personal data?
Hoot will never share your (or that submitted by your users) personal data for financial gain. We may share your data with third party companies to fulfill the purposes previously outlined in this notice. In this instance data will be treated and subject to the same regulations as set out in this policy.
To safeguard against data loss, we regularly backup data from our databases. This backup is held by Hoot and not a third party.
We take all reasonable steps to prevent accidental or malicious access to your data. These measures include, but are not limited to: firewalls, regular software updates and password strength reviewing.
How long do we keep your personal data for?
We will store information you provide for as long as you are an active user of our service. In the event that a user cancels their account with Hoot, the data is marked as dormant. It is preserved in a dormant, non-accessible state for a period of 2 calendar months after which time it will be permanently expunged from the active database. PLEASE NOTE: Primary contact information is never permanently deleted this is inline with legal and administrative requirements. For example, our company records need to reflect that you were once a customer.
As mentioned previously, Hoot data is regularly backed up. If a user were to discontinue their Hoot account, historic data would still be preserved in these backups until such time that these files are deleted. Backups are created 3 times daily. These files are permanently deleted after 1 calendar week (7 days), on a rolling basis.
When we delete data from our active databases, your records are 'dropped' from computer record tables. This means the system is told to permanently forget the data. There is no 'recycle bin' feature. So when data is deleted, it is done so irretrievably. Similarly, when permanently deleting backup files these are discarded forever without the option for retrieval.
Your rights in relation to personal data
All data held on our systems relating to your and that of your users personal information is accessible and amendable by you. You permanently have the right to correction and deletion of the information. As previously outlined, you always have the right to withdraw consent to our storage and usage of your data. We do not currently offer any data portability options. Your rights to your data and binary meaning that you either consent to our usage of the data which you provide or not, we do not provide for any levels of restriction or objection.
How to contact us?
Should you need to get in touch with Hoot regarding this policy, any concerns you have or any data related questions, you should email email@example.com
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