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Privacy policy and Cookie Statement

We are committed to protecting your privacy and security.

This page explains our privacy policy and contains separate advice on each of our different charitable activities (how and why we use your personal data) and the use of cookies to help you remain informed and in control of your information.

About us

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Peeple is a charity, whose main purpose is to support parents/carers, babies and children to learn together, by valuing and building on what families already do. Peep practitioners and families share information and ideas from the Peep Learning Together Programme about how to make the most of the learning opportunities that surround us in everyday life and play. Research shows that this - known as the home learning environment - makes the biggest contribution to narrowing the gap in children's outcomes. So, as well as working directly with families in Oxfordshire, we train practitioners around the UK and beyond, to share the messages as widely as possible. All our work is underpinned by the Peeple principles and the ORIM framework.

“The objects of the Charity [i.e. Peeple's aims registered with the Charity Commission] are for the benefit of the public:

To advance education, in particular (but not limited to) the early learning and development of children; and

To promote, commission, carry out and disseminate research in the field of early years and other education.”

Peeple is a registered charity no. 114495 in England / Wales and no. SCO44031 in Scotland, and a company limited by guarantee no. 7514469. Peeple has a trading subsidiary company called Peep Learning Ltd which exists to process sales of training and learning resources on behalf of Peeple.

Policy last updated: 23 May 2018

Data protection principles

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By 'personal data' we mean any information which identifies you, or which can be identified as relating to you personally, for example name, address and email address.

There are a number of different grounds for keeping your personal data, known as the ‘lawful basis’ for data processing. These are:

  • Your consent, freely given
  • To enter into, or perform, a contract with you;
  • To comply with a legal duty;
  • To protect your vital interests;
  • For our own (or a third party’s) lawful interests, provided your rights don’t override these (otherwise known as ‘legitimate interests’).

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes) and we will not keep your data longer than is necessary for those purposes.

For more information on your rights to see your data and to correct, update or erase it see the section ‘Your Rights’ below.

Work with families (including Peep groups)

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Contact details - what we collect and why: We collect information including your name, address, e-mail and contact phone number when you register to come to a Peep group.  The lawful basis for collecting this information is legitimate interests.  We use the information to contact you while we are providing services to you and your family. 

Sensitive data - what we collect and why: We also collect some sensitive data from you such as ethnicity and employment status which is only used for monitoring and evaluation purposes. The lawful basis for this is legitimate interests. We use the information to provide funders with statistics that help them evaluate the benefits of funding Peep groups and to improve our services. Funders require this information as part of their contract with us to provide funding for groups. This data is given to funders as anonymous statistics.  Your name is never given with it.

Occasionally we may collect sensitive data from you that helps our practitioners to support you better, or that is necessary for us to know medically, for example if your child has a nut allergy or is autistic.  This data is collected on the lawful basis of consent.  The practitioner will fill in a form, usually after a discussion with you, which you will get to see and sign. 

How we store your data, and your rights regarding it: All the information we collect from you is stored on our secure electronic database and in locked filing cabinets. 

We will keep this information until your child is five years old and then it will be deleted from our database and any paper records destroyed.

We will never pass your information on to a third party without your permission unless it is a matter of safety for you or your child.

Child protection: If we have any concerns about the safety or you or your child we have a legal duty to pass on our worries to someone who can help.  We will not ask your permission if we are worried but will always tell you what we have done, unless doing so would cause further risk.

Receiving information from another organisation: If you and your family are referred to us by another organisation, that organisation passes information about you, including sensitive data, to us in order that we can provide a service.  That organisation has your consent to give us this information and we hold it on the lawful basis of legal obligation.  This means that because there are safeguarding concerns we are legally required to keep your data in accordance with safeguarding laws.

Dolly Parton Imagination Library: We collect information including your name, address and e-mail address on behalf of the Dolly Parton Imagination Library.  This data is collected in order that the Imagination Library can send your child free books.  The data is stored on the Imagination Library database and Peeple is the data processor not the data keeper.  This data is therefore covered by the Imagination Library Privacy Notice.

Photos and video footage: Sometimes in our groups we take photographs or videos for the purposes of using in Peeple materials, leaflets, on the website or for professional evaluation of our work or staff.  We do this using the lawful basis of consent.  They are stored electronically on our server.  Your pictures or videos will never be used without your permission and you can ask to see them or remove them at any time.  We will keep them indefinitely unless you instruct us otherwise.

Pre-school privacy policy

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Practitioner training and membership (log-in website access)

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When you book a place on Peep Training we collect information including your name, role and contact details (address, phone number, and your and your manager’s email). This is usually your work rather than home contact details. We record the information you have provided on our internal contacts database for use in administration of training. We share your information with the freelance trainers who deliver training under contract from us, but no-one else. We cross-shred printed personal data at the end of the course.

Post-course contact: Some of our courses include access to log-in areas on our website, to support your delivery of the programme(s). This is known as membership, for which there is currently no charge. We hold the information that you complete in the Practitioner Declaration during the training and on the online registration form (work contact and training details) for as long as you renew your membership. Each year we also ask you to complete an online membership renewal questionnaire. This enables us to:

  • share good practice with practitioners and organisations;
  • learn more about what post-course support you do/don't find helpful;
  • update our awareness of what Peep is happening where - enabling us to let practitioners and families know if Peep is happening near them
  • report to [potential] funders, who are interested in funding work that supports the home learning environment and early intervention.

Annual log-in renewal: If you decide not to renew your annual membership or there is no response within three months of the renewal date, then we will remove your personal details and therefore your access to the log-in area of the website. We will keep basic information about individuals who have attended Peeple training on our contacts database for three years from the date of the training to enable us to grant you membership or other services related to the training, such as refresher training.

Post-course newsletter: Practitioners/members and their managers will be sent Peeple newsletters by email, approximately monthly, as part of our post-training support. We include managers as it raises the quality of delivery when managers understand more about Peep programmes and how they can be used. The newsletters contain news, information and updates that support Peep delivery. There is always an Unsubscribe link in the e-newsletter, so you can opt out at any time.

We may analyse our membership data to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. location). We may compile statistical data from time to time; this will never include any references to any individual.

We do not share information about our members or training delegates with any other third parties without their prior permission. We will never sell your information or give our mailing list to a commercial organisation.

Under GDPR, the lawful basis for the above (regarding training and membership) is our legitimate interests.

Practitioner Accreditation (City and Guilds)

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As part of the registration, assessment and certification processes for the City and Guilds Unit 311: Engage parents in their children's early learning, we collect information including your name, date of birth, gender, address, e-mail, contact telephone number(s), completed portfolio and records of internal quality assurance activities.  This data is collected on the lawful basis of the contract we have with you to accredit your learning.  We use the information to provide you with services to support the completion of your accreditation.  

As indicated on the Learner Registration Form, the course is accredited through Headroom - Space for Learning (approved City & Guilds centre number 022791).  We transfer your name, gender, date of birth and qualification information to Headroom – Space for learning, who use this data to enrol you on the course with City & Guilds.  City & Guilds assign you a unique learner number (ULN) which is used in relation to your learning, assessment and certification. 

In exceptional circumstances we may also collect and transfer, to both Headroom - Space for Learning and City & Guilds, sensitive personal data, such as: 

  • information about your physical or mental health condition – to comply with our duty under the Equality Act 2010 and enable us to administer requests for reasonable adjustments to support your learning and assessment.
  • information relating to an investigation, complaint or appeal – to allow us and/or City and Guilds to make an informed response.

This additional sensitive data is collected on the lawful basis of consent.  As such, you will need to complete a form following a discussion with a Peeple trainer/ staff member.  The form will require you to give your explicit consent for the sensitive personal data you have shared to be held by us and transferred to Headroom – Space for Learning and/ or City & Guilds for the purposes outlined above.

All the information we collect from you is stored on our secure electronic database and in locked filing cabinets to which only authorised staff have access.  Hardcopy portfolios are scanned and stored electronically for quality assurance activities. 

We pass your information to freelance assessors who assess accreditation portfolios under contract from us as necessary to enable us to provide training and accreditation services to you.  Completed learner portfolios are sent and returned by post to freelance assessors using the secure Royal Mail Signed For® 1st Class service.  Assessors are required to store all off-site learner and assessment data in a secure and locked location throughout the assessment process.    

We acknowledge that the content of your portfolio, whether it be hardcopy, scanned or an e-portfolio, is your property and remains so after certification.  Hardcopy portfolios will be returned to you along with your certificate of achievement on successful completion of internal quality assurance activities.  At this point we may contact you to seek your permission to retain an anonymised copy of your portfolio for training and marketing purposes.  Scans of hardcopy portfolios, e-portfolios and additional evidence received as a result of remediation will be retained until the annual External Quality Assurance (EQA) visit from City and Guilds has taken place following certification, after which it will be deleted.

All other information will be kept for 3 years following certification in case any issues arise and for regulatory compliance purposes.

All personal data and sensitive personal data transferred to Headroom – Space for Learning (City & Guilds Centre no: 022791) will be processed in accordance with their Privacy Notice.

All personal data and sensitive personal data transferred to City and Guilds will be processed in accordance with their Learner and Apprenticeship Privacy Policy (www.cityandguilds.com/help/help-for-learners/learner-policy)

We will never pass your information on to a third party without your permission.  

Parent/carer qualifications: Scotland (SCQF credit-rated by SQA)

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Learners Your delivery centre collects information including your name, date of birth, address, email/mobile/landline number, course title and course level and passes this data on to Peeple.  This allows us to register you as a learner for the Peep Progression Pathway.  We also keep a copy of your keepsake book/portfolio on our database for quality assurance purposes.

We record the information you have provided on Peeple’s database for:

  • use in administration of Peep Progression Pathway units
  • reporting to our funders (Scottish Government)
  • adhering to quality assurance procedures required by the Scottish Qualifications Authority (SQA)

This data is collected on the lawful basis of the contract we have with you to certificate your learning.

You will receive no communication directly from Peeple, unless you have submitted an appeals complaint to us, or you have contacted us directly.

Your keepsake book will be removed from the database after 15 months to allow time for the annual external quality assurance visit.  The rest of your personal details will be removed from the database after five years, in accordance with SQA’s (the Scottish Qualifications Authority) guidelines, and to enable us to respond to certification queries.

We will not share information about our learners with any other third parties without their prior permission.

We may analyse our learners to determine common characteristics and preferences. We do this by assessing various types of information including learning level or demographic information (e.g. location). We may compile statistical data from time to time; this will never include any references to any individual.

We will never sell your information or give our mailing list to a commercial organisation.

If you have given permission, we may share your keepsake book with other organisations who might offer the Peep Progression Pathway in their area.  Your keepsake book may be used to help us to train more staff in how to deliver the Peep Progression Pathway.  Your keepsake book may be taken to conferences and events and be displayed to promote Peep programmes.   Your portfolio would be used under the lawful basis of legitimate interests.  You can withdraw permission at any time by emailing pathwayscotland@peeple.org.uk.

Assessors, Peep Practitioners and Internal Quality Assurance Officers Your name, work address, email, mobile/landline number, qualifications and experience and training event details will be held on the Peeple server and Peeple database (password protected - only accessible to authorised staff).  All data apart from name and training event details and qualifications and experience will be kept for a minimum of three years, after which it will be deleted.  The remaining data will be deleted when you are no longer a member of Peeple.

Parent/carer accreditation of learning: England, Wales and Northern Ireland (NOCN) (Updated Aug 2018)

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Learners – what we collect and why 

As part of the registration, assessment and certification processes for the units that are part of the NOCN Certificate in Supporting Early Learning at Home (Entry 3, Level 1 and Level 2), the Centre delivering your course will collect data from you and pass it to Peeple for processing. 

This data is collected on the lawful basis of the contract we have with you to accredit your learning.  We use the information to provide you with services to support the completion of your accreditation.  We collect and process the following data:

  • Contact details including your full name, date of birth, gender, address, e‑mail, contact telephone number.  This is held as part of your accreditation record.  Peeple will transfer your full name, post code, data of birth and gender to NOCN* (the Awarding Organisation) who will use this data to register you for unit accreditation.  
  • Sensitive data (special category personal data)

Employment status and Ethnicity are optional sections to complete on the Learner Registration Form.  If you choose to provide these, Peeple may process this data in order to monitor course enrolment, improve services and to provide partners and funders with statistics that help them evaluate the benefits.  The data is always anonymised and given as figures and/or percentages.  This data is transferred to NOCN* as part of the unit registration process.

In exceptional circumstances we may also collect and transfer to NOCN* additional sensitive personal data.  This is collected on the lawful basis of consent and as such, you will need to complete a form following a discussion with the Centre and/ or Peeple staff.  This form will require you to give your explicit consent for the sensitive personal data you have shared to be held by Peeple and transfer to NOCN* for the purposes outlined below:  

  • Learning support requirements which may include Information about your medical conditions and/ or learning difficulties.  This is to comply with our duty under the Equality Act 2010 and enables us to administer requests for reasonable adjustments to support your learning and assessment.
  • Information relating to an investigation, complaint or appeal – to allow us and/ or NOCN to make an informed response.
  • Evidence relating to the unit you are undertaking including your completed portfolio, course feedback/ evaluations and records of internal quality assurance activities.  This will be used by the Peeple Internal Quality Assurer (IQA) for quality assurance processes and to approve certification.  It may also be shared with NOCN* if requested as part of their sample when carrying out the annual External Quality Assurance (EQA) visit.

All the information we collect from you is stored on our secure electronic database and in locked filing cabinets to which only authorised staff have access.  Hardcopy portfolios are scanned and stored electronically for quality assurance activities. 

We acknowledge that the content of your portfolio, whether it be hardcopy, scanned or an e-portfolio, is your property and remains so after certification.  Hardcopy portfolios will be returned to you along with your certificate of achievement on successful completion of internal quality assurance activities.  At this point we may contact you to seek your permission to retain an anonymised copy of your portfolio for training and marketing purposes.  Scans of hardcopy portfolios, e-portfolios and additional evidence received as a result of remediation will be retained until the annual External Quality Assurance (EQA) visit from NOCN has taken place following certification, after which it will be deleted.

All other information will be kept for 3 years following certification in case any issues arise and for regulatory compliance purposes.  We will never pass your information on to a third party without your permission.  

We may analyse our learners to determine common characteristics and preferences.  We do this by assessing various types of information including learning level or demographic information (e.g. location).  We may compile statistical data from time to time; this will never include any references to any individual.

* All personal data and sensitive personal data transferred to NOCN (the Awarding Organisation) will be processed in accordance with their Privacy Notice (www.nocn.org.uk/privacy/)

 

Peeple approved assessors/ Peep Practitioners – what we collect and why

To support the registration, assessment and certification processes, Peeple collect and process electronic details of assessors and/or Peep practitioners approved to deliver the Peep Progression Pathway units that are part of the NOCN Certificate in Supporting Early Learning at Home (Entry 3, Level 1 and Level 2).

We collect your full name, organisation name, work place address/ contact telephone number, information relating to the role qualification requirements/ experience and Continuing Professional Development (CPD).  This data is held by Peeple and transferred to the NOCN* Horizons system in line with NOCN requirements and to support the delivery process.  Additionally, Peeple maintains quality assurance records relating to the units delivered by each assessor/ Peep Practitioner.  

Data is held on the Peeple server and Peeple database – password protected and only accessible to authorised staff.  All data will be kept for the duration of your role as an assessor/ Peep Practitioner for the Peep Progression Pathway.  After which is will be kept for 3 years following final course certification in case any issues arise and for regulatory compliance purposes.  We will never pass your information on to a third party without your permission.  

* All personal data and sensitive personal data transferred to NOCN will be processed in accordance with their Privacy Notice (www.nocn.org.uk/privacy/)

Research and sharing our learning

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Peeple will never collect or use data for research purposes without the specific written opt-in consent from participants in advance of research commencing. Data collected as part of research will be kept on file at Peeple until the scheduled end date of the piece of research as agreed with the funder. Additional privacy information will be provided as necessary based on the nature of the specific piece of research.

If the research involves attending Peep training and participants register for a website login and sign up as members, the advice (above) regarding ‘Practitioner training and membership' also applies.

Communications

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Newsletters: Peep-trained practitioners and their managers will be sent Peep Postings newsletters and our general newsletter as part of their membership (see above). Other people may subscribe to our Peeple newsletter by opting in to join our mailing list (lawful basis: consent). Anyone can unsubscribe from Peeple newsletters at any time by clicking the Unsubscribe button.

Enquiries: If you enquire about Peep Training or resources, we keep your details on our internal system for up to two years, so that we can respond to follow-up enquiries.

Customers buying resources from our online shop

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When you place an order with us via our on line shop or by any other means such as an emailed order form, we ask for your name, address, email and phone number to enable us to process your order. We may also use this information to contact you with information about new products or training unless you advise us otherwise. Information relating to your purchase will also be kept on our finance system, Quickbooks, for up to 6 years for tax and audit purposes.

Human resources (staff, volunteers, job applicants and freelance consultants)

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Employee records: we keep both electronic and paper details of employees to fulfil our legal obligations in relation to contracts of employment, payroll and pensions.

We share employee information Tax Assist Payroll services who have an agreement with us to process payroll and pensions data.

Employee data will not be kept longer than necessary to comply with legal and statutory obligations which in the case of payroll is 6 years from the end of the relevant tax year. A separate records retention schedule details other retention periods.

Any additional information which is not required for the above purposes, e.g. use of photographs, will require employee consent.

Volunteer and trustee records: we keep both electronic and paper details of volunteers and trustees under the lawful basis of our legitimate interests.

Freelance consultants including Peep trainers and assessors: we keep electronic details of trainers and assessors (name, address, email, phone, CV) and each consultant signs a letter of agreement covering the nature of their work for Peeple, its duration etc. The lawful basis for this is contractual.  Consultant data will be kept for the duration of their work for Peeple and for a further 6 years from the end of the last relevant tax year in case it is needed for tax or related reasons.

Job applicants: enquiries and application forms from unsuccessful candidates will be kept for a period of 6 months from the end of the selection process.

Register of interest: anyone interested in hearing about future vacancies or volunteering opportunities (including unsuccessful job applicants) may register their interest on our Register of interest form. Details will be kept both electronically and on paper for a period of 18 months.

Historical records: we keep information on senior personnel such as trustees and directors indefinitely for the purpose of historical records.

Your rights under GDPR (General Data Protection Regulations)

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Under the GDPR, you have various rights with respect to our use of your personal data:

Right to Access

You have the right to request a copy of the personal data that we hold about you by contacting us at the email or postal address given below. Please include with your request information that will enable us to verify your identity. We will respond within 1 month of request. Please note that there are exceptions to this right. We may be unable to make all information available to you if, for example, making the information available to you would reveal personal data about another person, if we are legally prevented from disclosing such information, or if there is no basis for your request, or if it is excessive.

Right to rectification

We aim to keep your personal data accurate and complete. We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

Right to erasure

You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed. If you would like to request that your personal data is erased, please contact us using the contact details provided below.

Right to object

In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data, or if your data is being processed for direct marketing purposes. If you would like to object to the processing of your personal data, please contact us using the contact details provided below.

Please note that the GDPR sets out exceptions to these rights. If we are unable to comply with your request due to an exception we will explain this to you in our response.

Contact details:

If you wish to find out more about the information we hold about you, contact us in connection with your rights or you have any questions about this Privacy Policy and Cookie Statement, please email:

dataprotectionlead@peeple.org.uk

or phone 01865 395145

Cookie statement

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What is a cookie?

A cookie is a small file created by a website and then stored on your computer. You can control if and when you allow cookies to be stored on your machine, and can view or delete any cookies stored.

We use several different types of cookies to allow our visitors and practitioners to have a good experience using our website.

  • strictly necessary cookies - these are essential to enable you to register and login.
  • performance cookies - these cookies collect information about how visitors use the website for instance to allow us to see which webpages are viewed the most.
  • functionality cookies - these cookies allow the website to remember choices you make and provide more personal features. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
  • We use Google Analytics cookies to help us improve our website.  Infomation on these cookies can be found here.

The cookies we use are:

Cookie

Name

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 Google Analytics

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 Used to distinguish users.

 Google Analytics

_gid

 Used to distinguish users.

 Google Analytics

_gat

 Used to throttle request rate.

 Drupal/Peeple.org.uk

SESS...

 This is a Drupal session cookie used when an authorised user   (website member) logs in. You won't get this if you are an   anonymous user.

 Drupal/Peeple.org.uk

has_js

 The has_js cookie records whether your browser has JavaScript   enabled.

To find out more about cookies there are several websites dedicated to explaining how they work

http://www.aboutcookies.org

http://www.allaboutcookies.org