Data Sharing Policy for Schools

Effective date: 01/09/22.

Parent Hub is a trading name of Nexus Software Platforms Ltd.

At Parent Hub, (“We”, “Us” or “Our”) we believe in total transparency when it comes to how we obtain and use your data. This policy, for the administrators of schools, nurseries and other educational establishments, sets out your responsibilities when sharing data from a third-party software or service, such as a Management Information System (“MIS”), with the Parent Hub services and applications (collectively, the “Services”).

It should be read in conjunction with our Privacy Policy, which explains how personal data is obtained, stored and used by us, and our Terms of Service for Publishers.

OVERVIEW

After you have created your school, nursery or other educational establishment (your “Organisation”) in the Services, you have the option to connect (integrate) and sync the Services with your Organisation’s MIS.

Once the Services are integrated with your MIS some data from your MIS is automatically copied into the Services. This data is then synced at regular intervals to make sure it stays up-to-date.

YOUR RESPONSIBILITIES

You are solely responsible for opting to integrate the Services with your MIS. By integrating your MIS with the Services, you are consenting to share your Organisation’s data with us and for us to store and process it on your behalf.

The data shared will include personal data of the various stakeholders at your school, including but not limited to:

• The names of your students and their school groups (classes, years etc.);
• The names of any parents, guardians, carers or other student contacts along with their mobile phone numbers and email addresses; and
• The names of your staff members and their mobile phone numbers.

A precise list of the data items shared with us when you connect your MIS can be found either in the data sharing feature of your MIS or by logging in to your account with Assembly, our preferred integration partner.

Before sharing any personal data with Parent Hub, you represent and warrant to us that:

• You have the authority to share data with Parent Hub on behalf of your Organisation;
• You have obtained all necessary consent to provide the personal information of any individual to Parent Hub; and
• You have obtained all necessary consent to contact any individual through the Services (via the Parent Hub application, or by email or SMS).

YOU ARE THE DATA CONTROLLER

Even after you share data with us, you retain total control and ownership of it. In GDPR terms, you are the Data Controller. This means that you retain all responsibility for the accuracy of the data you share.

If data needs to be added, deleted or updated, this is done by you in your MIS, after which the change is ‘synced’ with the Services as part of the regular data refresh.

We (Parent Hub) are the Data Processor of your data. This means that we use the data to carry out a specific function on your behalf – helping you to communicate with and collect payments from parents. We never add, delete or update any of your data unless you, or another authorised person from your Organisation, specifically requests us to do so, in writing, by emailing support@parenthub.co.uk.

OUR RESPONSIBILITIES

Once you share data with us, it is our responsibility to keep it safe and secure. How we do this is explained in our Privacy Policy.

The data you share with us from your MIS is used solely for the running of the Parent Hub Services and is not used for any other reason. Our internal access management policy ensures that only authorised employees or sub-contractors of Parent Hub can access your data, to perform maintenance activities and to provide you with support.

Except for our Sub-Processors – third-party products and services which we use to fulfil specific functions – we guarantee never to share your MIS data with anyone else. Our Sub-Processor Policy details the third-party services that we utilise and gives the specific reason for this data sharing. Permission for us to share data with these Sub-Processors is given by you when you accept our Terms of Service for Publishers. You will have accepted these Terms of Service when creating your account.

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