Version date: 01/10/21
Parent Hub is a trading name of Nexus Software Platforms Limited, a company registered in England and Wales under registered company number 08692512.
- What is Parent Hub?
- Key Definitions
- What information does Parent Hub collect?
- What happens when I join a school or other organisation?
- What does Parent Hub do with my data?
- Who do Parent Hub share my Personal Data with?
- Changes to data sharing
- How do I access the personal data that Parent Hub stores about me?
- How do I delete my account?
- Communications from Parent Hub
- Communications from other Parent Hub users
- Cookies and Pixels
- Application Insights and Google Analytics
- Business transfers
- How is my Personal Data kept secure?
- Third-party services
- Any questions?
WHAT IS PARENT HUB?
Parent Hub is a communications and payments platform that helps educators (like schools and teachers) send messages to and collect payments from parents, guardians and other school stakeholders.
This policy does not apply to websites, services or practices of companies that we do not own or control, even if they help us operate our Services. Third-party providers who do help us operate our Services (our Sub-Processors) must adhere to privacy and security obligations in a manner consistent with our policies and practices.
These definitions are the same as those included in our Terms of Service for Publishers and Subscribers.
Channel – A broadcast group that is created in the Services by a Publisher, for the purpose of sending messages to Subscribers.
Organisation – An educational establishment such as a school or nursery, or any other entity, such as a club, society or team.
Personal Data – As defined by the ICO, “Any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”.
Publisher - Users of our services who can send messages to or request payments from others are known collectively as “Publishers”. Typically, Publishers are educators or administrators of a school, nursery, club, group or team with a requirement to communicate with or collect payments from a set of stakeholders.
Services - Any websites and all other products, services and applications owned or developed by Parent Hub, including (but not limited to) our website (https://www.parenthub.co.uk), our web application for schools (https://portal.parenthub.co.uk) and the Parent Hub smartphone applications.
Subscriber - Users of our services who receive messages or payment requests from a Publisher are known collectively as “Subscribers”. Typically, Subscribers are parents, guardians or other stakeholders with whom a Publisher or Organisation requires to communicate or collect payments from.
WHAT INFORMATION DOES PARENT HUB COLLECT?
We receive and store any information you enter on the Services, whether via computer, mobile phone, other device, or that you provide to us by connecting Parent Hub to a third-party website or service. For example, we receive and store data when you create an account, set up your personal profile and send or receive messages (depending on the ‘type’ of user you are: Publisher or Subscriber).
We collect and store this information to provide the Services to you and our other users and to provide a useful user experience.
We collect information in two ways, which are explained in the paragraphs immediately following this one:
- Information you provide to us; and
- Information we collect automatically.
Information you provide to us
We receive and store any information you enter on the Services, whether via computer, mobile phone, other device, or that you provide to us in any other way.
Authorised personnel at an Organisation can choose to connect, integrate or sync the Parent Hub Services with other software products and services (for example a school Management Information System). When this happens, we can collect and store selected information from those third-party services, in accordance with our Data Sharing Agreement for Schools.
You may choose not to provide us with certain information, but this may mean that you are not able to take advantage of some of our features.
Information collected automatically
We receive and store some types of information automatically whenever you use the Services. Parent Hub automatically receives and records information in our server logs or from your browser or mobile application, including:
- Cookie information; and
- Usage information (your activity on the Services, for example the pages you visit and the options you click on).
This information may include some Personal Data such as a device ID or IP address. We keep this data anonymous in our logs and never link it to your Parent Hub account or personal profile in the Services. That said, we treat this data as we do any other item of Personal Data, which means it is stored and processed by us with the same protections as are afforded to any other item of Personal Data.
WHAT HAPPENS WHEN I JOIN A SCHOOL OR OTHER ORGANISATION?
Users may have the choice of associating their account with an Organisation such as a school. In some cases, this may be required in order to use the Services. By joining an Organisation, you acknowledge and agree that verified Publishers (like administrative staff and teachers) associated with that Organisation may be able to view some of your Personal Data (like the email address you used to create your Parent Hub account). In addition, administrators of the Organisation may be able to make changes to your account, such as, adding, removing, or moving you from classes and/or groups.
WHAT DOES PARENT HUB DO WITH MY DATA?
We use the Personal Data we receive about you to provide you with the Services, as well as to support you in using the services for reasons that include:
- Authenticating your identity,
- Responding to your requests for certain information,
- Providing you with customer support,
- Customising the features that we make available to you,
- Improving the Services and our internal operations (including troubleshooting, testing, and analysing usage),
- Communicating with you about service updates, including new features,
- Protecting our users and working towards making sure our Services are safer and more secure.
WHO DO PARENT HUB SHARE MY PERSONAL DATA WITH?
Firstly, we never rent or sell your Personal Data to anyone.
We do share some items of your personal data with the third-parties that we use to help us provide the Services to you: our Sub-Processors. These Sub-Processors are other companies whose services we use to provide certain features or functions of the Parent Hub Services, for example email and SMS sending. The entire list of our Sub-Processors and the specific data items shared with them can be found in our Sub-Processor Policy.
Before sharing any data with these Sub-Processors, we reviewed their policies and practices to make sure that they comply with our policies and practices. We keep these Sub-Processor policies under review but recommend that you review them too. As stated in our Terms of Service for Publishers and Subscribers, you consent to our sharing of your Personal Data with these Sub-Processors by registering for and using the Services.
Other Parent Hub users may have access to your Personal Data (for example, a school administrator can see a parent’s Parent Hub account email address). Unauthorised sharing of any other user’s Personal Data is prohibited by our Terms of Service for Publishers and Terms of Service for Subscribers. If another Parent Hub user chooses to share your Personal Data against your will, you should notify us of this by contacting firstname.lastname@example.org.
We may share your Personal Data when we are required to do so in order to:
- comply with the law, or as a result of a legal request;
- enforce or apply our terms of service and other agreements; or
- protect the rights, property, or safety of Parent Hub, our employees, our users, or others. This includes, without limitation, exchanging information with other companies and organisations for fraud protection or responding to government requests.
CHANGES TO DATA SHARING
You will be notified when your Personal Data may be shared with any new third party and you will be given the option to prevent the sharing of this information unless we determine that not disclosing this to you prior to your information being shared is necessary to comply with applicable laws or legal processes or we are prohibited by law or legal processes from informing you in advance.
HOW DO I ACCESS THE PERSONAL DATA THAT PARENT HUB STORES ABOUT ME?
As a Parent Hub account holder, you may view and modify the Personal Data used to create your account (your name and email address) at any time, by logging into your account and accessing the features to manage your account information.
In the Services, you are also able to view the following information (note that this list may change as the Services change):
- The Channels or Organisations that you are affiliated with,
- The content in your account (for example, the messages you have sent or received).
You can request a copy of all the Personal Data that we hold about you by contacting us at email@example.com.
HOW DO I DELETE MY ACCOUNT?
You may request deletion of your Parent Hub account by emailing firstname.lastname@example.org.
When we delete your account, some aspects of your information may remain in the Services. This may include any messages you have sent or received, records of message delivery (delivery receipts) or records of messages that you have seen (read receipts). This information can only be removed with the express permission of the Publisher or Organisation that controls that data. Examples include:
- If you are a Subscriber and you request that we delete your account, we will remove your account information (email and password) but your personal profile along with a record of the messages you have received and/or seen and any payments or refunds made on your account may be retained for auditing purposes by the Publisher or Organisation who invited you to join. The Publisher or Organisation controls this data and so this data can only be removed with permission directly from them.
- If you are a Publisher and you request that we delete your account, we will remove your account information (email and password) but your personal profile along with the messages and content you have posted and any payment requests or refunds you have made in the Services may be retained for auditing purposes by any other Publisher or Organisation with who you were affiliated whilst using the Services. The Publisher or Organisation controls this data and so this data can only be removed with permission directly from them.
Please note that where Personal Data has been provided to us by another Parent Hub user or Organisation, including data that is uploaded, synced or added from a third-party service (for example a school Management Information System), then you must request deletion of that information directly from the Organisation.
If you are a Subscriber or your account is associated with an Organisation and you request to delete your account, we may notify the Organisation and/or the Publishers of the Channels that you are affiliated with of your deletion request.
You understand and acknowledge that, even after removal, copies of your data may remain viewable in our service logs or security backups, in-line with our Data Retention Policy. We retain this information for security purposes and to ensure business continuity. We reserve the right to delete information from our service logs and security backups at any time, but we will not be obliged to do so.
If your school or other Organisation chooses to end their contract with Parent Hub and subsequently requests termination of all Services and deletion of accounts, Parent Hub will offer you the choice whether to continue using Parent Hub, and if so, provide you with control over your Parent Hub account. If in that instance you instead wish to delete your account, we will honour that request.
COMMUNICATIONS FROM PARENT HUB
If you provide us your email address, Parent Hub may send you system messages (for example email verification or password reset emails, or service update announcements) via email. By maintaining a Parent Hub account, you acknowledge and agree that you may receive this type of communication from us, by email.
In the future, we may want to send you emails that are not essential to the running of Parent Hub (newsletters, for example). We will ask you for your consent before we send you these emails.
If you provide us your mobile telephone number, Parent Hub may send you system messages (for example SMS verification codes) via SMS. By maintaining a Parent Hub account, you acknowledge and agree that you may receive this type of communication from us, by SMS.
COMMUNICATIONS FROM OTHER PARENT HUB USERS
Email and SMS Communications
By maintaining a Parent Hub account, you acknowledge and agree that you may receive e-mail or SMS messages through Parent Hub, from other Parent Hub users.
You may also receive email or SMS messages via Parent Hub if a Publisher or Organisation uploads, syncs or adds your email address or mobile telephone number to the Services.
We may receive a confirmation when you open an email from us and we will present this to the Publisher who posted the message, along with their associates.
If you no longer wish to receive messages by email or SMS from another Parent Hub user, you can contact the sender directly or you can email us at email@example.com.
We send notifications to you when a Publisher has posted something new to a Channel that you are subscribed to or when you are sent a message, or when Parent Hub needs to inform you of something. If you no longer wish to receive such communications, you may turn them off on your device.
COOKIES AND PIXELS
A pixel is a small amount of code on a web page or in an email notification. As many services do, we (or our agents) may use pixels to learn whether you’ve interacted with certain web or email content on our Services. This helps us measure and improve our Services and personalise your experience on Parent Hub.
Most browsers have an option for turning off the cookie feature, which will prevent your browser from accepting new cookies, as well as (depending on your browser) allowing you to decide on acceptance of each new cookie in a variety of ways. We strongly recommend that you leave the cookies activated, however, because you may not be able to log in or use some or all of the Services’ features without cookies enabled.
APPLICATION INSIGHTS AND GOOGLE ANALYTICS
We use Microsoft’s Application Insights software as well as Google Analytics in our web and mobile applications to allow us to better understand the use of Parent Hub and improve the performance of our Services. This software may collect, store and use information such as how often you use the Services, which pages you visit, the events that occur within those pages and general performance data (such as loading times).
Any data collected through Application Insights or Google Analytics is anonymous and cannot be tied to your Personal Data. Microsoft or Google may share the anonymous information it collects with other third parties as part of providing the analytics services.
If Parent Hub (or its assets) is acquired by another company, user information may be one of the assets transferred to or acquired by that company. You acknowledge that such a transfer may occur, and that any acquirer of Parent Hub may continue to use your Personal Data as set forth in this policy. You will be notified via email or some other means of any change in ownership or uses of your Personal Data, as well as any choices you may have regarding your Personal Data (including the right to delete your information). If Parent Hub goes out of business without a successor, we would permanently and irrevocably delete your information.
HOW IS MY PERSONAL DATA KEPT SECURE?
The security of all Personal Data is a top priority for Parent Hub.
We have protections in place to enhance our users’ security, and routinely update these protections. We have administrative, technical, and physical safeguards designed to protect against unauthorised use, disclosure of or access to Personal Data. In particular:
- Our engineering team is dedicated to keeping your Personal Data secure.
- Parent Hub stores its data within Microsoft’s Azure cloud infrastructure which is managed in compliance with multiple regulations, standards and best-practices, including ISO/IEC 27001, ISO/IEC 27018, SOC 1, SOC 2 and UK G-Cloud.
- Parent Hub’s main database and all backups are encrypted at rest.
- Low-level auditing software is run on all production systems to record potentially malicious actions that may take place.
- All Parent Hub clients (for example our websites and mobile apps) use TLS/SSL when communicating with our servers.
If we become aware of a security breach of our users’ Personal Data, we will notify affected users as required by applicable laws and may post a notice on the Services as required by applicable laws.
You may be able to access certain third-party websites, products or services through Parent Hub’s Services. Examples include (but are not limited to):
- Web links to third-party websites, products or services;
- Content storage applications that allow the upload or sharing of content, such as (but not limited to) Google Drive, Microsoft OneDrive or Dropbox;
- Document viewing applications, such as (but not limited to) Google Docs, Adobe Acrobat Reader or Microsoft Office.
These are not Parent Hub services; they are another company’s and we do not control their privacy and security practices. Only you can decide whether to use these services or provide data to another company’s services.
If you have any questions or concerns regarding privacy when using any of Parent Hub’s Services, please contact us with a detailed request for further information using the contact information below. We will make every effort to resolve your concerns.
- By email to firstname.lastname@example.org
- By mail to:
Parent Hub Privacy Team,
138 The Sharp Project,