Privacy Policy

Roles under UK GDPR

• ER FIRST AID LIMITED trading as Hooty: Controller; customer accounts/billing
• Customer: Child records and data inside the platform.

Definitions and Interpretation

In this Privacy Policy, the following definitions are used:

• Data: collectively all information that you submit to ER First Aid Limited trading as Hooty via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;
• Cookies: a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);
• Data Protection Laws: any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation;
• GDPR: the UK General Data Protection Regulation;
• ER First Aid Limited trading as Hooty, we or us: ER First Aid Limited trading as Hooty, a company incorporated in England and Wales with registered number 11397355 whose registered office is at 5 Ducketts Wharf, South Street, Bishops Stortford, Essex, CM23 3AR;
• UK and EU Cookie Law: the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011 & the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2018;
• User or you: any third party that accesses the Website and is not either (i) employed by ER First Aid Limited trading as Hooty and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to ER First Aid Limited trading as Hooty and accessing the Website in connection with the provision of such services; and
• Website: the website that you are currently using, www.hootyowl.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

Scope of this Privacy Policy

This Privacy Policy applies only to the actions of ER First Aid Limited trading as Hooty and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, ER First Aid Limited trading as Hooty is the "data controller". This means that ER First Aid Limited trading as Hooty determines the purposes for which, and the manner in which, your Data is processed.

Data Collected

We may collect the following Data, which includes personal Data, from you:

• name;
• date of birth;
• gender;
• job title;
• profession;
• contact Information such as email addresses and telephone numbers;
• demographic information such as postcode, preferences and interests;
• financial information such as credit / debit card numbers;
• IP address (automatically collected);
• web browser type and version (automatically collected);
• operating system (automatically collected);
• a list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected);
• information users input into hooty containing data about children in their care and their setting, including but not limited to safeguarding information, attendance and accident forms.

How We Collect Data

We collect Data in the following ways:

• data is given to us by you;
• data is received from other sources (Stripe, Send); and
• data is collected automatically.

International Transfer

The Processor (Supplier) utilises cloud infrastructure services that involve the transfer of Personal Data outside the United Kingdom. It is important that customers are aware that their data is stored on secure servers in the United States.

Destination of Cloud Servers: United States

Mechanism: ITDA / UK Addendum / DPF

Verification: The company used to supply ER First Aid Limited trading as Hooty is listed on the Data Privacy Framework. UK Extension to the EU-U.S. Data Privacy Framework is Active.

Safety Assurance: Where Personal Data is transferred to the United States, such transfers are conducted in accordance with applicable UK data protection law and appropriate safeguards, including: We choose providers who are certified to ISO 27001. The supplier for the servers is also SOC Type II Certified.

Our Use of Data

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

• providing an early years management system to childcare professionals. Childminders remain the controllers of such information. Hooty is the processor.

Who We Share Data With

We may share your Data with the following groups of people for the following reasons:

• relevant authorities - to facilitate the detection of crime;

Keeping Data Secure

We will use technical and organisational measures to safeguard your Data, for example:

• access to your account is controlled by a password and a user name that is unique to you.
• we store your Data on secure servers.
• payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when we use this technology.

The Supplier also has comprehensive technical and organisation measures in place including Access Control & Authentication, Role-Based Access Control (RBAC), Encryption, Audit Logging & Monitoring, Data Segregation, Secure Development Practices, Subprocessor Security, Personnel Confidentiality, and International Transfers & Data Privacy Framework compliance.

Data Retention

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this Privacy Policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your Rights

You have the following rights in relation to your Data:

• Right to access - the right to request copies of the information we hold about you at any time;
• Right to correct - the right to have your Data rectified if it is inaccurate or incomplete;
• Right to erase - the right to request that we delete or remove your Data from our systems;
• Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it;
• Right to data portability - the right to request that we move, copy or transfer your Data;
• Right to object - the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data, please contact us via this e-mail address: support@hootyowl.co.uk.

Cookies

This Website may place and access certain Cookies on your computer. We use Cookies to improve your experience and improve our range of services.

This Website may place the following Cookies:

Governing Law and Jurisdiction

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to This Privacy Policy

ER First Aid Limited trading as Hooty reserves the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Privacy Policy on your first use of the Website following the alterations.

You may contact ER First Aid Limited trading as Hooty by email at support@hootyowl.co.uk.