FACE-Ed provides recruitment software specifically for education. The software automates the recruitment process in schools and trusts delivering efficiencies and compliance.

This policy applies to information (‘data’) we collect when supplying services to our clients and when you choose to use our website.

We take your privacy very seriously and we ask that you read this privacy policy carefully as it contains important information on the personal data we collect about you; what we do with your data and who your data might be shared with.

The website www.face-ed.co.uk is operated by FACE-Ed Limited and our registered office is at First Floor Unit A Cedar Court Office Park, Denby Dale Road, Wakefield, United Kingdom, WF4 3QZ.

FACE-Ed Limited, when collecting and processing client data, are a ‘data controller’ for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation.

What data do we collect?

The personal data we may consist of:

  • Name
  • Role
  • Address
  • Phone number
  • Email Address
  • Products ordered
  • Service related support information

How is the data collected?

We may collect data in the following ways:

  • When you make an enquiry
  • Register with us
  • Purchase products or services from us
  • When you contact us via the online form
  • When communicating and administering accounts and support

Use of Cookies

A cookie is a small text file which is placed onto your computer (or other electronic device) when you use our website. We use cookies on our website.

Where applicable, this website uses a cookie control system allowing you on your first visit to the website to allow or disallow the use of cookies on your computer/device. This complies with recent legislation requirements for websites to obtain explicit consent from users.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider, to improve the user’s experience whilst visiting the website, and better understand how you use it. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.

For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies please see our Website cookie policy.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

How will the data be used?

We collect data about you so we can:

  • Identify you and manage any accounts you hold with us
  • Order processing and account management
  • Provide the services and support requested
  • If you agree, let you know about other products or services that may be of interest to
  • you (see ‘Marketing’ section below)
  • Detect and prevent fraud
  • Customise our website and its content to your preferences
  • Notify you of any changes to our website or to our services that may affect you
  • Improve our services

Marketing and email newsletter

We use any information submitted to us by you to provide you with further information by post and email about the products and services we offer which you have requested, and/or which may be of interest to you.

As part of our services, we supply an email newsletter which we use to inform you about products and services supplied by us. You may be contacted because you have requested a demo or brochure or because you are a client or existing contact of Staff Absence Management Limited.

You can choose to unsubscribe at any point by clicking on the link at the bottom of the email.Email marketing campaigns published by us may contain tracking facilities within the actual email. Subscribed activity is tracked and stored in a database for future analysis and evaluation.

Such tracked activity may include: the opening of emails, forwarding of emails, the clicking of links within the email consent, times, dates and frequency of activity (this is by no means a comprehensive list).

Lawful basis for processing

Our legal basis for processing for the personal data:

In line with Article 6(1b), for all cases (except marketing), processing is necessary for the performance of a contract to which the customer has agreed. For our marketing activities, we gain consent from each data subject and this consent may be withdrawn using a link on the bottom of any marketing related email.

Who might your data be shared with?

We will only share your personal data, where necessary, with our data processors to enable us to perform our contract.

We will not share your data with any other third parties without your consent to do so unless required to do so by law.

  • The website is operated by FACE-Ed Limited and our registered office is at (FACE-Ed, First Floor Unit A Cedar Court Office Park, Denby Dale Road, Wakefield, United Kingdom, WF4 3QZ). It is hosted in the UK and backed up by AWS, https://aws.amazon.com/privacy/
  • As FACE-Ed we utilise Salesforce as our CRM. Customer Data held in our Salesforce Account for the Covered Services is stored in the United Kingdom (SFDC EMEA Data Centre Limited UM5). Customer Data backed up or submitted through plugin’s such as Einstein Analytics and Pardot may be transferred to other data centres within the same geographical region (i.e. EMEA) for processing, but will only be stored in primary and secondary data centres within the same geographical region. Salesforce operates an information security management system (ISMS) for the Covered Services in accordance with the ISO 27001 international standard. For more information, please visit https://www.salesforce.com/content/dam/web/en_us/www/documents/legal/misc/salesforce-security-privacy-and-architecture.pdf.
  • As a group, we also utilise software services, such as Capsule CRM which are hosted on Amazon Web Services (AWS) Cloud infrastructure, for more information please visit https://aws.amazon.com/compliance/gdpr-center/ and https://capsulecrm.com/security/and Campus CRM for email marketing purposes, for more information please visit https://sprint-education.co.uk/legal/privacy-policy
  • We also use the financial management system Xero for invoicing, please visit https://www.xero.com/uk/campaigns/xero-and-gdpr/
  • We use Zoom, Joinme (part of Logmein) conferencing facilities and Microsoft Teams for online meetings and webinars. Both are paid for professional versions with security features. You can access their privacy notices here https://zoom.us/privacy https://www.logmeininc.com/legal/privacy
    https://privacy.microsoft.com/en-gb/privacystatement
  • Our IT technical support is provided by 101 Digital Solutions Ltd, Shawfield Road, Carlton Industrial Estate, Barnsley, S71 3HS and our web support company is Effective Group, 14 & 15 Westleigh House, Wakefield Road, Denby Dale HD8 8QJ.

In accordance with data protection legislation, we will have in place appropriate contracts and or data sharing agreements with any third party supplier we use and ensure their compliance with legislation and equal standards of operation provided by FACE-Ed. Processors will process data securely, only in accordance with our instruction and will not share data.

How we store data

FACE-Ed ensures appropriate technical and organisational measures are in place to ensure personal data is processed securely.

Data will be stored in a range of places, including on our online and cloud-based systems, secure network and hard copy filing systems.

Data will be stored in a range of places, including on our online and cloud-based systems, secure network and hard copy filing systems.

Our employees and associates who have access to your personal data are bound by obligation of confidentiality and will respect the confidentiality of that data.

We will only transfer your data outside the UK where contracts and agreements comply with legislation and have appropriate safeguards such as adequacy agreements or standard contractual clauses in place providing equivalent standards to protect your personal data.

Regulations and legislation require that we keep certain information for a dedicated time, after which it is securely deleted and destroyed.

  • Customer & Account Management: Current year +6
  • Finance & Accounting: Financial year +6
  • Marketing: Until withdrawal of consent

Non-exhaustive. FACE-Ed Ltd operates a retention policy

Non-exhaustive. FACE-Ed Ltd operates a retention policy

Under data protection law you have the following rights:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object to processing
  8. Rights in relation to automated decision making and profiling
    (We do not carry out automated decision making and profiling)

Right to access

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal data, contact our DPO at dpo@face-ed.org.uk or by writing to FACE-Ed, First Floor Unit A Cedar Court Office Park, Denby Dale Road, Wakefield, United Kingdom, WF4 3QZ

  • let us have proof of your identity
  • let us know what information you want

Rights may differ depending on the lawful basis for processing. Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time. There may be a legal reason why we need to keep your personal data and in that circumstance we will destroy your personal information as soon as we are legally entitled to do so.

Right to lodge a complaint with the Supervising Authority

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
Report a concern online at https://ico.org.uk/make-a-complaint/
Call 0303 123 1113
Or write to: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

How to contact us

Please contact our DPO at dpo@face-ed.co.uk or by writing to FACE-Ed, First Floor Unit A Cedar Court Office Park, Denby Dale Road, Wakefield, United Kingdom, WF4 3QZ

Changes to the Privacy Policy

We keep our privacy notice under regular review, and we will make new versions available on our website.
Date reviewed: