Privacy Policy

Welcome

Welcome to the SupplyNow community.

SupplyNow is a community marketplace which helps educators and schools connect with each other through our technology platform. This includes but is not limited to booking supply staff.

This privacy policy explains what SupplyNow Ltd (trading as SupplyNow) do with your personal data. It describes how we collect, use and process your personal data in compliance with our legal obligations to you.

Your privacy and personal data are important to us, and we are committed to protecting your data privacy rights. Our systems and business processes comply with the highest modern security standards and current legal requirements including the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the UK Data Protection Act 1998 (“DPA”).

This privacy policy applies to the personal data of our website users, mobile app users, candidates, clients, suppliers and other people whom we may contact in order to find out more about our candidates (as part of our safeguarding checks).

By joining up to SupplyNow, you are agreeing to this privacy policy. If you do not agree with any part of this privacy policy, please do not access or use our platforms.

It is important, to note, we may occasionally update this privacy policy by posting a new version on our website: https://www.supplynow.co.uk/privacy. Please refer to this page for the most up to date policy.

We will notify you about changes to our terms or privacy policy via email if you have given us your consent to contact you in this way.

Your rights

You may request us to provide you with any personal information we hold about you. We will comply with an individual’s request regarding access, correction, and/or deletion of the personal data we store in accordance with applicable law. Every effort has been made to ensure safe and secure data submission processes, but we advise users that they do so at their own risk.

How we collect your personal information

Information that you give us: We collect, store and process information that you make available to us when accessing or using the SupplyNow platform, for example when you:

  1. Fill out a form, such as when you register membership or update your user account.
  2. Access or use our web platform, such as to search for or broadcast a Supply session, make or accept an application, post comments or reviews, or communicate with other users.
  3. Communicate with SupplyNow by voice, email, text message or in person.
  4. When you use certain features of our mobile application or website we may receive, store and process information about your location. If you access the web platform through a mobile device and do not want your device to provide us with location-based information, you can disable Location Services / GPS and on your device.
  5. Log data: We may also receive, store and process logging data. This is information automatically recorded whenever you access our platform, such as IP address, date and time you access our platform, referring and exit pages, number of clicks or taps, and pages viewed on the website.
  6. Your rating regarding a booking.

Data Protection Principles

We comply with data protection rules wherein all personal information that we hold about you must comply with seven key principles:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Stored securely with multiple layers of security techniques.
  4. Relevant to the purposes we have told you about and limited only to those purposes.
  5. Accurate and kept up to date.
  6. Never shared with third parties without your consent.
  7. Kept no longer than necessary for the purposes we have made clear to you.
  8. Disposed of securely.

These values lie at the heart of SupplyNow’s approach to processing your personal data. We will also ensure that any data related queries are promptly and responsibly dealt with.

What we collect

SupplyNow will collect your personal data (which may include sensitive private information) and will process this for the purposes of providing you with work-finding services. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, putting you forward for job opportunities, supporting you with any issues you may experience, arranging payments to you and developing and managing our services and relationship with you and our clients.

In some cases, we may be required to use your data to investigate, report and detect crime and also to comply with other laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

  • Where we have a legitimate interest.
  • Your consent (for any sensitive personal data required).

We may collect the following information:

  • Information about how you use our service. For example which of our web pages you visit.
  • Device information such as the browser or operating system, or your phone/tablet platform if you are using the SupplyNow mobile app.
  • Anonymous usage information such as how you tap or scroll to navigate our apps. This can help to optimise our software to your needs, to distinguish humans from bots and prevent fraud.
  • Other information required for providing our services to you, our partners and clients.

Using your personal information

We require and use this information about you for legitimate interests in providing services to you and our clients, including but not limited to:

  1. To enable you to access and use our platform.
  2. To operate, protect and improve our platform, SupplyNow’s business and our users’ experience, such as to perform analytics, to conduct research and for advertising and marketing purposes.
  3. To help create and maintain a trusted and safe environment on our platform, such as fraud detection and prevention, verifying any identifications provided by you, and conducting checks against databases such as public government databases.
  4. Safeguarding checks which adhere to the DfE ‘Keeping children safe in education’.
  5. Sharing information with our clients in order to book supply staff.
  6. Sharing sensitive data with other providers who SupplyNow has a legal relationship with, such as a payroll provider.
  7. To send you service, support and administrative messages, reminders, and information requested by you.
  8. To administer rewards, surveys, or other promotional activities and events sponsored or managed by SupplyNow.
  9. To comply with our legal obligations.

SupplyNow does not sell confidential data to third parties.

Where consent forms the legal basis for processing your data, you may withdraw your consent at any time and will suffer no personal detriment as a result of this. If you withdraw your consent, this will not make processing which we undertook prior to that date unlawful.

Analytic data is collected anonymously for the purposes described above; this is used to report website and mobile app usage trends without identifying individual visitors. For more information or to opt-out of having this information shared through analytics systems, you may contact us at any time.

Third Parties, Contractors and Disclosure

  • SupplyNow engage certain other companies and services to assist in providing our services. Where the company we engage has, or potentially will have, access to or process data, which may include personal data, we call these sub-processors. These providers have limited access to your information to perform specific tasks on our behalf and are contractually and legally bound to protect and use it only for the purposes for which it was disclosed, and consistent with this privacy policy. Examples of the sorts of sub-processors and tools we use are provided below.
  • Communication and support tools so that we can support you, resolve issues and work effectively.
  • Storage tools so that, for example, we can securely store, retrieve and share documents and information you provide.
  • Analytics tools so that, for example, we can understand the usage of our service and work to improve it.
  • Advertising tools so that, for example, we can monitor and understand the effectiveness of our advertising.
  • Automation tools, so that, for example, we can configure integrations between the different services we use.
  • Data gathering tools so that, for example, we can ask you in convenient and simple ways for information and for your feedback.
  • Experimentation tools so that, for example, we can present the most relevant information or features to different people to determine which is better.
  • Verification tools, so that, for example, we can conduct checks to verify your identity or access the DBS Disclosure and Barring Service for safeguarding purposes.
  • Messaging tools so that, for example, we can send you text messages or emails about new work, changes in work or updates about our service.
  • Billing and payroll tools so that, for example, we can pay you and we can invoice schools.
  • Image processing tools so that, for example, we can optimise, crop or resize any photos you may provide to represent you.
  • Automated decision-making tools and AI so that, for example, we can provide relevant matches of work between schools and candidates.
  • Technical tools such as logging services so that, for example, we can effectively diagnose errors and issues with our service.
  • Deployment and hosting tools so that, for example, we can provide you with our online platform and ensure its reliability.

Some of these providers may be located inside or outside of the EU and the European Economic Area (“EEA”). SupplyNow undertakes to use a commercially reasonable selection process by which it evaluates the security, privacy and confidentiality practices of proposed sub-processors that have access to or process service data on our behalf.

We engage sub-processors whom we deem to provide high security, confidentiality and training regarding the use of personal data at least as rigorous as our own standards, and whom we are confident will inform us of any actual or potential security breaches within a timely and appropriate manner.

We do not need your consent to process your personal data in order to perform our contractual obligations to you. In limited circumstances, we may approach you for your written consent to allow us to process certain data or particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent for sensitive data from us.

In addition, we may disclose your personal information:  (1) to the extent we are required to do so by law. (2) In connection with any ongoing or prospective legal proceedings. (3)To the purchaser of any business or asset which we are selling.

Other websites

This website contains links to other websites. We are not responsible for the practices of third-party websites; however we are responsible for the information we allow other parties to receive.

Ensuring we have the most up to date information

If the data we hold about you is out of date or incorrect, in many cases you will be able to correct it directly online yourself. Please let us know if the personal information we have needs to be corrected or changed and we will take reasonable steps to check its accuracy and correct it where necessary.

Cookies

An HTTP cookie (also called web cookie, internet cookie, browser cookie, or simply cookie) is a small piece of data sent from a website and stored on the user's computer by the user's web browser while the user is browsing. Cookies were designed to be a reliable mechanism for websites to remember stateful information (such as items added in the shopping cart in an online store) or to record the user's browsing activity (including clicking particular buttons, logging in, or recording which pages were visited in the past).

Cookies are used by SupplyNow to:

  1. Measure how you use our website so it can be updated and improved based on your needs.
  2. Remember which notifications you’ve seen so that we don’t show them to you again.
  3. Either directly or through third party companies and individuals, we engage to provide services to us, track your behaviour on our own platform for the purposes of customer support, analytics, research, product development, fraud prevention, regulatory compliance, investigation, as well as to enable you to use and access our platform.

Cookies do not give us access to your computer.

Security recommendations

There is also a lot that you can do to help us keep your account and personal information safe. We recommend that you take the following actions:

Password and security details

Use a strong password when setting up your account — ideally one that is long and complex, using mixed case and character types. Do not use personal information such as date of birth or address as a part of your password, as this information can be guessed or otherwise exploited. Do not give your device security details, including passwords and other secrets, to anyone else and don't store them on your device.

Get in touch with us as soon as possible if you feel someone may know your login details, if you lose your device or if you feel in any way that your personal data may have been compromised. We recommend resetting your password immediately as a precaution.

Mobile devices

Don't leave your device unattended when logged in, and be mindful of people looking over your shoulder when you enter or view personal data.

Where possible, keep your device’s operating system updated with the latest security patches and upgrades. Older software may have security vulnerabilities that could expose you to additional risks.

When we contact you

We will never contact you to ask you to disclose your security credentials. These are stored securely via strong hash and salt techniques, and our staff cannot view them in their raw form. Be cautious about opening links that you do not recognise contained in SMS messages or emails, and be aware of phishing scams and how to protect yourself from these attacks.

isApp store

Only download mobile apps from official app stores.

Mobile notifications

When you receive notifications on your device, please be vigilant about who might be able to view the notifications when they appear on your device lock screen. If you have any concerns about this, note that you can disable these from showing content on your lock screen.

Deletion of your data

We retain your personal information for as long as is necessary for the performance of the contract between you and us and to comply with our legal obligations. If you no longer want us to use your information to provide the SupplyNow platform to you, you can request that we erase your personal information and close your account.

If you request the erasure of your personal information:

  • We may retain some of your personal information as necessary for our legitimate business interests, such as fraud detection and prevention and enhancing safety. For example, if we suspend a SupplyNow account for fraud or safety reasons, we may retain certain information from that account to prevent that member from opening a new SupplyNow account in the future.
  • We may retain and use your personal information to the extent necessary to comply with our legal obligations. For example, with regard to safeguarding information for schools, maintaining a record of work history and for tax, legal reporting and auditing obligations.
  • Additionally, some copies of your information (e.g. log records, login attempts, errors) may remain in our database.
  • Because we maintain the SupplyNow platform to protect from accidental or malicious loss and destruction, residual copies of your personal information may not be removed from our backup systems for a limited period of time.

Where you have consented to SupplyNow and its partners processing your personal data / sensitive personal data you have the right to withdraw that consent at any time by contacting [email protected]

Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done in accordance with a separate specific legal basis.

There may be circumstances where SupplyNow will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

Enquiries and Complaints

All membership and profile information is retained indefinitely. If you would like us to delete your personal information, please contact the Data Protection Officer and provide the details of your request at +44 (0) 20 3137 1246, via our contact form https://www.supplynow.co.uk/contact, send an email to [email protected] or see us in person.

You also have the right to raise concerns with Information Commissioner’s Office on +44 (0) 303 123 1113 or at https://ico.org.uk/make-a-complaint/ or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

We are proud to have been nominated as a Finalist for Startup of the Year at the Bett Awards 2018

SupplyNow Limited. 5th Floor Broadgate Tower 20 Primrose Street London EC2A 2EW - Registered Company No: 10399281

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