Privacy Policy

Our main Privacy Policy is below, but we also provide more age appropriate information in our Child-Friendly Privacy Statement as well as our Data Protection Impact Assessment and Children’s Code document

 Phonic Zoom Privacy Policy

Privacy Policy

Our Privacy Policy was last updated on 23rd September 2024.

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

We offer a child-friendly version of our policy in relation to the Phonic Zoom application. Please contact us at support@phoniczoom.com or visit our website for a copy of this.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • “Account” means a unique account created for You to access our Service or parts of our Service.
  • “App” means the app that is downloadable from Google Play, Apple App Store and Amazon Appstore
  • “Company” (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to For Schools Support Ltd.
  • “Country” refers to United Kingdom.
  • “Cookies” are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
  • “Device” means any device that can access the Service such as a computer, a cell phone or a digital tablet.
  • “Personal Data” is any information that relates to an identified or identifiable individual.
  • “Service” refers to the Website, Software or App.
  • “Service Provider” means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analysing how the Service is used.
  • “Usage Data” refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • “Website” and “Software” refer to Phonic Zoom, accessible from https://app.phoniczoom.com and https://admin.phoniczoom.com
  • “You” (referred to as “Your” in this Agreement) means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Our Commitment

We are committed to ensuring:

  • Personal data is processed fairly, lawfully and in a transparent manner
  • Personal data is collected and processed only for specified and lawful purposes
  • Processed data is adequate, relevant and not excessive
  • Processed data is accurate and, where necessary, kept up to date
  • Personal data is not kept longer than necessary
  • Personal data is processed in accordance with an individual’s rights
  • Personal data is kept secure
  • Personal data is not transferred to countries outside of the UK

Types of Data Collected

Personal Data Individual to You

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, Postcode
  • Non-anonymised Usage Data

Usage Data

Usage Data is collected automatically when using the Service in a similar way to any other web-based service you might use.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Marketing Data

Information you provide about your marketing preferences, such as, information about your preferences in receiving marketing materials from us and your communication preferences and interests.

Sales Data

Details of apps/services you have purchased from us, in certain circumstances, the method of payment and bank account details.

Tracking Technologies and Cookies in websites and web-based software

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyse Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

Type: Session Cookies

Administered by: Us

Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Cookies Policy / Notice Acceptance Cookies

Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

Functionality Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering Your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

Tracking and Performance Cookies

Type: Persistent Cookies

Administered by: Third-Parties

Purpose: These Cookies are used to track information about traffic to the Website and how users use the Website. The information gathered via these Cookies may directly or indirectly identify You as an individual visitor. This is because the information collected is typically linked to a pseudonymous identifier associated with the device You use to access the Website. We may also use these Cookies to test new pages, features or new functionality of the Website to see how Our users react to them.

For more information about the cookies We use and Your choices regarding cookies, please visit Our Cookies Policy or the Cookies section of Our Privacy Policy.

How Data is Collected

1. Data You give directly to Us in person, through forms online, emails and over the telephone. This might be when You:

  • Visit Our website and ask for more information
  • Complete profile or purchase details through Our website(s) or in Our apps/services
  • Enter into correspondence or a conversation with Us on any matter
  • Respond to marketing through any medium

2. Usage data collected from devices You use to connect to Our website(s) and apps/services, such as computers and mobile phones, using cookies (see note above) and other internet tracking software.

3. From third parties, such as

  • GDPR compliant service providers (e.g. Mail List and CRM providers)
  • Analytics providers (Google, Bing, etc.)
  • Social media platforms (Facebook, X (formerly Twitter), Instagram, TikTok, etc.)
  • Payment and Technology service partners

4. Data from sources in the public domain.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To acquire, provide and maintain Our Service, including to monitor the usage of Our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted Services, including the security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers and general information about other goods, services and events which We offer that are similar to those that You have already purchased or enquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.
  • For business transfers: We may use Your information to evaluate or conduct a merger, sale or transfer of some or all of Our assets. Such a transfer would see data being retained in the UK by a provider with similar privacy undertakings as those outlined here.
  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of Our promotional campaigns and to evaluate and improve Our Service, products, services, marketing and Your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyse the use of Our Service, for payment processing, to contact You.
  • With other users: when You share personal information or otherwise interact within the Service with other users, such information may be viewed by some or all users.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy, such as:

  1. Whilst We provide You with the Services You have purchased from Us;
  2. For as long as is necessary for Us to remain in contact with You whether in relation to Service provision or for marketing purposes; or
  3. Until You ask Us to remove any information about You from Our records (just contact Us at support@phoniczoom.com if you have any questions).
  4. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if We are required to retain Your data to comply with applicable laws), resolve disputes, and enforce Our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Please note that where You unsubscribe or opt out from a marketing communication, We need to keep a record of Your email address to ensure We do not send You marketing emails in the future.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. The company does not routinely transfer data outside of the UK.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

We will not sell, trade, rent or give Your information to other third parties.

We may disclose Your personal data:

  1. to Our third-party data processors who may process data on Our behalf to enable Us to conduct Our usual business (these include a range of activities including operating Our website(s), maintaining Our databases, processing payments and, mailing information services).
  2. to analytics providers that help Us improve Our content provision (website(s) and other platforms).
  3. to legal and regulatory authorities who request Your personal data or to report any potential or actual breach of applicable law or regulation

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.

We are committed to a high level of data security and We use all reasonable endeavours to protect personal information from loss, misuse or alteration. We have put in place physical, electronic, and managerial procedures (including utilising technology to combat cybersecurity issues, robust data management techniques, up to date user access protocols) to safeguard and secure the information You provide to Us online.

We take appropriate steps to communicate Our privacy policy and guidelines to all employees. Only authorised employees will have access to Your personal information. Whilst We strive to protect Your personal information, We cannot 100% guarantee the security of the information You transmit to Us.

Ownership of Your Personal Data

Who owns my data?

You do. We will not use your information in any other way or for any period longer than that set out above.

You have the right to:

  1. request access to Your personal data.
  2. request rectification of any inaccuracies in Your personal data or, taking into account the purposes of Our processing, to request that incomplete data is completed.
  3. request, on legitimate grounds as specified in law:
    • erasure of Your personal data, or
    • restriction of processing of Your personal data
  4. object, on legitimate grounds as specified in law, to the processing of Your personal data.
  5. to lodge complaints regarding the processing of Your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see https://ico.org.uk/concerns/ for how to do this. Our ICO number is Z3232729.

Detailed Information on the Processing of Your Personal Data

The Service Providers We use may have access to Your Personal Data. These third-party vendors collect, store, use, process and transfer information about Your activity on Our Service in accordance with their Privacy Policies.

Analytics

We may use third-party Service providers to monitor and analyse the use of our Service.

  • Google Analytics
  • Bing Analytics
  • Meta Business Suite
  • Pipedrive

Children’s Privacy

We are committed to protecting the privacy of children who use our website and related services. We collect minimal personal information about children under the age of 13 (“child” or “children”), but do collect some in order to provide their access to our app. Our App offers access to children through an account managed by their school, parent or guardian. We only collect minimal data on them and offer the right to anonymity without loss of any features of the app.

We outline exactly how we use children’s data in our child-friendly privacy policy as well as offering further assessment of our practices in our Data Protection Impact Assessment and Children’s Code documents

We may share information with our service providers if necessary for them to perform a business, professional, or technology support function for us.

For the purposes of their access we might store a username and password, as well as details of their class or school. The UK requires consent from a parent or guardian, and by entering any children’s information into our system You are acknowledging that You have the right to do so.

Our Service does not offer administrative access to anyone under the age of 16, but the administration panel will contain Personal Data for children under the age of 16. Any data submitted to the panel by Parents, Guardians or Educational Institution Staff sees us acting as the Data Processor for this data and We rely on consent as a legal basis for processing. The UK requires consent from a parent or guardian, and by entering any children’s information into our system You are acknowledging that You have the right to do so.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third-party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

  • By visiting this page on our website: www.phoniczoom.com/contact-us
  • By sending us an email: support@phoniczoom.com