Privacy notice

Oakwood Primary PTA is the data controller — we decide what happens to the details you give us. We are run entirely by volunteers.

The PTA is separate from the school. If you have a question about anything on this page, email us and it will reach a committee member.

• The contact form — your name, email address, subject and message. We use these to read and answer what you sent.
• Reserving uniform — your name, email address, phone number if you give one, your child’s name or class, and any note you add. We use these to put the right items aside and to tell you when they are ready. We ask for your child’s name or class only so we can match the uniform to the right family.
• Uniform stock alerts — your email address, the ages you ticked, and any single item you asked to be told about. We use these for nothing except sending you those emails. You only go on the list by confirming a link we send you, and every email has a link to change your ages or stop them altogether.
• Donating — the payment is taken on SumUp’s own page. Your card details never reach this website, and we never see them.
• Lucky Squares — your name, email address, phone number if you give one, which squares you bought, what you paid, and the address of the device you bought from. We need these to send you your ticket, to tell you if you win, and because the law requires a lottery to keep a record of what it sold. Your name or your initials, whichever you chose, appears publicly on the grid. The payment itself is taken on SumUp's own page, exactly as a donation is.
• Event tickets — the parent or carer’s name, email address and phone number, an emergency contact’s name and phone number, and for each person coming — child or adult — their first name, the first letter of their surname and the group they are booked into, plus any allergies you tell us about for a child. We use these to issue the tickets, to keep the children safe on the night — the volunteers running the event hold a register with the allergy and emergency contact details — and to contact you about your booking. The payment is taken on SumUp’s own page, and your card details never reach this website.
• The parents’ forum — your name, your email address, whether you are a parent or school staff and, if you are a parent, each child’s first name and the year group they are in. We collect the children’s details for one reason only: so a committee member can check you belong to the school community before letting you into a closed forum, and so we know when your youngest child leaves Year 6 — at which point the account closes and the children’s details are deleted.

We do not use analytics, advertising or tracking of any kind, and there is no third-party script anywhere on this site.

This site sets five small cookies, and every one of them is needed for the site to work. There are no advertising or analytics cookies, which is why you are not asked to accept anything.

• One remembers what is in your uniform basket.
• One holds what you have typed into the uniform reservation form, so that going back for one more item does not make you type it all again. It is cleared as soon as you reserve, and it disappears on its own when you close your browser.
• One protects the forms against being submitted from another website.
• One keeps a committee member logged in to the dashboard.
• One keeps you logged in to the parents’ forum.

Only PTA committee members, and only to do the thing you contacted us about.

A few services are involved behind the scenes. Email from this website is sent through an email delivery service, so anything we send you passes through their system on the way. Card payments are handled entirely by SumUp under their own privacy policy.

If you take part in Lucky Squares, the law requires us to send a return to the council after each draw. That return carries the figures — what was raised, what the prize was, what it cost to run and what reached the charity — and not the names of the people who bought squares.

We never sell your details, and we never pass them to anyone for marketing.

• Messages sent through the contact form — up to 12 months, then deleted.
• Uniform reservations — up to 12 months after the uniform is collected or the reservation is cancelled, then deleted.
• Uniform stock alerts — until you unsubscribe, then deleted straight away. A sign-up that is never confirmed is deleted after 7 days.
• Forum accounts — until your youngest child leaves Year 6, or until you ask us to close the account. The children’s names and year groups are deleted at that point.
• Lucky Squares — 3 years after the draw. A lottery has to be able to answer questions about a past draw, and the return to the council is part of that. After 3 years we remove the names, email addresses and phone numbers and keep only the figures, which is all the record actually needs.
• Event tickets — 30 days after the event. Then the children’s names and allergy details, and the parents’ and emergency contacts’ names and contact details, are overwritten. We keep the ticket numbers, what was bought and what was paid, with no names attached, for our accounts. Backups of this website are kept for 30 days, so the details are gone from those too within a further 30 days.

We delete things sooner if you ask us to — except a Lucky Squares record inside the 3 years above, which is the one thing we are not free to delete on request.

You can ask us what we hold about you, ask us to correct it, or ask us to delete it. Email us and we will do it — there is nothing to fill in and no charge.

If you are not happy with how we have handled your details, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.