Thank you for using Zen Educate!
This notice applies to users of the Zen Educate service. This notice does not form part of any contract of employment or other contract to provide services. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Zen Educate may change this policy at any time. You should check this page from time to time to ensure that you are happy with any changes.
We will comply with data protection law. This says that the personal information we hold about you must be:
We may collect the following information:
Where we work with schools to provide services that require monitoring of pupil attendance and performance data we may collect:
We collect personal information about our users through the application and recruitment process and through the website where you provide information directly yourself.
In order to teach through Zen Educate we will collect additional information from former employers including two references as standard so that we can carry out necessary background checks.
Where we hold pupil data to provide specific services to schools this will typically be entered by school representatives or uploaded by employees of Zen Educate after being provided in a secure manner by school representatives, and at times entered by staff teaching through Zen Educate, for example, when recording attendance of a session that they taught.
We require this information to understand your needs and for our legitimate interests in providing you with our service, and in addition for the following reasons:
Zen Educate will not sell any confidential customer data to third parties.
Examples of the sorts of subprocessors and tools we use are provided below.
As we improve and develop our service we may find more uses of other providers that process your data in a way that benefits you — such as content delivery networks, or payment processing providers — in so far as it improves our service to you.
We have put in place appropriate physical and technical measures to safeguard your personal information. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. When we use service providers to assist us in processing your personal information, we have written contracts in place with such service providers which means that they cannot do anything with your personal information unless we have instructed them to do it.
However, please note that although we take appropriate steps to protect your personal Information, no website or transmission of data, computer system or wireless connection is completely secure and therefore we cannot guarantee the security of your personal Information. We have established and implemented procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
The personal information that we collect from you may be stored and processed in your region, or transferred to, stored at or otherwise processed outside the UK or the European Economic Area ("UK/EEA").
When we transfer your personal information outside the UK/EEA to third parties, we will ensure that appropriate transfer agreements and mechanisms, such as the relevant Standard Contractual Clauses (SCC), are in place to help ensure that our third party service providers provide an adequate level of protection to your personal information. We review the security measures by which data flows to and from the UK/EEA to non-UK/EEA countries (for instance, making sure your personal information can only pass in an encrypted format). We will only transfer your personal information outside the UK/EEA in accordance with applicable laws or where you have given us your consent to do so, where required by Data Protection Law. For more information about the security measures we use contact firstname.lastname@example.org.
We may transfer your personal information outside the UK/EEA:
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.
A cookie is a small file that is placed on your web browsing device’s hard drive. Most modern web browsers accept cookies by default. However, you can usually configure your web browser to accept or decline cookies from some or all websites if you prefer. Cookies are often used to improve your experience, for example, by remembering some information for your next visit so that content can be better personalised to you, or to save you from re-entering information. Consequently, declining cookies may prevent you from taking full advantage of the website and in some cases certain parts of the site may not work as expected.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
At times we experiment with the content on our site and may present different content or a different experience to different users. Cookies help us with this website personalisation by helping keep track of what content you should see.
In some cases, we may also use tracking pixels from these companies. Tracking pixels may be used to send data about your visit to our website, such as which pages you viewed as well as if you followed a specific advertisement to visit our site. We use this information to understand, for example, the effectiveness of our advertising and marketing.
Overall, cookies help us provide you with a better website and a more cost-effective service. A cookie in no way gives us access to your computer.
There is also a lot that you can do to help us keep your account and personal information safe, particularly if you are accessing the Zen Educate website or app using a mobile device. We recommend that you take the following actions:
Use a strong password when setting up your account — ideally one that is long and not easily guessable. Avoid reusing the same password for different services. Using password managers can help with this. Do not give your device security details, including any passwords or passcodes, 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 or if you lose your device. We recommend resetting your password immediately as a precaution.
For added security, we recommend you should set up a passcode to access your mobile device. This option can usually be found under the Settings menu on your device.
Don't leave your device unattended when logged on and watch out for people looking over your shoulder. Think carefully before jail-breaking or rooting your device. We advise against doing this as it may weaken the security of your device and expose you to additional risks.
If 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.
We will never contact you to ask you to disclose your security credentials. Be cautious about opening links contained in SMS messages or emails that you do not recognize and beware of phishing scams.
Only download mobile apps from official app stores.
If 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.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Zen Educate would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
You have the right to request Zen Educate for copies of your personal data. We can provide the data in a structured, commonly used, and machine-readable format.
You will not have to pay a fee to access your personal information, or to exercise any of your other rights, however, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If the data we hold about you is out of date or incorrect, in many cases you will be able to correct it directly yourself online. You also have the right to contact us to update and correct it. Please contact us and we will work to make appropriate changes.
You have the right to request Zen Educate to restrict the processing of your personal data, under certain conditions.
You have the right to object to Zen Educate’s processing of your personal data, under certain conditions.
You have the right to request that Zen Educate transfer the data that we have collected to another organization, or directly to you, under certain conditions.
We generally 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. Details of work completed through Zen Educate will be kept for at least 6 years. If you no longer want us to use your information to provide the Zen Educate platform to you, you can request that we erase your personal information and close your Zen Educate account.
If you request the erasure of your personal information:
We may ask you to verify your identity before taking further action on requests such as those listed above.
If you make a request, we have one month to respond to you.
We will not sell, distribute or lease personal information to third parties unless we are either providing safeguarding information to schools that have booked a particular teacher, have permission to do so, or are required by law to do so.
Users visiting the Zen Educate website or contacting its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. 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.
Valid from 25th January 2023