Privacy Policy

Contact details

team@reddfocus.org

What information we collect, use, and why

Reduce Digital Distraction Workshop

We collect or use the following information from participants in the Reduce Digital Distraction Workshop:

• When participants sign up
  • Name and email address
• Workshop and follow-on support
  • Basic device use information (self-reported screentime, device type), scores on the Brief Digital Self-Control Scale and Warwick-Edinburgh Mental Wellbeing Scale.
  • Text written on digital whiteboards about device challenges and goals (we use Miro for this)
  • What digital digital distraction mitigation strategies participants intend to try, and how useful they found them
• If participants opt-in for sharing anonymised data for research
  • Basic demographics (age range, gender, field of study/work)
• If participants are paying individually to join a workshop (typically does not apply for students & staff at educational institutions)
  • Financial transaction details (we use Stripe to process payments)

Data from the Warwick-Edinburgh Mental Wellbeing Scale are subject to additional protection due to its special category status as health information.

Crunch Time Workshop

We collect or use the following information from participants in the Crunch Time Workshop:

• When participants sign up
  • Name and email address
• Workshop
  • Basic participant feedback (new tools learned, how useful)
• If participants are paying individually to join a workshop (typically does not apply for students & staff at educational institutions)
  • Financial transaction details (we use Stripe to process payments)

Dealing with queries, complaints or claims

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Payment details
• Account login or user information
• Purchase or service history
• Correspondence

Information updates or marketing purposes

We collect or use the following information for information updates or marketing purposes:

• Name and email address
• Marketing preferences
• Website and app user journey information
• Records of consent, where appropriate

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your "data protection rights" which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

• Legitimate interests – we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: Providing education on digital distraction when users manually make a choice to sign up to this.
• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legitimate interests – we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: Responding to a user's query, complaint or claim.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from workshop participants
• Third parties:
  • Education providers like universities or schools

How long we keep information

We retain personal information for different purposes and time periods as follows:

Workshop participation data

Reflection data on digital whiteboards are initially stored on Miro's servers. Boards are deleted after 6 months and a backup kept on our servers.

Digital wellbeing check-ins and backup Miro data are stored on our secure servers in Frankfurt (hosted with Digital Ocean and AWS S3). To support participants' implementation of digital distraction mitigation strategies in the long-term, we retain participant information until they request deletion. This allows participants to check in with themselves at any point on their progress.

Research data

All data and records that participants opt-in to share for research purposes will be stored for at least 3 years.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Joint controllers

We have a joint controller relationship with Education delivery partners like universities and schools. We process participants' personal information with that joint controller for the following reason: Education delivery partners help us deliver the education, and as such may process personal data relevant to sign up and evaluation of workshop delivery.

Data processors

• Miro - This data processor does the following activities for us: Support collaborative reflection data
• DigitalOcean - This data processor does the following activities for us: Handle the workshop database
• Amazon AWS - This data processor does the following activities for us: Handle automation of pre- and post-workshop communication
• Postmark - This data processor does the following activities for us: Handle automated sending of emails

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.