Privacy Policy

We Are Fetching Ltd is engaged in the design, development, sales, marketing, supply, operation and maintenance of We Are Fetching secure friend network, hours exchange, parent communication and childcare management information systems.

This notice explains to We Are Fetching users (“you/your”) how We Are Fetching Group (“we/us”) use your personal information.

This privacy notice covers:

• Why we use your personal information.
• The legal basis for processing.
• What personal information we use.
• How we use your personal information.
• Your rights under data protection legislation.
• Sharing personal information with third parties.
• How long we may keep your information.
• Changes to our privacy notice.
• Contact details for our Data Protection Officer.

Why We Use Your Personal Information

The We Are Fetching application can be downloaded from iOS and Android app providers free of charge, and is governed by the Terms and Conditions that you agree with when you sign up. We process your personal data for the following purposes:

• To provide you with the service activated and registered for.
• The verification of your identity where required.
• For the ongoing administration of the service.
• To allow us to improve the products and services we offer to our customers.
• To ask for your opinion about our products and offer surveys.
• for research and statistical analysis including childcare usage patterns. We only use the data in an anonymized manner when we use your data for this purpose.
• to offer new products and services to you which are relevant and appropriate, and only to the extent that would be reasonably expected.

If we plan to introduce further processes for the use of your information, we will provide information about that purpose prior to such processing.

The Legal Basis For Processing

Under Data Protection Law, there are various grounds which are considered to be a ‘legal basis for processing’. The legal basis for processing should be determined by the Data Controller.

We Are Fetching Ltd is Data Controller in respect of personal information that we process in connection with our business (including the products and services that we provide).

The legal basis for processing is that it is necessary and in your legitimate interests, to facilitate the use of the app.

It should be noted that in some circumstances this legal basis may vary, however, we always operate in full compliance with Data Protection Law and will only process data with a fair and reasonable legal basis for doing so.

What personal information we process

In order to carry out these services, we obtain from you and process the following information:

Data subject: Child

• Forename - this is the forename of the child. This is so friends and the school can identify the child.
• Class - registration group (if any), year and school class. We use it to identify the child and group them with the correct peer group.
• Dietary Requirements - this is the child’s special dietary requirements or allergies. This is so the ‘fetcher’ does not feed them anything that they do not eat.
• Photo - a photograph of the child, where one has been added. This is not essential and simply provides a visual to accompany your child’s profile.
• Device time - how much device time the child is allowed. This is so the ‘fetcher’ does not allow them more device time than you would usually allow.
• Parents - up to two users linked to the child. These are the two people that collect the child most frequently. These are only seen by the school and are the default collectors if no fetch has been raised. 

Data subject: Parents \ Users

• Forename - this is the user’s forename. So that friends and the school can identify you.
• Surname - this is the user’s surname. So that friends and the school can identify you.
• Authentication data - email address and password used to access the application. We may use your email address to contact you from time to time with relevant information about the app. Your password is encrypted so only you know what it is.
• ID name - this is the name that is taken from your government ID when you verify your identity. All other information from the verification process is stored with Persona under the terms of their privacy policy.
• Residential address - the location entered as the user’s residential address. If you collect a friend’s child after school, this tells them where to come and get them from. All of your friends can see this address.
• Mobile Telephone - this is the contact’s mobile telephone number used to receive alerts from the school and friends with whom you are connected.
• Photo - a photograph of the parent/user will be shared with the school of the child they are 'fetching' so that they can be recognised when they arrive to collect the child.
• Email - this is the email you log into the app with - it is used to receive communications from We Are Fetching. It is also visible to your child’s school and the friends you are connected to.
• Location - we access your location to help you add your address more easily. We do not track it any other time.
• Contacts - we access your contacts to help you find your friends that are using the app. If anyone in your contacts list is using We Are Fetching, they will be visible to you when you add a friend. We do not use this information for any other purpose. 
• Hours History and balances - this is the contact’s history of credits used and earned through the app.
• In-app messages - messages sent to users from the Fetching app regarding requested or arranged fetches.
• Message Status - we may record the ‘opened’ status of emails and messages sent from the platform.
• Children - all child profiles created by and linked to that user.
• Reward information - in future, Fetching credits may be exchanged for rewards via externally or internally hosted shop systems. Details of rewards accepted will be captured as part of that.
• Browser Details - IP address, cookies, browser information

Data subject: School

• Name - this is the name of the school.
• Address - this is the postal address of the school.
• Telephone number - this is the telephone number of the school.
• Email - this is the school email address through which all pick up arrangements will be communicated.
• School classes - this feeds through to the app so that children can be groups with their peers.
• Opening and closing times - this helps parents to raise a fetch request for the appropriate time.

Data subject: Website Users

• IP Address - the network address of your device or internet connection
• Browser Type and Version - the type of Web Browser your device is using
• Cookies - special records in your browser to help the website operate
• Web Analytics - generalised information about browsing behaviour and page statistics

How we process your personal information

We use your personal information as detailed above, and some of our employees have access to such information, only to the extent required to carry out the services for you.
 

We have introduced appropriate technical and organisational measures to protect the confidentiality, integrity and availability of your personal information during storage, processing and transit.

All other information provided by you as part of the verification process is stored with Persona (our third-party supplier) under the terms of their privacy policy.

We Are Fetching Ltd only processes your personal information in the UK. Some of our supporting services might use cloud platforms that operate from Third Countries outside of the EEA. Where this is the case, we ensure that adequate safeguards are established to protect your data.

Your Rights Under Data Protection Law

Right to Access

You have the right of access to your personal information that we process and details about that processing.

You can usually access that information directly within the We Are Fetching app (self-service). However, should this not be possible, you can raise a Data Subject Access Request (DSAR) to receive this information in another format.

Right to Rectification

You have the right to request that information is corrected if it’s inaccurate. You can usually update your own information using the We Are Fetching app (self-service). However, should this not be possible, you can contact us to make the changes on your behalf.

Right to Erasure (Right to be Forgotten)

You have the right to request that your information is removed; depending on the circumstances, we may or may not be obliged to action this request.

Right to Object

You have the right to object to the processing of your information; depending on the circumstances, we may or may not be obliged to action this request.

Right to Restriction of Processing

You have the right to request that we restrict the extent of our processing activities; depending on the circumstances, we may or may not be obliged to action this request.

Right to Data Portability

You have the right to receive the personal data which you have provided to us in a structured, commonly used and machine readable format suitable for transferring to another controller.

Right to lodge a complaint with a supervisory authority

If you think we have infringed your privacy rights, you can lodge a complaint with the relevant supervisory authority. You can lodge your complaint in particular in the country where your live, your place of work or place where you believe we infringed your right(s).

You can exercise your rights by sending an e-mail to dpo@WeAreFetching.com. Please state clearly in the subject that your request concerns a privacy matter, and provide a clear description of your requirements.

Note: We may need to request additional information to verify your identity before we action your request.

Sharing personal information with third parties

We use a range of trusted service providers to help deliver our services. All of our suppliers are subject to appropriate safeguards, operating in accordance with our specific instructions and limitations, and in full compliance with Data Protection Law.

These service providers include:

• Email Providers – to send out our email notifications or messages 
• Hosting Providers – to manage our secure enterprise data centres
• Security Providers – to protect our systems from attack
• Cloud Hosting and Recovery – working with Google Cloud Platform and MongoDB Atlas
• Security insight and system logging – working with Google Cloud Platform logging
• Cloud email delivery – working with Sendgrid (USA hosted)
• Anonymous Web Analytics – working with Google
• Feedback Platforms (Optional) – working with SurveyPlanet

We may also have access to your personal information as part of delivering the service. If we need to change or add additional third parties, we will always update our Privacy Notice accordingly. We will only disclose your information to other parties in the following limited circumstances:

• where we are legally obliged to do so, e.g. to law enforcement and regulatory authorities
• where there is a duty to disclose in the public interest
• where disclosure is necessary to protect our interest e.g. to prevent or detect crime and fraud
• where you give us permission to do so e.g. by providing consent within the We Are Fetching app or via an online application or consent form

How long we may keep your personal information

We will only retain information for as long as is necessary to deliver the service safely and securely. Child data will typically be removed or anonymised when the following rules are met:

• The child has been removed by the user.
• The child does not have any collection data within the last 13 months.

User (Parent) data will usually be removed or anonymised when the following rules are met:

• They have not logged in for 13 months.
• They have not requested or accepted a fetch within the last 13 months.

In unusual cases where specific personal information needs to be retained, then this can be facilitated upon request.

Changes to our Privacy Notice

This policy will be reviewed regularly and updated versions will be posted on our websites.

Contact details for our Data Protection Officer:

We have appointed a Data Protection Officer (DPO); their contact details are as follows: dpo@WeAreFetching.com