SAM Learning Ltd is committed to processing personal information about its customers in ways that comply with its legal and regulatory obligations, and to being clear with customers about what it does with their personal information.
We respect and value the privacy of everyone who enquires or purchases our services and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
The policy sets out how we use personal data. It covers what data is collected, how that data is used, how it is kept secure and how long it is kept. It also outlines your rights to access your data and how to contact SAM Learning for more information.
SAM Learning may collect personal information which we receive when you:
- use our website
- purchase or are a recipient of our services
- access a free trial
- contact us
We may collect the following types of information:
- your name, address, email address, telephone number(s) and other contact details
- your date of birth, gender and (optionally) data on Ethnicity, FSM, FSM 6, Pupil Premium, CLA, EAL and SEN
- information required to provide you with the service (e.g. Admission Number, Year Group, Classes, Password), and details of our services that you have used
- your educational/subject interests
- your School’s name, your position in the School (if you are staff), the School’s address, the School’s email address and telephone number
- payment information such as credit or debit card details and bank account details. Amazon (UK) also collect this if our product is bought by someone at home via Amazon
- a history of your School’s contractual relationship with SAM Learning, including subscription history, product history, MIS upload history, payment history and a record of communications with SAM Learning
All data and electronic activities are stored within the EU.
Appropriate firewall technology is used to prevent unauthorised access. All personal data is backed up daily, and archives are stored off-site in a secure location.
We are committed to keeping your information up to date as far as is reasonably possible. However, if you believe that we have made an error, then please contact us as outlined below and we will use reasonable endeavours to correct it.
How do we use your data?
As a customer
The customer organisation’s data (organisation’s name, address, URL and key business and contact information) will be stored securely on SAM Learning’s Customer Relationship Management (CRM) system for the purpose of managing the relationship and service, ensuring satisfaction and awareness of products and developments.
The organisation’s individual learner data (first/last name, date of birth, etc.) will be stored on SAM Learning’s Amazon Web Server, enabling learners to have an account and access the e-learning content.
SAM Learning will invite customers to renew their service before the service expiry date. If the organisation chooses not to renew the service, access to the platform will no longer be available. Three months after the contract expiry date has passed, if no service renewal has been agreed – we will:
- Permanently delete or anonymise all identifiable data for learners and staff
- Retain the organisation’s financial transactional details, in line with HMRC’s legal retention requirements
- Give the organisation’s contacts held on any systems the option to be deleted from all communications
- Retain the organisation’s data and key contact details on the CRM system
- Continue to keep the organisation updated about SAM Learning’s products and services, whereby organisations will be given the opportunity to opt out if they wish.
A School or individual user (learner or staff member) can request the deletion of their personal data and usage history after this time. When an individual learner turns 16 years of age we will comply with the law and allow that person full control over their data but also work with the School and individual learner to ensure education is not disrupted.
For marketing purposes
We may contact you for marketing purposes if you have consented to receive marketing information, if you have made an enquiry regarding SAM services, or if it has been identified that SAM services may be of legitimate interest to you. We do not use your data in a way you would find intrusive or which could cause harm. You have the right to stop us from contacting you for marketing purposes at any time: you can opt out using the ‘Unsubscribe’ link at the bottom of each email we send; we will send a Change of Preference communication to you once per term as part of our data protection good practice; or you can email DPO@samlearning.com and ask to be removed.
We use your information to:
- provide you with information about the products/services we offer
- assist you in answering any questions or queries you may have submitted
- send newsletters and details of other offers
Keeping your information safe and secure
SAM Learning Ltd is committed to keeping customers’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. Please refer to our GDPR Legal Compliance Documentation for detailed information on how we keep data secure.
Subject Access Requests
Under the GDPR, individuals can ask for confirmation that their data is being processed and access it. SAM Learning reserves the right to make a reasonable charge for the information where a request is manifestly unfounded or excessive, particularly if it is repetitive. Once an individual’s identity is verified, SAM Learning will endeavour to respond without delay, and within the one month specified by law.
Third party access
Access to your personal information is only allowed when required by law. We do not, and will never, sell or disclose your personal information with third parties. Where SAM Learning uses international tools and suppliers to assist in carrying out its operations, all these suppliers have their own privacy policies and comply with European data regulations. Please refer to our GDPR Legal Compliance Documentation for a list of our suppliers.
Our service providers
External third-party service providers working with SAM Learning will not have access to your personal information. This includes accountants, auditors, experts, lawyers and other outside professional advisors; IT systems, support and hosting service providers; and printing, advertising, marketing outsourced service providers that assist us in carrying out business activities. All our systems are located within the UK or EEA.
How long do we keep personal information?
We will only retain customers’ personal information for as long as it is needed to carry out a particular purpose or meet a particular obligation.
Learner data will be retained for the duration of the School/individual’s contract with SAM Learning. Should this contract end, we will delete or anonymise all identifiable data by the end of the following school term or within 3 months, whichever is sooner. Aggregated data for the purposes of statistical analysis will be retained in an anonymised format.
You have the right to stop us from contacting you for marketing purposes at any time: you can opt out using the ‘Unsubscribe’ link at the bottom of each email we send; we will send a Change of Preference communication to you once per term as part of our data protection good practice; or you can email DPO@samlearning.com and ask to be removed.
Financial data will be retained for the duration of the School’s contract with SAM Learning. Should this contract end, we will delete or otherwise destroy all financial data in line with HMRC guidelines of six years from the end of the last company financial year they relate to, or longer if they show a transaction that covers more than one of the company’s accounting periods.
SAM Learning operates an email newsletter programme, used to inform subscribers about products and services.
Email marketing campaigns sent to you by us may contain tracking facilities within the actual email. Your activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include: the opening of emails; forwarding of emails; the clicking of links within the email content; times, dates and frequency of activity; other activity around how you access and view the emails; and tracking with the aim of improving your experience and how we present our email newsletter going forward.
This information may be used to refine future email campaigns and supply you with more relevant content based on your activity.
You can opt out of this correspondence at any time using the ‘Unsubscribe’ link within the newsletter or by emailing DPO@samlearning.com.
Use of website cookies
If you don’t want cookies to be stored on your device, you should make the necessary changes to your device or the relevant browsers or apps.
Other cookies may be stored on your device by external vendors when this website uses referral programs, sponsored links or adverts. These cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected without your consent.
Links to other websites
Social media platforms
We participate with social media platforms subject to their privacy policies and terms.
You should use social media platforms wisely and communicate/engage upon them with due care and caution in regard to your own personal data. We will not request personal data through social media platforms. If you want to discuss something of a sensitive nature, then please use a more appropriate channel such as a telephone call or email. Contact support on 0845 130 4160 or by emailing firstname.lastname@example.org.
The SAM Learning website may use social sharing buttons which help share web content directly from web pages to social media platforms. You should use these buttons with care. Note that the social media platform may track and save your request to share a web page through your social media platform account.
Shortened links in social media
We share web links on social media pages. Sometimes, these links can be shortened. These shortened URLs or even the displayed URL can be hacked or otherwise changed against our wishes to divert you to another site. We are not responsible if you are redirected to the incorrect site.
How to contact us:
Please also see our GDPR Legal Compliance Documentation for further details.