At KOS, we take privacy very seriously. This policy (Policy) tells You how we treat personal information. Please read this Policy carefully, as your use of our service is on the basis that you have done so.

Please also read our Terms of Use.  Your use of our service is on the basis that you have done so, and consent to the terms, and agree to be bound by them.

KOS is a provider of online communication software that gives you real-time communication with your staff, parents and pupils.  The Service keeps Data about how to contact the school or individual. That Data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address and mobile telephone number.

KOS may collect personal information directly from You when You:

·      register to use the Service,

·      use the Service,

·      post to KOS pages,

·      contact KOS support team, and

·      visit our Website.

Were you to refuse to provide information asked for it may affect our ability to provide You the Service.

KOS may ask You for information about someone else. Under such circumstances You must ensure that You are authorised to disclose that information to KOS and that KOS may directly use and disclose such information for the purposes described in this Policy.

You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual's right to obtain access to that information, KOS’s identity, and how to contact KOS.

If we need You to, You must also assist KOS with any requests by the individual to access or update the personal information You have collected from them and entered into the Service.

KOS collects Your personal information only to provide You with the Service and any related services You may request. In doing so, KOS may use the personal information we have collected from You for purposes related to the Services including to:

·      verify Your identity,

·      administer the Service,

·      notify You of new or changed services offered in relation to the Service,

·      carry out marketing or training relating to the Service,

·      assist with the resolution of technical support issues or other issues relating to the Service,

·      comply with laws and regulations in applicable jurisdictions, and

·      communicate with You.

By using the Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorise. KOS will only use Your personal information for the purposes described in this Policy or with Your express permission.

It is Your responsibility to keep Your password to the Service safe. You should notify us as soon as possible if You become aware of any misuse of Your password, and immediately change your password within the Service or via the “Forgotten Password” process.

By using the Service, You agree that KOS can access, aggregate anonymous data KOS has collected from You. This data will not identify You or any other individual.

KOS may use this aggregated data to:

·      better understand how the Service is being used,

·      provide our customers with further information regarding the uses and benefits of the Service,

·      enhance communication, and

·      to improve the Service.

All Data, including personal and non-personal information, that is entered into the Service by You, or automatically imported on Your instruction, is transferred to KOS’s servers as a function of transmission across the Internet. By using the Service, You consent to Your personal information being transferred to our servers as set out in this Policy.

Currently our servers are located in the United Kingdom, primarily by UKFast, and Your personal information will be routed through, and stored on, those servers as part of the Service. UKFast complies with ISO2700. If the location of our servers change in the future, we will update this Policy. You should review our Policy regularly to keep informed of any updates.

By providing Your personal information to KOS, You consent to KOS storing Your personal information on servers hosted in the UK. While Your personal information will be stored on servers located in the UK, it will remain within KOS’s effective control at all times. The server host’s role is limited to providing a hosting and storage service to KOS, and we’ve taken steps to ensure that our server hosts do not have access to, and use the necessary level of protection for, Your personal information.

If You do not want Your personal information to be transferred to a server located in the UK, You should not provide KOS with Your personal information or use the Service.

KOS is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities Comodo, and all Data transferred between You and the Service is encrypted. You can find out more about our security arrangements and our data protection measures on our security page.

However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.

We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

KOS will only disclose the personal information You have provided to us to entities outside the KOS group of companies if it is necessary and appropriate to facilitate the purpose for which Your personal information was collected pursuant to this Policy, including the provision of the Service.

KOS will not otherwise disclose Your personal information to a third party unless You have provided Your express consent. However, You should be aware that KOS may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information.

The third parties who host our servers do not control, and are not permitted to access or use Your personal information except for the limited purpose of storing the information. This means that, for the purposes of the UK Data Protection Act KOS does not currently “disclose” personal information to third parties.

If You choose to pay for the Service by credit card, your credit card details are not stored by the Service and cannot be accessed by KOS staff. Your credit card details are encrypted and securely stored by our payments handler.

We do store a token which is provided by the payments handler which allows us to take periodic payments if appropriate.

It is Your responsibility to ensure that the personal information You provide to us is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at privacy@Kidsonstage.uk.

KOS will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).

We’ll only keep Your personal information for as long as we require it for the purposes of providing You with the Service. However, we may also be required to keep some of Your personal information for specified periods of time, for example under certain laws relating to corporations, money laundering, and financial reporting legislation.

In providing the Service, KOS utilises "cookies". A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify You personally or contain any other information about You but it does identify Your computer.

We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on Your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when You close Your browser) on the Website to, for example, track overall site usage, and track and report on Your use and interaction with ad impressions and ad services.

You can set your browser to notify You when You receive a cookie so that You will have an opportunity to either accept or reject it in each instance. However, You should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

We do not respond to or honour “Do Not Track” requests at this time.

KOS may send you emails about new service features.  You can opt out of these.

It is possible to obtain your data from our service in electronic format.  KOS has no control over, and takes no responsibility for, the privacy of such data once this has been done.

If You wish to complain about how we have handled Your personal information, please provide our Privacy Officer with full details of Your complaint and any supporting documentation:

·      by e-mail at privacy@Kidsonstage.uk, or

·      by letter to The Privacy Officer, Bright Systems Limited, Shawfield, Laughton, Lewes, East Sussex, BN8 6BY, UK.

Our Privacy Officer will endeavour to:

·      provide an initial response to Your query or complaint within 10 business days, and

·      investigate and attempt to resolve Your query or complaint within 30 business days or such longer period as is necessary and notified to you by our Privacy Officer.

KOS reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. KOS will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.

Last updated: April 2015