Privacy Policy

About us

This privacy notice sets out how SEGfL (we or us) collects and uses information about you as part of your use of SEGfL services including the SEGfL website. Please read this privacy notice carefully to understand how we will use your personal information.

We are committed to safeguarding the privacy of users to our website/services and will only use the information we collect about you lawfully.


Personal information we collect about you

The information we hold as a result of visiting this website is minimal and primarily related to the device which you use. This may mean you can be associated and identified by this.

More detailed personal data is collected when individuals use specific services. This could include: name, email, name of school, role and contact telephone number.


How we use your personal information

We obtain, store and use information about you so that we can provide you with access and use of SEGfL services.

We use the data that we collect about you for the following purposes:

  • To provide services related to your account to you, to communicate with you about your use of our website, your account and/or Services we offer or make available through the website
  • To respond to any enquiries you submit to us.
  • To operate and improve the website.
  • To better understand how users access and use our website and their accounts, both on an aggregated and individualised basis, for the purposes of improving our website.

Across all SEGfL processes and services we will seek to ensure all personal data is accurate and up to date. The personal data that we hold will be held securely and in accordance with our internal data protection and security policies.

SEGfL staff are trained to handle your information correctly and protect your confidentiality and privacy.


Lawful basis for processing your information

The lawful basis of processing your personal data when visiting our website and other services is considered to be “Contract”. Personal data will only be collected so we can:

  • fulfil our contractual obligations to you or
  • because you have asked us to do something before entering into a contract (e.g. provide a quote)

See our section on cookies below to see the type of cookie we use and for what purpose on our website.


Sharing your information

Keeping your information secure is key to us. SEGfL does not sell your information to any third party, but in certain limited circumstances and in accordance with this privacy policy, SEGfL may disclose your personal information to:

  • A third party if SEGfL is under a duty to disclose or share your personal data in order to comply with any legal obligation, in order to enforce or apply our terms and conditions and other agreements, to protect the rights, property or safety of SEGfL or others, or to investigate or prevent a crime;
  • Obtain professional advice; and/or

Sometimes we use third parties to process your information on our behalf, for example to provide us with services. We will only do so where we have appropriate contracts in place to ensure that you information remains secure. These contracts ensure that:

  • the third party agrees to use it only for the agreed function(s) and not for any other purposes; and
  • the third party agrees to process the personal information in accordance with this Privacy Notice and as permitted by the UK’s data protection legislation.

The Third parties may include include:

  • Webbased Ltd (SEGfL Passport)
  • ThinkIT Ltd (procurement of ICT Services)
  • JISC (JISC services)
  • Local authority members (see Members section for a list)


Security and storage of your personal information

SEGfL has tried to create a secure and reliable service for you. SEGfL has put in place appropriate organisational and technical safeguards and security measures given the nature of the information. We will take steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Personal data that is used for the creation of a SEGfL Passport user account will be retained for the period that the account remains active and for 1 year whilst the account is subsequently inactive. After this time, any personal data associated with the creation of a user account will be deleted.

Personal data collected in order to delivery a service (such as SSL certificates) will be held for the duration of the contract and then deleted.


Your rights

You have the right to request from us access to your own personal information that we hold. This is sometimes known as a ‘subject access request’.

From 25 May 2018, you will have additional rights to request from us:

  • That any inaccurate information we hold about you is corrected (Rectification)
  • That your information is deleted (Erasure)
  • That we stop using your personal information for certain purposes (Objection)
  • That your information is provided to you in a portable format
  • That decisions about you are not made by wholly automated means

Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request. We will tell you if this is the case.

If you choose to make a request to us, we will respond to you within one month. We will not charge a fee for dealing with your request.

If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact Paul Platts our DPO on [email protected] and we will try to resolve any issues you may have.

You also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law. Details of how to complain to the ICO can be found at



Like many organisations, SEGfL uses cookies on our website This section outlines the type of cookies we apply to our website. By using the website, you agree your personal information will be handled as described in this Privacy Notice.

We use both session and persistent cookies on our website. These cookies do not collect information that individually identifies a visitor. All information these cookies collect is aggregated and anonymous. It is only used to improve how our website functions and performs.

We use Google Analytics to anonymously analyse the use of our website. The Google Analytics tracking code generates statistical information and creates reports about the use of our website. We do not store this data or attempt to identify individual users. You can read the Google Analytics privacy policy at:


Changes to this privacy notice

This privacy notice may be updated from time to time. The latest version will appear here on this page. We will notify you if we make any significant changes to this privacy notice or to the way will collect, hold and use your personal information.


Contacting us

Should you wish to contact us regarding this privacy policy, you may do so by:

  • e-mailing our DPO Paul Platts on [email protected]
  • writing to us at SEGfL, Schools ICT, West G Annex, County Hall, St Anne’s Crescent, Lewes, BN7 1UE.

May 2018