Last update: Oct 23, 2023
Should you have any questions, you may directly contact HeadteacherChat by sending an email to email@example.com.
DATA means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).
USAGE DATA is data collected automatically either generated by the use of Service or from Service infrastructure itself (for example, the duration of a page visit).
COOKIES are small files stored on your device (computer or mobile device).
DATA PROCESSORS (OR SERVICE PROVIDERS) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.
DATA SUBJECT is any living individual who is the subject of Personal Data.
THE USER is the individual using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.
We abide by the recommendations of the relevant authorities and have put in place an organization to ensure our compliance with the regulatory framework established by the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and any other laws or regulations relating to personal information that apply to us.
Under the GDPR, we are considered as a data controller. It means that we set the whys and hows we process your personal information. For example, when you are visiting our website, we are in charge of determining the purposes and the means that are necessary to administer, operate and manage our users’ personal information that we collect from it.
Depending on the activity we perform on your data, we may also be considered as a data processor. This means that you are our customer’s end user and that we are processing your data under the instructions of our customer considered as a data controller. In this case, the data controller sets the purposes and means of the processing activity, and we abide and deliver our service in regards to these.
We only collect and process personal information that is relevant and adequate. We give special attention to its accuracy and updates when needed. Personal information includes in particular:
|Type of data||Examples of data|
|Professional data||e.g. company name, skills, job title, diplomas, etc.|
|Contact data||e.g. email address, phone number, postal address, ect.|
|Economic and financial data||e.g. income, financial situation, tax situation, banking details, etc.|
|Identification data||e.g. first name, last name, picture, birth date, etc.|
|Internet data||e.g. cookies, tracers, navigation data, audience metrics, etc.|
|Connection data||e.g. IP address, logs, terminal and connection identifiers, timestamp, etc.|
|Images & video data||e.g. video footage or photography|
The collection of this information may at times be mandatory in order to provide our service, other times optional to enhance your experience and left to your good will. Mandatory information will be identified as such when we collect your data. Know that if you refuse to provide it, HeadteacherChat won’t be able to provide you with its utmost service and you will unfortunately experience inconveniences.
We collect your personal information on various occasions.
|Sign up form||Individual signed up online|
|Newsletter subscription||Individual subscribed to our newsletter|
|Chat & Email conversation||Individual contacted us directly by mail|
|Billing form||Individual filled in a payment checkout|
|Database purchase||We've purchased a database containing personal data|
|Online or paper form||Individual filled in a form|
Your personal information will never be processed for incompatible purposes regarding why it was first collected. We only collect and process personal information for specified, explicit and legitimate purposes, like:
|Processing Activities||Purposes||Legal basis|
|Payment & billing management||To process money transactions||Contractual duties|
|Marketing communication||To send marketing communications about updates and promotions regarding the service||Legitimate interest, Consent|
|Creation and management of user account||To grant individuals access to the service, administer and manage accounts||Contractual duties, Legitimate interest|
In order to comply with the principle of lawfulness, the legal bases for each data processing is determined carefully and on a case-by-case basis in accordance with the list provided by Article 6 of the GDPR.
We do not process your data or use automated decision making without your knowledge, nor do we sell or rent your personal information without your explicit consent.
Recipients to whom we disclose your personal information are carefully chosen by us. They receive data for legitimate purposes, especially when it comes to pursuing our business activity and providing a qualitative service:
|GoCardless||Direct Debit payments|
|Zapier||Workflow automation platform|
|ActiveCampaign||Email marketing and marketing automation|
|Hotjar||Heatmaps and visitor recordings|
|Paypal Inc.||Customer payments|
|Notion||Note and database app|
|Stripe||Payment & billing management|
|Branch Continuous Integration Inc.||Form builder|
|Astrodon Corporation||Email creation, sending and tracking|
|Typeform||Online form building and surveys|
|Meta||Social media & online advertizing|
|Calendly||Scheduling appointments and meetings|
|Formagrid Inc dba Airtable||Database solution|
|Google Cloud||Cloud computing services|
|Wized||Web app builder|
Certain data recipients are considered our data processors in accordance with Article 28 of the GDPR, which means we review how they handle personal information and make sure they put in place appropriate guarantees to protect it.
Other recipients are considered authorized third parties in accordance with Article 4 of the GDPR, which means we have to communicate your personal information to them to comply with applicable legal obligations, lawful requests and processes (subpoenas, requests from government or tax authorities, etc.).
As far as possible, your personal information is processed within the European Union. However, some of our service providers may be located in another country of which you are a resident or pursuing their activity outside of the European Union.
When we transfer your personal information to a recipient outside the European Union, we take care of putting in place sufficient guarantees in accordance with the list provided by Articles 44 to 50 of the GDPR, whether it is having it stored in a country with an adequate privacy protection or contracting Data Protection Agreements to ensure your personal information is protected.
|Zapier||USA||Data Processing Agreement|
|Shopify||USA||Data Processing Agreement|
|ActiveCampaign||USA||Data Processing Agreement|
|Hotjar||USA||Data Processing Agreement|
|Paypal Inc.||USA||Data Processing Agreement|
|Notion||USA||Data Processing Agreement|
|Stripe||USA||Data Processing Agreement|
|Branch Continuous Integration Inc.||USA|
|Typeform||USA||Data Processing Agreement|
|Calendly||USA||Data Processing Agreement|
|Formagrid Inc dba Airtable||USA||Data Processing Agreement|
|Webflow||USA||Data Processing Agreement|
As a general rule when we are considered a data controller by the GDPR, retention periods of your personal information are determined according to the purposes for which we collected it and our legal obligations.
Regarding our activities as a data processor, we retain our customers’ end users personal information as long as required by our terms and conditions and the pursuing of the service our customers’ subscribed to.
When these purposes are fulfilled or when you ask us, your personal information is archived, erased or anonymized.
We care deeply about the safety of your personal information and that is why we put in place adequate technical and organizational security measures to preserve its confidentiality, integrity and availability.
We take into account the risks for your rights and freedoms and therefore follow with great care the recommendations of the competent authorities regarding security.
In accordance with Articles 12 to 23 of GDPR, you have rights over your personal information that we are committed to respect:
These rights can be exercised directly and at any time by sending an email to headteacherchat.com or on our Data Requests page. In the case you are our customer’s end user, please take into consideration that this request will be forwarded and must be answered directly by them.
Our Services are not intended for use by children under the age of 13 (" Children").
We do not knowingly collect personally identifiable information from Children under 13. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.
This Data Protection Agreement (« Agreement ») is entered into between HeadteacherChat Ltd and the undersigned Customer identified in the applicable Appendix I at Controller section and the signature block below (« Customer ») as of the last date beneath Customer’s and HeadteacherChat Ltd’s signature blocks below (« Addendum Effective Date »). This Agreement forms part of the agreement between Customer and HeadteacherChat Ltd covering Customer’s use of the Services (as defined below).
(a) The purpose of this Agreement is to ensure compliance with Article 28(3) and (4) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.
(b) The controllers and processors listed in Appendix I have agreed to these Clauses in order to ensure compliance with Article 28(3) and (4) of Regulation (EU) 2016/679.
(c) These Clauses apply to the processing of personal data as specified in Appendix II.
(d) Appendixes I to III are an integral part of the Clauses.
(e) These Clauses are without prejudice to obligations to which the Customer is subject by virtue of Regulation (EU) 2016/679.
(f) These Clauses do not by themselves ensure compliance with obligations related to international transfers in accordance with Chapter V of Regulation (EU) 2016/679. They are herein completed by Standard Contractual Clauses for personal data transfers outside the European Union/European Economic Area (EU/EEA) if needed.
(a) The Parties undertake not to modify the Clauses, except for adding information to the Appendixes or updating information in them.
(b) This does not prevent the Parties from including these Clauses in a broader contract, or from adding other clauses or additional safeguards provided that they do not directly or indirectly contradict the Clauses or detract from the fundamental rights or freedoms of data subjects.
(a) Where these Clauses use the terms defined in Regulation (EU) 2016/679, those terms have the same meaning as in that Regulation.
(b) These Clauses must be read and interpreted in the light of the provisions of Regulation (EU) 2016/679.
(c) These Clauses are not to be interpreted in a way that runs counter to the rights and obligations provided for in Regulation (EU) 2016/679 or in a way that prejudices the fundamental rights or freedoms of the data subjects.
In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties existing at the time when these Clauses are agreed or entered into thereafter, these Clauses will prevail.
(a) Any entity that is not a Party to these Clauses may, with the agreement of all the Parties, accede to these Clauses at any time as a controller or a processor by completing the Appendixes and signing Appendix I.
(b) Once the Appendixes in (a) are completed and signed, the acceding entity will be treated as a Party to these Clauses and have the rights and obligations of a controller or a processor, in accordance with its designation in Appendix I.
(c) The acceding entity will have no rights or obligations resulting from these Clauses from the period prior to becoming a Party.
The details of the processing operations, in particular the categories of personal data and the purposes of processing for which the personal data is processed on behalf of the Customer, are specified in Appendix II.
(a) HeadteacherChat Ltd processes personal data only on documented instructions from the Customer, unless required to do so by Union or Member State law to which HeadteacherChat Ltd is subject. In this case, HeadteacherChat Ltd will inform the Customer of that legal requirement before processing, unless the law prohibits this on important grounds of public interest. Subsequent instructions may also be given by the Customer throughout the duration of the processing of personal data. These instructions are always to be documented.
(b) HeadteacherChat Ltd immediately informs the Customer if, in HeadteacherChat Ltd’s opinion, instructions given by the Customer infringe Regulation (EU) 2016/679 or the applicable Union or Member State data protection provisions.
7.2. Purpose limitation
HeadteacherChat Ltd processes the personal data only for the specific purpose(s) of the processing, as set out in Appendix II, unless it receives further instructions from the Customer.
7.3. Duration of the processing of personal data
Processing by HeadteacherChat Ltd only takes place for the duration specified in Appendix II.
7.4. Security of processing
(a) HeadteacherChat Ltd implements the technical and organizational measures specified in Appendix III to ensure the security of the personal data. This includes protecting the data against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access to the data (personal data breach). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purposes of processing and the risks involved for the data subjects.
(b) No provision of this Agreement includes the right to, and Customer may not, directly or indirectly, enable any person or entity other than authorized users to access or use the Services, or use (or permit others to use) the Services other than as described in the applicable Agreement.
(c) HeadteacherChat Ltd grants access to the personal data undergoing processing to members of its personnel only to the extent strictly necessary for implementing, managing and monitoring the contract. HeadteacherChat Ltd ensures that persons authorized to process the personal data received have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.
7.5. Sensitive data
(a) If the processing involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person’s sex life or sexual orientation, or data relating to criminal convictions and offences (“sensitive data”), HeadteacherChat Ltd applies specific restrictions and/or additional safeguards.
(b) Without limiting its responsibilities under this Agreement, Customer is responsible for ensuring that no sensitive data is submitted to HeadteacherChat Ltd when not necessary for the processing activities available in Appendix II.
7.6 Compliance with documented instructions
(a) The Parties are able to demonstrate compliance with these Clauses.
(b) HeadteacherChat Ltd deals promptly and adequately with inquiries from the Customer about the processing of data in accordance with these Clauses.
(a) Upon request, HeadteacherChat Ltd makes available to the Customer all information necessary to demonstrate compliance with the obligations that are set out in these Clauses and stem directly from Regulation (EU) 2016/679. At the Customer’s request, HeadteacherChat Ltd also permits and contributes to audits of the processing activities covered by these Clauses.
(b) For any intended audit or inspection, the Customer undertakes to notify HeadteacherChat Ltd by providing a reasonable prior written notice at least fourteen (14) business days before the audit or the inspection.
(c) The Customer may choose to conduct the audit by itself or mandate an independent auditor. In deciding on a review or an audit, the Customer may take into account relevant certifications held by HeadteacherChat Ltd.
(d) The Parties makes the information referred to in this Clause, including the results of any audits, available to the competent supervisory authority/ies on request.
7.8. General authorization for the use of sub-processors
(a) HeadteacherChat Ltd has the Customer’s general authorization for the engagement of sub-processors from an agreed list available below in Appendix II.
(b) HeadteacherChat Ltd will endeavor to give the Customer written notice of any intended changes of that list through the addition or replacement of sub-processors at least thirty (30) days in advance, thereby giving the Customer fifteen (15) days to object on reasonable grounds to such changes prior to the engagement of the concerned sub-processor(s) by sending an email to firstname.lastname@example.org.
(c) The Customer acknowledges that certain sub-processors are essential to providing the Services and that objecting to the use of a sub-processor may prevent HeadteacherChat Ltd from offering the Services to the Customer. If the Customer does not object to the engagement of a sub-processor in accordance within fifteen (15) days of notice by HeadteacherChat Ltd, that sub-processor will be deemed an authorised sub-processor for the purposes of this Agreement.
(d) Where HeadteacherChat Ltd engages a sub-processor for carrying out specific processing activities (on behalf of the Customer), it will do so by way of a contract which imposes on the sub-processor, in substance, the same data protection obligations as the ones imposed on HeadteacherChat Ltd in accordance with these Clauses. HeadteacherChat Ltd will ensure that the sub-processor complies with the obligations to which HeadteacherChat Ltd is subject pursuant to these Clauses and to Regulation (EU) 2016/679.
(e) At the Customer’s request, HeadteacherChat Ltd provides a copy of such a sub-processor agreement and any subsequent amendments to the Customer. To the extent necessary to protect business secret or other confidential information, including personal data, HeadteacherChat Ltd may redact the text of the agreement prior to sharing the copy.
(f) HeadteacherChat Ltd remains fully responsible to the Customer for the performance of the sub-processor’s obligations in accordance with its contract with HeadteacherChat Ltd. HeadteacherChat Ltd will notify the Customer of any failure by the sub-processor to fulfill its contractual obligations.
7.9. Personal data transfers outside the EU/EEA
(a) Any transfer of personal data to a country or an international organization outside the EU/EEA by HeadteacherChat Ltd is operated only on the basis of performing the services for and to the Customer or in order to fulfill a specific requirement under Union or Member State law to which HeadteacherChat Ltd is subject and shall take place in compliance with Chapter V of Regulation (EU) 2016/679.
(b) If the storage and/or processing of Personal Data as described in Appendix II involves a transfer of personal data to HeadteacherChat Ltd outside of the EU/EEA, and Regulation (EU) 2016/679 applies to the transfer, then Standard Contractual Clauses for the transfer of personal data to third countries (hereinafter “SCCs”) are to be incorporated into and form a part of this Agreement in accordance.
(c) The Customer agrees that where HeadteacherChat Ltd engages a sub-processor in accordance with Clause 7.7. for carrying out specific processing activities (on behalf of the Customer) and those processing activities involve a transfer of personal data within the meaning of Chapter V of Regulation (EU) 2016/679, HeadteacherChat Ltd and the sub-processor can ensure compliance with Chapter V of Regulation (EU) 2016/679 by, in particular:
implementing appropriate safeguards such as SCCs adopted by the Commission in accordance with Article 46(2) of Regulation (EU) 2016/679, provided the conditions for the use of those SCCs are met, or
being subject to binding corporate rules in accordance with Article 47 of Regulation (EU) 2016/679, or
ensuring that such transfer is covered by a decision of adequacy by the European Commission in accordance with Article 45 of Regulation (EU) 2016/679, or
complying to the derogations for specific situations in accordance with Article 49 of Regulation (EU) 2016/679.
8.1 Data subjects rights
(a) HeadteacherChat Ltd promptly notifies the Customer of any request it has received from the data subject. It will not respond to the request itself, unless authorized to do so by the Customer.
(b) HeadteacherChat Ltd assists the Customer in fulfilling its obligations to respond to data subjects’ requests to exercise their rights, taking into account the nature of the processing. In fulfilling its obligations in accordance with (a) and (b), HeadteacherChat Ltd complies with the Customer’s instructions.
8.2 Cooperation with the Customer
HeadteacherChat Ltd furthermore assists the Customer in ensuring compliance with the following obligations, taking into account the nature of the data processing and the information available to HeadteacherChat Ltd:
(a) the obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a ‘data protection impact assessment’) where a type of processing is likely to result in a high risk to the rights and freedoms of natural persons;
(b) the obligation to consult the competent supervisory authority/ies prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the Customer to mitigate the risk;
(c) the obligation to ensure that personal data is accurate and up to date, by informing the Customer without delay if HeadteacherChat Ltd becomes aware that the personal data it is processing is inaccurate or has become outdated;
(d) the obligations under Article 32 Regulation (EU) 2016/679.
In the event of a personal data breach concerning data processed by HeadteacherChat Ltd, HeadteacherChat Ltd notifies the Customer without undue delay after having become aware of the breach. Such notification shall contain, at least:
(a) a description of the nature of the breach (including, where possible, the categories and approximate number of data subjects and data records concerned);
(b) the details of a contact point where more information concerning the personal data breach can be obtained;
(c) its likely consequences and the measures taken or proposed to be taken to address the breach, including to mitigate its possible adverse effects.
Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification will contain the information then available and further information will, as it becomes available, subsequently be provided without undue delay.
HeadteacherChat Ltd cooperates with and assists the Customer for the Customer to comply with its obligations under Articles 33 and 34 Regulation (EU) 2016/679, where applicable, taking into account the nature of processing and the information available to HeadteacherChat Ltd.
10.1 Suspension of the processing activity
(a) Without prejudice to any provisions of Regulation (EU) 2016/679, in the event that HeadteacherChat Ltd is in breach of its obligations under these Clauses, the Customer may instruct HeadteacherChat Ltd to suspend the processing of personal data until the latter complies with these Clauses or the contract is terminated. HeadteacherChat Ltd promptly informs the Customer in case it is unable to comply with these Clauses, for whatever reason.
(b) The Customer shall be entitled to terminate the contract insofar as it concerns processing of personal data in accordance with these Clauses if:
(1) the processing of personal data by HeadteacherChat Ltd has been suspended by the Customer pursuant to point (a) and if compliance with these Clauses is not restored within a reasonable time and in any event within one month following suspension;
(2) HeadteacherChat Ltd is in substantial or persistent breach of these Clauses or its obligations under Regulation (EU) 2016/679 ;
(3) HeadteacherChat Ltd fails to comply with a binding decision of a competent court or the competent supervisory authority/ies regarding its obligations pursuant to these Clauses or to Regulation (EU) 2016/679.
(c) HeadteacherChat Ltd shall be entitled to terminate the contract insofar as it concerns processing of personal data under these Clauses where, after having informed the Customer that its instructions infringe applicable legal requirements in accordance with Clause 7.1 (b), the Customer insists on compliance with the instructions.
10.2 Destruction or return of the Customer’s personal data
Following termination of the Services, HeadteacherChat Ltd, at the choice of the Customer, deletes all personal data processed on behalf of the Customer and certify to the Customer that it has done so on request, or, returns all the personal data to the Customer and deletes existing copies unless Union or Member State law requires storage of the personal data. Until the data is deleted or returned, HeadteacherChat Ltd shall continue to ensure compliance with these Clauses.
Controller(s): [Identity and contact details of the Customer(s), and, where applicable, of the Customer’s data protection officer]
1. Name: __________
Contact person’s name, position and contact details: __________
Accession date: __________
1. Name: HeadteacherChat Ltd
Address: 15 Kings Street, NR3 1RB Norwich, United Kingdom
Contact person’s name, position and contact details: Jonathan Coy, Founder (email@example.com)
Accession date: __________
Categories of data subjects whose personal data is processed:
Categories of personal data processed:
Nature of the processing:
Purpose(s) for which the personal data is processed on behalf of the Customer:
Duration of the processing:
|Processing activity||Retention period|
|Payment & billing management|
|Creation and management of user account||As long as necessary for the performance of the service|
|Marketing communication||As long as necessary for the performance of the service|
For processing by (sub-) processors, also specify subject matter, nature and duration of the processing:
|GoCardless||Direct Debit payments|
|Zapier||Workflow automation platform||USAfirstname.lastname@example.org|
|ActiveCampaign||Email marketing and marketing automation||USAemail@example.com|
|Hotjar||Heatmaps and visitor recordings||USAfirstname.lastname@example.org|
|Paypal Inc.||Customer payments||USA|
|Notion||Note and database app||USAemail@example.com|
|Stripe||Payment & billing management||USAfirstname.lastname@example.org|
|Branch Continuous Integration Inc.||Form builder||USAemail@example.com|
|Wized||Web app builder||USA|
|Astrodon Corporation||Email creation, sending and firstname.lastname@example.org|
|Typeform||Online form building and surveys||USAemail@example.com|
|Formagrid Inc dba Airtable||Database solution||USAfirstname.lastname@example.org|
|Slack||Messaging program||USA, Australia, Canada, European Union, India, Japan, South Korea, United Kingdomemail@example.com|
|Zoom||Video conferencing||USA, Australia, Brazil, European Union, Canada, India, Japan, Singapore, Taiwanfirstname.lastname@example.org|
|Meta||Social media & online advertizing||USA, Ireland, Denmark, Norway, Sweden, India, Singapore|
|Calendly||Scheduling appointments and meetings||USAemail@example.com|
|Google Cloud||Cloud computing services||USA, Canada, European Union, Brazil, India, Israel, Singapore, Indonesia, Australia, Japan, South Korea, Taiwan, Chile|
HeadteacherChat Ltd may update or modify such measures from time to time, provided that such updates and modifications do not materially decrease the overall security of the Service.
|Branch Continuous Integration Inc.|
|Formagrid Inc dba Airtable||https://www.airtable.com/security|
For the purposes of these Standard Contractual Clauses for the transfer of personal data to third countries pursuant to the European Commission’s decision (EU) 2021/914 of 4 June 2021 (hereinafter “SCCs”) available at https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32021D0914&from=EN, the Customer is the controller of the personal data received and HeadteacherChat Ltd is the processor of such data.
For the purposes of the SCCs, the following shall apply:
(a) Module Two (Controller to Processor) will apply;
(b) Each Party agrees to be bound by and comply with its obligations in its role as exporter and importer respectively as set out in the SCCs;
(c) Clause 7 (Docking clause) shall be deemed as included;
(d) Clause 9 (a) (Use of sub-processors): Option 2 “General written authorization” will apply as set out in Clause 7.7 of this Agreement.
(e) Clause 11 (Redress: optional clause of redress mechanism before an independent dispute resolution body) shall be deemed as not included;
(f) Clause 13 (a) (Supervision): The supervisory authority with responsibility for ensuring compliance by the data exporter with Regulation (EU) 2016/679 as regards the data transfer, as indicated in Annex I.C, shall act as competent supervisory authority;
(g) Clause 17 (Governing law): The Parties agree that this shall be the law to which the data exporter is subject.
(h) Clause 18 (b) (Choice of forum and jurisdiction): The Parties agree that any dispute between them arising from the SCCs shall be resolved by the courts of the country where the data exporter is established.
A. List of parties
HeadteacherChat Ltd is the “data importer” and the Customer is the “data exporter” as set out in this Agreement.
B. Description of transfer
As described in the Appendix II of this Agreement.
C. Competent Supervisory Authority
The SCCs shall be governed by the law of the EU Member State in which the Customer is established.
As listed in the Appendix III of this Agreement.
As listed in the Appendix II of this Agreement.