This document explains the selection, safeguarding and security of this data in detail and forms our Data Sharing Agreement with you. In order to use Groupcall Alert your organisation must understand and accept this agreement – use of the product implies your acceptance.
Transfer and Use of Personal Information in Alert
For the purpose of allowing authorised users to build and transmit messages to customers, staff and other contacts through Groupcall Alert, the system requires specific personal information. This specific personal information is based on a range of selection criteria, such as current group memberships, as dictated by the data uploaded to the web platform.
Use of Data in Alert
The Use of Data policy is provided for businesses to ensure that, as data controllers they have the ability to share data, and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially. This document sets out how Groupcall supports these objectives. Groupcall and its suppliers will be acting as ‘data processors’ as defined by the 1998 Data Protection Act. Groupcall has taken all reasonable measures to ensure the safety and security of the personal information, and continues to review these measures on an on-going basis.
Alert Data Security
This information gives details of the management of data security in relation to the use of Groupcall Alert. Organisations may wish to use this with their own fair use policy.
The information from your organisation is held inside the Alert web platform, which is hosted in Microsoft’s Azure platform in the Europe North territory. You can find out more about the security and safety policies that affect your data in more detail in the Messenger v5 Data Security Summary document (Alert shares architecture with Messenger and can be considered similar in a number of ways). In summary, the data in Azure is protected from exposure by multiple layers of firewalling, authentication and physical access control. When authorised users send messages to people using Alert those messages will pass through one or more of our partner organisations, for routing and delivery. While awaiting delivery, these messages will be queued at one or more of our partner organisations. This applies to Text (SMS) messages, Voice messages and Emails. All reasonable efforts are made to protect these messages, in transit and while queuing, however the same risks apply in the case of sending your own SMS, Voice or Email messages because the same delivery network is used. Your organisation policies should provide further guidance over what is suitable to send over such mediums. When authorised users send broadcast messages such as those to Twitter, you must enter your Twitter credentials into Alert . Alert then uses industry standard integration to link into Twitter and post messages. Please note that such broadcast posts could be seen by anyone.
Alert Data Life Cycle
Your data’s point of origin remains in the source database. Changes made in the source are carried up to Groupcall Alert via csv upload.
New ‘personal' records
When a new contact record is uploaded into Groupcall Alert it will appear in the user interface accordingly for authorised users.
Deleted ‘personal’ records
When contact record is deleted Groupcall Alert will then mark the record as deleted and stop presenting it to authorised users. The data will remain within Groupcall Alert for purposes of historic audit, until removed as part of history management.
New Alert Group Memberships
When a person is detected to have a new or changed group membership, e.g. customers, staff, etc this will be notified to Alert on the next upload. Alert will then reflect this in the user interface for authorised users.
Deleted or Ended Alert Group Membership
When a person is detected to have left a group membership, this will be notified to Alert on the next upload. Alert will then reflect this in the user interface for authorised users and will delete its record of the person having been a member of the group.
This forms part of the application process to use relevant Groupcall Products. The Head Teacher or an authorised member of staff will agree to have read and understood the terms and conditions outlined below:
Who is responsible for managing my information?
The Groupcall Product in question is provided by Groupcall Limited (“Groupcall”) and its suppliers. We are responsible for ensuring that your data is adequately protected in relation to the operation of the Groupcall Product platform in question.
If you are already a Groupcall customer then please contact Groupcall Support. If you are a prospective customer then please contact our sales team by emailing firstname.lastname@example.org or call 020 8502 7344.
How can I update my data in Alert?
The data in Groupcall Alert reflects the data in your source database, hence to correct any inaccuracies in Groupcall Alert you should correct the data in your source and upload the data via csv.
What is my information used for in Alert?
Alert requires specific personal information for the purpose of allowing authorised users to build messages to be transmitted contacts based on a range of selection criteria such as current group memberships.
How is my information held within Alert?
The information from your school is held inside the Alert v5 web platform, which is hosted in Microsoft’s Azure platform in the Europe North territory. The data in Azure is protected from exposure by multiple layers of firewalling, authentication and physical access control.
How long will my information be held for by Alert?
Group memberships are retained for only as long as they are valid, once a person is no longer in a group then Alert deletes it’s record of membership.
How do I delete my data from Alert?
You will need to explicitly request that your Alert account is terminated. You can do this via Groupcall Support, or by sending an email to email@example.com or call 020 8502 7344.
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