TripPA App Privacy Policy

Last updated: 28th April 2025

We respect your privacy and are committed to protecting your personal data. This privacy notice informs you about how we collect, use, and store your personal data when you use the TripPA app, as well as your privacy rights and how data protection laws protect you.

1. WHO WE ARE AND IMPORTANT INFORMATION

Purpose of this Privacy Notice

This privacy notice explains how we collect and process your personal data when you use the TripPA app. Our app is intended for use by school staff and parents/guardians in connection with educational trip management.

This privacy notice supplements other notices (such as the School Subscription Agreement and Data Processing Agreement) and is not intended to override them.

Data Controller

  • For Subscription Users: The subscribing School is the Data Controller; TripPA Ltd acts as the Data Processor.
  • For Trial Users: TripPA Ltd is the Data Controller.

TripPA Ltd (“we”, “us”, “our”) is registered at 128 City Road, London, EC1V 2NX.

Data Protection Officer: Amanda Valentine
Contact: amanda@trippa.net

2. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We may collect the following types of data:

  • Identity Data: Names of staff, parents, and students.
  • Contact Data: Email addresses, phone numbers.
  • Student Information: Photograph, Date of birth, emergency contacts, medical information, photos and videos (“Moments” feature).
  • Technical Data: Login data, device identifiers, app usage statistics.

Please see the Data Processing Agreement for full details on the data which we collect for Subscribing Schools.

Trial Users must only use sample student data provided by TripPA. For Trial users, TripPA is the Data Controller. The types of data collected are:

  • First and last name
  • Role (e.g. trip leader, EVC, IT, etc.)
  • Email address
  • Organisation name
  • Type of school (college, independent, state, MAT, etc.)

We do not collect Special Categories of Personal Data (e.g., race, religious beliefs) unless provided by Subscribing Schools for safeguarding purposes, in which case strict security measures apply.

3. HOW WE COLLECT YOUR PERSONAL DATA

We collect personal data through:

  • Data integrations with School Management Information Systems (via Wonde).
  • Direct user inputs into the TripPA app.
  • App analytics and logs (for operational and security purposes).

4. HOW WE USE YOUR PERSONAL DATA

We use personal data to:

  • Provide access to the TripPA platform and its features.
  • Facilitate communication regarding school trips.
  • Maintain app security and functionality.
  • Improve our services.

Our lawful bases for processing personal data include:

  • Performance of Contract: This means processing your data where it is necessary for the performance of a contract with you (e.g., providing access to our services), fulfilling our agreement with the subscribing School.
  • Legitimate Interests: This means the interest of our business in conducting and managing our business to give you the best service/product and the most secure experience.
  • Legal or Regulatory Obligation: This means processing your personal data where it is necessary to comply with a legal or regulatory obligation.

We do not use your personal data for marketing purposes within the app.

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact the DPO.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. WHO WE SHARE YOUR PERSONAL DATA WITH

We may share your data with:

  • The Subscribing School (for Subscription Users).
  • Third-party service providers supporting TripPA (e.g., hosting providers, Wonde for MIS integration, SendGrid for email notifications).
  • Professional Advisers: (acting as processors or joint controllers) such as lawyers, accountants, and insurers.
  • Regulatory Authorities and others as required by law or regulatory obligations.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. INTERNATIONAL TRANSFERS

We store personal data within the United Kingdom. We do not transfer your data outside the UK.

7. DATA SECURITY

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. We also limit access to your personal data to those employees, agents, and contractors who need to know, and they will only process your personal data on our instructions.

Please see the security statement at https://trippa.net/security-statement/ for further information.

8. DATA RETENTION

  • For Subscription Users: We retain data during the active subscription and delete all data immediately after contract termination unless otherwise agreed.
  • For Trial Users: We retain trial data for up to 90 days after trial expiry.

9. YOUR LEGAL RIGHTS

You have the following rights regarding your personal data:

  • Request a copy of your personal data.
  • Request the correction or erasure of your personal data.
  • Withdraw your consent where consent is the lawful basis for processing.
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e., where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means).
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
  • The right to object to our processing of personal data, where applicable (i.e., where processing is based on our legitimate interests or in performance of a task in the public interest/exercise of official authority; direct marketing or processing for the purposes of scientific/historical research and statistics).

Requests should be made through your School (for Subscription Users) or directly to TripPA (for Trial Users) through our Data Protection Officer at amanda@trippa.net.

No Fee Required – With Some Exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What We May Need from You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

For information on how to request Account and Data Deletion, please refer to https://trippa.net/request-account-and-data-deletion-for-trippa/.

10. CHANGES TO THIS PRIVACY NOTICE

We may update this policy from time to time. Updated versions will be posted within the TripPA app.

Please check back regularly to ensure you are familiar with the current version.

11. CONTACT US

If you have any queries or concerns regarding this privacy notice or your personal data, please contact our Data Protection Officer at amanda@trippa.net. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office on 0303 123 113 or via email at https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.