SchoolDraw — Privacy Notice
Who we are and how to contact us
Data Controller: Anytown Primary Parent Council, Anytown, United Kingdom.
Contact: hello@schooldraw.co.uk
Responsible person: The Parent Council Chair (contact details above)
If you have any questions about how we use your data, please get in touch using the contact details above.
What personal data do we collect?
When you enter SchoolDraw, we collect:
- Your name — to identify you as a player and to contact you if you win.
- Your email address and/or phone number — to contact you about your entry, payment reminders, and to notify you if you win.
- Payment details — your bank account details for Direct Debit (processed securely through our payment processor, GoCardless), or card details if paying by card as a backup.
- Winners' payout details — if you win, we'll also collect information about how you'd like to be paid (e.g. bank transfer details), collected only at that time.
Why do we collect it?
- To run the lottery — to record your entry, assign your membership number(s), track how many entries you hold, and manage the draw.
- To take payment — to process your monthly Direct Debit or card payment safely and securely.
- To contact winners — to tell you privately if you've won and to arrange payment of your prize.
- To keep records — to maintain records required by Example Council (the licensing authority), to prove the lottery is run fairly and legally.
- To communicate with you — to send payment reminders, important notices about the lottery, and answers to your questions.
What is the legal reason we can use your data?
- Contract: We need your data to fulfil the lottery subscription contract (you pay £5, you get a chance to win).
- Consent: You have told us we can use your data to run the lottery and contact you.
- Legal obligation: We must keep records to satisfy Example Council's requirements for small-society lottery licensing.
Who do we share your data with?
Your data is shared only with:
- GoCardless (and Stripe, if card payments are used) — our secure payment processors. They handle Direct Debit and card payments on our behalf but do not use your data for any other purpose.
- Example Council — the licensing authority. We provide required records to prove the lottery is run fairly and legally (they do not receive individual player data unless required by law).
- Your bank — for Direct Debit processing only.
We do NOT sell, rent, or share your personal data with anyone else. Our public winners page shows only winning numbers, never names.
How long do we keep your data?
- Active players: While you are subscribed to SchoolDraw, we keep your data to run the lottery and process payments.
- After you cancel: We keep a record of your participation and any prizes you won for 6 years (required by the licensing authority and for tax purposes if applicable).
- Payment details: Payment information (bank account and card details) is kept only as long as needed to process your payments, then securely deleted.
All data is stored securely and is accessed only by Parent Council members who need it to run the lottery.
Your rights
Under UK data-protection law (GDPR and the Data Protection Act 2018), you have the right to:
- Access your data — ask us what information we hold about you and get a copy.
- Correct your data — ask us to fix any information that is wrong or out of date.
- Delete your data — ask us to erase your data (though we may need to keep records for legal reasons).
- Complain to the ICO — if you believe your data has been misused, you can complain to the Information Commissioner's Office (ICO) at www.ico.org.uk.
To exercise any of these rights, contact hello@schooldraw.co.uk.
How we protect your data
- All personal data is stored securely.
- Only authorised Parent Council members can access player information.
- Payment details are handled by trusted, secure payment processors (GoCardless, and Stripe if card payments are used).
- We review our security regularly to keep your data safe.
Changes to this privacy notice
We may update this notice from time to time if our practices change. We'll let you know of any major changes by email.
Last updated: Sample copy for the SchoolDraw demo.
Next review date: Reviewed annually.
See also our Terms & Conditions and FAQ.