Cocoon Privacy and Data Policy for Schools
In Product Data Collection and Use
Get Smart Media’s product Cocoon (“Cocoon”) provides a personalised experience for its users. Account information for Cocoon users including administrators, teachers and students are password-protected so that only the user, account administrators and teachers have access to this personal information. By requiring users to login, all users of Cocoon can access personalised dashboards and content.
We recommend that you do not disclose your password to anyone to keep your data secure. Cocoon will never ask you for your password when contacting you by phone or email. When you have finished using Cocoon, we recommend that you log out. This is to ensure that others cannot access your account information if you share a computer with someone else or are using a computer in a public place such as a library.
Cocoon’s backup procedure allows for storage for typically up to nine days and includes a full backup at the end of every working day, which is stored securely off-site.
Cocoon collects the following data and stores it securely:
Teachers and Administrators
Cocoon enables teachers and administrators to create and set up their own account. This allows teachers to upload and manage their own classes, set work and monitor progress with added security. We ask teachers for their title, first name, last name, email address, username and password, with the collection of their role and subject interests as optional.
At all times, within the definition of the General Data Protection Regulation (GDPR), the school and its employees retain the status of Data Controller for the data stored on our cloud service. The data obtained from the school’s systems always remains in the ownership of the school, or that of the individual (employed) users. Cocoon shall be the Data Processor for the purposes of the GDPR.
When creating a new student account we have no specific requirements. You can choose to enter a first name and last name, or use initials. Students names are there solely for your assessment requirements.
Marketing Data Collection and Use
On our website, we request personal information in the following areas:
Support – Your name and email address. We use this information to contact you with a relevant and timely response.
Free Trial – Your name, email address, school name, country and telephone number. We use this information to either to create your school account and provide you with trial access.
In all cases, the information will be stored within our marketing information system (MailChimp) and subscriber management system.
Updating Your Information
You can update your account information through the administrator dashboard. For any additional changes you can contact the the customer care team at firstname.lastname@example.org.
Data kept for marketing purposes can be changed at any time by clicking on the unsubscribe link on any email from us.
How long does Cocoon keep data?
Why We Delete Data
Cocoon stores data for its users. To ensure that Cocoon does not hold user information in perpetuity, it has set criteria for the deletion of unused data. This information will be deleted daily.
Cocoon holds data for Teacher, Student and Admin user accounts. If these accounts are left inactive for two years they will be deleted. The definition of inactive is if the user has not logged in (via any route) for two years.
Cocoon has a strict policy of not sharing any information about users with anyone outside the organisation. Cocoon will not share data with third parties unless explicit instruction is given by the school in question.
Security and Protection of Your Information
All remote access to the Cocoon web application is conducted over HTTPS, an encrypted web link secured using Secure Sockets Layer (SSL). This is the same method used by banks and commercial entities to secure sensitive data from interception.
External Data Storage
All data is stored with Amazon Web Services (AWS).
Transfer of Data Outside of the European Economic Area
All data entered and saved on the Cocoon product is stored and backed up on secure database servers within the UK. Any email communication with us will go through our email system (G Suite) which is held on Privacy Shield compliant servers held in the USA – the US Privacy Shield policy is available to view on request. Wherever possible we request our customers to upload their data directly to the Cocoon product rather than emailing it to us. If you do choose to send us data via email we undertake to delete such data once actioned.
Access to Information
The General Data Protection Regulation gives you the right to access information held about you. Your right of access can be exercised in accordance with the regulations.
To ensure that the user receives the best customer care, Cocoon’s staff have access to user data (dependent upon their role). Staff access is controlled via documented System Access Requests and is only granted on a need-to-know basis.
Cocoon and Cookies
A cookie (also called a HTTP cookie, web cookie or browser cookie) is a small piece of data sent from a website and stored in a user’s web browser while the user is browsing that website, which is subsequently sent back to the same website by the browser.
To function, a cookie asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and will subsequently recognise you when you return to a particular site and/or help Cocoon analyse its web traffic.
Overall, cookies help us provide you with a better product, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Visiting Cocoon could result in one or several of the following types of cookie being set:
How to Control and Delete Cookies
Cocoon relies on cookies to authenticate its users and provide you with the correct content. Should you wish to control the cookies that are set, stop them being used or delete them altogether, you can do but restricting or preventing any cookies may negatively affect your experience of the site.
All the latest browsers allow you to change your cookie settings. This is usually within the Settings section of the browser menu but accurate information for each browser can be found by clicking on the links below:
How to Disable Flash Cookies
For information on how to manage or disable Flash cookies, click here to access Adobe’s website.
To find out more about cookies and their various uses on the Internet, click here.
You may contact us at any time via email – email@example.com