Last updated 09 May 2019
Processing of data is carried out by or on behalf of White Space Ltd (WS) as data controller.
If we have your personal details we will never provide them to a third party without your authorisation, unless there is superseding legal obligation or we are compelled to do so by a court with appropriate authority.
1. How do you find out what data we hold on you?
If you wish to see your personal information held by us, you may send us a Subject Access Request. Please send this to firstname.lastname@example.org.
You may request us in writing to delete this data at any time subject to overriding legal requirements.
2. What data we collect and process:
2.1 The personal information you provide when you communicate with WS or purchase one of our products may include some or all your name, contact and credit card details.
2.2 If you make a support enquiry we may occasionally also ask for various diagnostics from your device which may include personal data: if this is the case we will make this clear.
3. How we process data:
3.1 We may use your details to send you information about updates to current products, new products or to ask how you use our products.
3.2 We use your credit card details to process any purchases you have made.
3.3 We keep records of support queries, both to ensure efficient and effective responses to individual enquiries and to enable us to better understand technical and educational issues with our products.
3.4 We carry out internal analysis to determine the success of marketing and commercial initiatives.
4. Third parties
4.1 We never sell or rent data to other companies for marketing purposes.
4.2 We may transfer data to third parties who are carrying out administrative or financial tasks for us. We own the data at all times and require all such third parties to confirm they comply with current data protection legislation.
Some editions of Numbershark and Wordshark require activation on your devices. Where activation is required this is normally done automatically across the internet. The only information transmitted to our servers during activation are registration keys, the registered owner of the software and a unique installation key derived from unique hardware identifiers. Once activation is completed no further information is sent to our servers.
The Numbershark and Wordshark programs both hold user logon data, a history of program use, and games scores in a “shared folder”. This data may be held on network, local or removable storage. This information is not transmitted to White Space. It is up to you and if applicable your network manager to ensure the security and integrity of this data.
*Where ‘Wordshark’ is referred to, the equivalent is the same for Numbershark.
The data for all users is stored inside a folder called *“wordshark-shared”. The location of which will vary dependent on the product:
Network product: this is usually stored on your school’s own server, at a location chosen by yourselves, but can be on a farm server managed by the LEA or school’s trust
Download product: the data will be stored on the school’s local machine
USB product: as this is a portable product the data is stored on the school’s USB
Data is encrypted, and consists of relatively low-risk information:
Each user’s registered username for the program: This can be the “active directory” username or otherwise
Where a member of staff has set work for one or more students, this “set work” is stored, in an encrypted manner, inside the wordshark folder.
Each student’s “record of games played”, listing the games, the word lists, the times, scores and errors, is similarly stored inside this folder, encrypted.
The program does not have a facility to record addresses, dates of birth or other potentially sensitive data.
Only staff who are registered users of the program (registered by one or more main wordshark administrators who may be you yourself, your technician, or other) may access the records of a student.
User permissions are set at 4 levels:
Temporary students (we recommend this is NOT used) have NO records stored, and cannot create word lists
Student users (they can optionally elect to add a password to their account. Teachers can still set/view work set)
Teacher users MUST set a password. (they can “collect” any student user to view, set work, and view records)
Administrator users (same as Teacher, but can ALSO add/delete students and teacher users and change passwords, so we advise these are restricted to staff when “office based”. Any administrator user may, if wished, ALSO have a “teacher” username for use within the classroom.
It is possible for students and staff to go to Actions / View records, and print out records that show the games/word lists and results for the specific student / chosen session(s).
It is possible for Teachers and Administrators to “Export” a userfile, and subsequently email this, e.g. if a student transfers to another school using Wordshark 5.
For the network product the data folder ‘wordshark-shared’ needs to be shared by the installing technician to allow share permissions to be set to ‘Full control’ for ‘Everyone’. This will allow all users permissions to read/write/modify their own user files within the program and for the White Space Network Service, that manages the licence, to communicate with the folder to grant access to the client computers; up to the maximum number of concurrent users the school has a licence for.