This Privacy Statement provides information about the different types of personal data that we collect and the ways in which we use it. It applies to all those who visit our Site and interact with us online through our website www.griffincollege.org.uk
This Privacy Statement also applies to personal data collected in connection with exam booking process by means of a printed form which you (or the person who fills it on your behalf) has downloaded from the Site or has obtained by participating in a Griffin event or webinar.
If you book an exam or order products you will also be subject to specific terms and conditions of booking which are for the protection of both you and Griffin College London, so we advise that you please take the time to read them carefully.
We accept no responsibility or liability for keeping the information in the Site up to date or for any failure to do so.
Griffin College London is the data controller in respect of any personal information we collect about you.
As a data controller, we are committed to protecting your privacy at all times in accordance with all applicable laws and regulations governing the use or processing of personal data, including (where applicable) the General Data Protection Regulation (“GDPR”) and any subsequent data protection legislation, whichever is in force in the UK at the relevant time.
When and what personal information do we collect?
(a) When you visit our Site
The information collected about your visits to our Site is limited to technical data such as for example:
(i) the Internet address (or IP address) of the device you used to access the Site;
(ii) whether you reached the Site using a search engine or if you clicked a link on another website;
(iii) the type of web browser you used; and
(iv) the type of device you used to access the Internet.
We use this data for administrative and statistical purposes as well as to help us improve our Site. More information about the technical information,
Infomation you give to us directly
We will collect certain personal information about you when you interact with us, for example when you complete an online form on our Site (including our online “Contact Us” forms and/or when you subscribe to our newsletter), or a printed form which you (or the person who fills it on your behalf) have downloaded from the Site.
We may collect the following information from you:
- Your full name and contact details, including email address, postal address, telephone number;
- Other information about your application provided on your application form;
- Information necessary to verify your identity, such as the details and/or a copy of your passport, driving licence or other identity documentation;
- Information about your communication preferences;
- Payment information, when you make a payment through our Site
We will use CCTV recording equipment to record the exams. We do this to confirm the identities of exam participants, for examiner and centre staff training and standardisation purposes and to combat examination malpractice. We retain all footage and recordings for up to 24 months after which they will be destroyed.
How we use your personal information
We may use your personal information for one or more of the following purposes (depending on the nature of our relationship, and whether you are just visiting our Site, interacting with us online or booking an exam):
|· providing, improving and personalising our services and our Site;|
|· providing you with information and news about our exams, courses and programmes of events, such as our syllabuses, publications, webinars or conferences, if you have requested to receive our newsletters or if you are our existing customer.|
|· dealing with your enquiries and requests or those made on your behalf by anyone who booked your exam.|
|· considering and processing your application for one of our exams, and communicating with you in connection with your registration and examination results, including by providing you a copy of your exam certificate if you successfully pass your exam.|
|· carrying out necessary checks to verify your identity, as may be necessary as part of our exam registration process;|
|· providing you access to downloadable support resources (if available on the relevant Site);|
|· verifying and carrying out financial transactions in relation to payments made by you;|
|· administering our online forums (when such functionality is available on our Site(s));|
|· to satisfy legal obligations which are binding on us;
· for the prevention of fraud or misuse of service; and
· for the establishment, defence of enforcement of legal claims.
Marketing communications – Opt-in and Opt-out
Griffin College London operates a strict ‘opt-in’ policy for individuals. That means we will not send you any information unless you have requested to receive e-mail/text/social media message updates from us.
If you (whether an individual or a legal entity) wish to be removed from our direct marketing list and do not wish to receive any further information from us (opt-out) you can inform us of this by clicking on the link at the bottom of each email communication you receive from us, or by emailing us at firstname.lastname@example.org. Once this information is received we will remove you from our direct marketing database.
Sharing your Personal Data
We will not sell, rent or lease your personal information to others.
We will only share personal information we collect from you with:
- Teachers, Centre Coordinators who deliver information and services in relation to our exams in your locality;
- Our marketing automation tool service providers, for the purpose of managing email lists and issuing communications on our behalf;
- We reserve the right to disclose your personal information to third parties:
- in the event that we buy or sell any business or assets, in which case we will disclose your personal information to the prospective buyer or seller or such business or assets;
- if substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets;
- for auditing purposes e.g. finance audits where we employ chartered accountants;
- if we are under any legal or regulatory obligation to do so (for example as required by our Awarding Body)
- in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.
Security of Data
Griffin College London takes seriously its security obligations in respect of your personal data under the data protection laws in order to prevent unauthorised access to, or alteration or destruction of personal data in our possession.
We will endeavour to take all reasonable steps to protect your personal information. All the personal information we collect is stored securely on servers and we use secure internet protocols and secure networks to protect data collection and processing.
Any payment transaction from our Site will be encrypted. While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any personal data that are transferred via the internet. If you have any particular concerns about your information, please contact us. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long do we keep your personal information?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Information which is necessary to verify or confirm exam results may be kept by us indefinitely.
Where we rely on your consent to use your personal information, you have the right to withdraw your consent.
Changes to this Privacy Statement
From time to time we may update this Privacy Statement. When we do, we will publish the changes on the Site. If material changes are made to this Privacy Statement we will notify you by email or by placing a prominent notice on the Site.
Griffin College London trusts that you appreciate that we respect and value your right to privacy, and that our honesty and integrity shall mean that you will continue to trust us with your personal data, knowing that we will not use it for any inappropriate purpose.