Privacy Policy

Part 1: General Privacy Notice Information

Edifyworld has a responsibility under data protection legislation to provide individuals with information about how we process their personal data. We do this in a number of ways, one of which is the publication of privacy notices. Organisations variously call them a privacy statement, a fair processing notice or a privacy policy.

To ensure that we process your personal data fairly and lawfully we are required to inform you:

• Why we collect your data
• How it will be used
• Who it will be shared with

We will also explain what rights you have to control how we use your information and how to inform us about your wishes. Edifyworld will make the Privacy Notice available via the website and at the point we request personal data.

Our privacy notices comprise two parts – a generic part (i.e. common to all of our privacy notices) and a part tailored to the specific processing activity being undertaken.

Data Controller

The Data Controller is Edifyworld. If you would like more information about how the Edifyworld uses your personal data, or if you have any concerns regarding the way in which the centre is processing your personal data please email us: info@edifyworld.co.uk. 

Your rights in relation to your personal data

Privacy notices and/or consent

You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.

Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.

Accessing your personal data

You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. 

Right to rectification

If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.

Once we have determined what we are going to do, we will contact you to let you know.

Right to erasure

You can ask us to erase your personal data in any of the following circumstances:

• We no longer need the personal data for the purpose it was originally collected
• You withdraw your consent and there is no other legal basis for the processing
• You object to the processing and there are no overriding legitimate grounds for the processing
• The personal data have been unlawfully processed
• The personal data have to be erased for compliance with a legal obligation
• The personal data have been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).
• Once we have determined whether we will erase the personal data, we will contact you to let you know.
• Right to restriction of processing
• You can ask us to restrict the processing of your personal data in the following circumstances:
• You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate
• The processing is unlawful and you want us to restrict processing rather than erase it
• We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and
• You have objected to the processing and you want us to restrict processing until we determine whether our legitimate interests in processing the data override your objection.

Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.

Retention

The centre keeps personal data for as long as it is needed for the purpose for which it was originally collected. 

Part 2: Tailored Privacy Notice for Academic Visitors

Visitors: Type(s) of personal data collected and held by the centre and method of collection

This Privacy Notice will only be relevant to you if you are a Visitor to the Edifyworld Centre who will be visiting for 10 calendar days or more and undertaking any of the courses. If you are such a Visitor, the centre will collect personal data relating to you to manage your visit to the centre.

This section of the Privacy Notice provides you with the privacy information that you should be aware of before you provide personal data to the centre as part of your visit to, and your time in the centre.

This notice does not form any part of any contract of employment or other contract to provide services.

The centre collects a range of information about our Visitors. This will normally include:

• Personal details such as your name, phone number and email address;
• A copy of an ID document;
• Information to allow the creation of an IT account;

The centre will collect this information in a variety of ways. For example, data might be contained in any forms which you are asked to complete regarding your visit, it may be obtained from your passport or other identity documents, or otherwise provided by you.

If you fail to provide certain information related to your visit to the Centre when requested, depending on the nature of the information which has been withheld, the Centre may not be able to progress, or may need to end, your visit.

Visitors: Lawful basis

The centre has a legitimate interest in processing personal data related to your visit to the centre.

Processing data from Visitors allows the centre to ensure compliance with legal obligations. The centre also requires information as to who is carrying out any engagement or work in the centre to ensure health and safety. The information is also required to make provision for an IT account for Visitors, if considered appropriate by the centre. The centre may also need to process data from Visitors to respond to and defend against legal claims.

Visitors: How personal data is stored

Data will be stored in a range of different places, including in HR management systems and on other IT systems including email and document management systems. 

Visitors: How personal data is processed

The centre has a legitimate interest in processing personal data about Visitors to ensure legal compliance and processing for legitimate purposes, such as having an overview of Visitors in the centre. The centre may also need to process data from Visitors to respond to and defend against legal claims.

The centre needs to process data to ensure compliance with UK compliance and any other legal requirements.

Some of the reasons for processing your data overlap and there may be several grounds which justify our use of your personal data.

Special categories of sensitive personal information require higher levels of protection. We may process such data in the following circumstances:

• In limited circumstances, with your explicit written consent.
• Where we need to carry out any legal obligations.
• Where it is needed in the public interest, such as for equal opportunities monitoring.

Less commonly, we may process this information where it is needed in relation to legal claims, or where it is needed to protect your interests (and you are not capable of giving your consent) or where you have already made the information public.

The centre will not use your data for any purpose other than in respect of being a Visitor to the centre.

Visitors: Who the centre shares data with

The centre will share the data with the centre admin team and IT team (if an IT account is to be created). If there is a legitimate reason, managers of the centre will be given access to your data.

The centre will share your data with third party agencies such as the NOCN and other relevant government or law enforcement departments to satisfy any legal requirements. 

Visitors: How long personal data is held by the centre

The centre will only retain your data for as long as necessary to fulfil the purposes we collected it for which includes satisfying any legal, accounting or reporting requirements.

All personal data related to your visit will be passed to admin team. Admin team will hold your data for 2 years from the end of your visit. Thereafter the data will be deleted/destroyed.

In some cases, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Visitors: Visitors to our websites/webpages

When someone visits www.edifyworld.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Visitors: Use of cookies

A cookie is a simple text file that is stored on your computer or mobile device by a website’s server and only that server will be able to retrieve or read the contents of that cookie. Cookies allow websites to remember user preferences, choices and selections, such as what’s in your shopping basket. Edifyworld also make use of the Google Analytics service to understand how you navigate around our site.

Edifyworld do not use cookies to collect personal information about you.

Visitors: Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Visitors: Changes to this privacy notice

We regularly review our privacy information to ensure that it remains accurate and current. We will review and update this privacy information whenever we plan to use personal data for any new purpose. Any changes to this privacy information will be communicated to you.

Visitors: Further information

If you have any questions which you feel have not been covered by this Privacy Notice, please contact us at:

Email: info@edifyworld.co.uk