Privacy

Reassurance

UES respects your privacy and is fully GDPR (General Data Protection Regulation) compliant.  This Privacy Policy describes the Personal Data we collect from you and how we use that information. This Privacy Policy covers both our collection and use of information when you use our website, as well as the kinds of information we collect when you use our services or sign up to receive communications from us. This Privacy Policy does not apply to other internet sites even if accessed via our websites. If you have any questions or concerns regarding our Privacy Policy, please contact us by phone, email or post, as detailed below.

Principles of GDPR
Under the GDPR regulations of 2018, the six key principles relating to the use of Personal Data are that collection and use should be Fair and Lawful,  that it should only be used for the Purposes described when it was collected, that only the Personal Data Adequate for the reasons stated is collected, that Personal Data is Accurate and can easily be corrected by its owner, that Personal Data is only Retained for as long as necessary, and that your Rights as an individual regarding Personal Data are upheld. UES is committed to these principles.

As required by the GDPR, UES London Ltd is registered with the Information Commissioner’s Office because our main operations take place in the UK. We are listed on the site here: www.ico.org.uk.

What is Personal Data?

Personal Data means information that identifies you as an individual, or that we can combine with readily available information to identify you as an individual.

What Personal Data we collect and how we use it

The principle purposes for which we collect and store your Personal Data are to respond to your enquiries, allow us and our tutors to contact you regarding requested services, to inform you of services that are related to your needs that we have determined are of Legitimate Interest, and to invoice you for services.

Cookies
When you visit the UES website, a Google Analytics cookie is stored on your computer storing your behaviour on our site. Information about the pages on our website that you clicked on, where you are located, browser type and your operating system is sent to Google, and collated data visible to us. This information is anonymous, and we use it only to better understand our customers, and not for advertising or any personalised content. This information is never linked to you personally, and is never used for advertising.

Personal Data you submit to us
UES collects information that you voluntarily submit to us, such as your name, email address, telephone number, and details of exams that you may be studying for. This may occur if you voluntarily submit your details at an event such as a fair, if you include that information in an email, text message, or website form, or if you tell us that information over the telephone. Your email correspondence with us may be monitored for quality control, training and similar purposes.  We will use this information only to contact you with regards to your enquiry.

If you agree to use services from UES London,  we will request from you Personal Data including your name, address, telephone numbers, and email addresses. We will also ask for the details of the person on behalf of whom you may be requesting services, which may additionally include details of their current or previous school. We may also collect emergency contact details of an additional person. We will also store details of lessons, courses or tests that you may have had with us, for our accounting and administrative obligations. This information will only be used to inform you of and deliver our services to you and to invoice you, and only relevant information will be passed on to our tutors.

If you agree to act as a testimonial or referee, we will only use your name and email address with explicit consent. These may be passed on to parties interested in using our services and not visible publicly. Your Personal Data will only be used in this way with your explicit permission in advance, and you may request us to remove and no longer pass on this information at any point.

We may collect financial information from you. If you choose to pay for services by Direct Debit, we will store your bank account details for the purposes of requesting payments. If you pay by debit or credit card, cardholder information is collected via Stripe and is never stored by us and we never see this information.

We will only send you marketing material (such as student newsletters) if you have specifically consented to this.

We will never require Special Categories of Personal Data from you (information that includes details of disabilities, religion, or ethnic origin), but if you tell us that this information is necessary for the provision of our services, we may store it for the purposes of improving our services to you.  This information will only be used to deliver our services to you, and only relevant information will be passed on to your tutor(s) or consultant(s).

Personal Data submitted to us by a third party
Personal Data may also be submitted to us by a third party, for example by a school contracting us to provide services to its students. In this case we will only process Personal Data in the way proscribed to us by the organisation submitting the data to us and always inline with GDPR.

Children's privacy

If you request services for a child under the age of 13, we will never ask for their phone number or email address. We will only ask for their name, age, address and school to enable us to provide our services. The details of children we teach are never passed on to any third party, except to their tutor(s), without the express permission of their parent or guardian.

We will never send marketing information to children under the age of 13, and only ever with their explicit consent.

Your Individual Rights

UES is committed to providing you with reasonable and practical access to your Personal Data to allow you the opportunity to identify inaccuracies or request deletion. If you would like to access, delete and/or correct other Personal Data held by us, please contact us by telephone, email or letter as detailed below and we will respond to your request within 15 days. We may ask you to prove your identity before complying with requests. We will not normally charge a fee for such requests.

Right to be Informed
UES aims to make its activities related to Personal Data transparent. You have the right to request information about how we store and process Personal Data, our purposes for doing so, and our data retention periods.

Right of Access
You have the right to access Personal Data that we hold about you. If you request this, we will provide you with all Personal Data we hold about you (or children in your care).

Right to Rectification
You have the right to request that we make changes to your Personal Data, and that any Personal Data we store or process is accurate.

Right to Erasure (aka your Right to be Forgotten)
You have the right to have all your Personal Data that we store about you deleted, except in cases where we are legally required to store such information.

Right to Restrict Processing
In certain circumstances you may ask us not to use your Personal Data but to continue to store it. This may be for legal reasons, or where you suspect that Personal Data is inaccurate, for example.

Right to Data Portability
If you request a copy of your Personal Data, we have the duty to provide it in a way that enables you to take that information to other providers in an easy way, ie in a machine-readable format.

Right to Object
You have the right to object our use of your Personal Data, and we will stop doing so unless we have a legitimate and lawful reason not to do so.

Rights related to Automatic Decision Making
UES does not carry out automatic decision making using your data, such as profiling. If we store your Personal Data, you will be notified if this policy changes.

Making a Request

In order to make a request regarding your data, you may write to us or email us at address below. We will respond as quickly as possible and always within one month. We won't normally charge a fee for requests, unless they are repetitive or excessive.

Where we hold Personal Data

UES stores Personal Data on a secure online system, which is accessed only by our staff trained in the correct use of Personal Data in accordance with this Privacy Policy and our internal Data Protection Procedure. We never store any Personal Data in physically written form. In order to fulfil our services to you, we pass on some essential details to your tutor(s). Tutors are similarly trained in the understanding of our Privacy Policy, and will never pass your details on to any party outside of the organisation.

Your information may also appear in our email conversations, which are stored on secure servers hosted by an external company.

GDPR Compliance of Data Processors
Where we use third party organisations to process your data (Data Processors, for example for scheduling or invoicing purposes) we ensure that these organisations are fully GDPR compliant. This means they cannot use your Personal Data in any way other than that proscribed by us.

For how long will we store Personal Data?

If we provide you services, we will retain your Personal Data for as long as needed to provide you services. After services have ceased, we will hold your Personal Data for a period of two years unless deletion is requested by you, or if required for legal reasons or to resolve disputes.

Where we have collected Personal Data with your consent in order to tell you about our services, we will continue to store and use this Data until you request us not to do so.

What security measures are used to protect my Personal Data?

UES has established safeguards, policies and procedures, such as password protection and encryption, to help prevent unauthorised access to or misuse of your Personal Data, but cannot guarantee that your personally identifiable information will never be disclosed in a manner inconsistent with this Privacy Policy (for example, as a result of unauthorised acts by third parties that violate applicable law or the policies of UES). Only staff trained according to this Privacy Policy and our internal Data Protection Procedures have access to Personal Data. If you contact us, we will ask you to verify your identity before providing any access to Personal Data.

To what third parties might we transfer Personal Data?

UES will not share your Personal Data with third parties, apart from with your tutor(s) in order to fulfil our services to you, or where you have agreed to us using your information for testimonial/reference purposes (this is only ever done with your express permission in advance.) We do not pass on details to any other third parties, unless it is necessary for the immediate safety of the student (for example, to emergency services or police.)

Data Protection Officer

UES has a designated Data Protection Officer (DPO) whose responsibility it is to oversee the adherence of UES to the GDPR.

How might this Privacy Policy be changed?

We may change this Privacy Policy from time to time, so it is advisable to review it frequently. If we store your Personal Data, you will be notified of material changes to this Privacy Policy by email. Additionally, changes will be announced on our website or through similar means. All amended terms shall be automatically effective no less than seven (7) days after announcement.

Contact information

If you have questions about our handling of Personal Data, you may write to us at info@ueslondon.co.uk or at the addresses below, or telphone us on +442077248333.

Corporate identity

UES London Ltd is located at 37 Crawford Street, London, W1H 1HA, United Kingdom. Companies House registration number: 08490313.

This Privacy Policy was last updated in May 2018.

Contact Us

020 7724 8333
info@ueslondon.co.uk

37 Crawford St
Marylebone
London
W1H 1HA

       

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