Freevacy Ltd Privacy Notice
Version 1.0

What we do with your information

The following information covers what Freevacy Ltd may do with information you give to us and how you remain in control of that data.
Information may be collected through the following methods:

  • By visiting our website
  • By making an enquiry relating to training courses
  • By using our Helpline
  • By  using our ‘asking a question’
  • By booking courses 
  • By making a complaint

Who we may share your personal data with

Freevacy Ltd offers accredited training courses and therefore to enable delegates to sit their chosen exams Freevacy Ltd must pass contact details to the professional accrediting bodies. We only pass the delegates name and the email address given to us by the delegate. The accrediting body will then contact the delegate directly to create a log-in portal on their site.

We do not pass these detail until the delegate has confirmed the specific exam date and has successfully completed the prep-day mock exam.

We may be required to share or collect further data 

  • Where we are required to pass on personal data without consent, for example for the prevention or detection of crime, or to produce anonymised statistical data
  • To check that the information we hold is accurate and up to date
  • Where we have agreements with other organisations for sharing information, for example accrediting bodies.

When visiting our website:

Freevacy Ltd website www.freevacy.com uses Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.

This enables us to monitor things like the number of visitors looking at different parts of our site and the number of contacts versus the number of visitors. If we were to collect identifiable information we would tell you up front.

Freevacy does use MailChimp for marketing purposes to existing and new commercial organisations and this service does enable us to monitor which companies open the marketing emails but we never market to individuals unless through the Soft-opt-in exemption where we are sending details of similar products to our customers and we always offer a simple method to opt out of further marketing.

Use of cookies 

Freevacy Ltd does not collect and store standard Internet log information when anyone visits its websites or various webpage’s. It does not use cookies, and for the purpose of analysing web page activity, no personal information is collected.

If you wish to delete cookies that are already on your computer, please refer to the instructions for your computer’s file management software to locate the file or directory that stores cookies.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Freevacy Blog

We plan to publish a blog in the near future, we will update this notice relating to this when it is introduced.

Calling our helpline

When calling our helpline Freevacy will only collect enough information to enable us to respond to your query and log the nature of the query.

Emailing Freevacy

Course enquiry emails are kept to supply quotes, maintain customer service, and ensure we have complied fully with the request.

Prep-day/Mock emails

These relate to individuals and contain the personal answers of those individuals, and we therefore maintain strict retentions periods in relation to Principle 5 of the Data Protection Act’98. The emails are housed in a specific email folder and are only retained long enough to mark the papers attached to the email, the papers are then returned to the delegate by email, the emails are held long enough to ensure the delegate has received the response and all copies are then deleted from the system and then deleted from the recycle bin.

Job applicants 

From time to time, we may post vacant positions on our site. When applying to work at Freevacy Ltd, we will only use the information supplied to process the application, if we need to disclose information to a third party, for example, to take up a reference we will not do so without the informed consent of the applicant, unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months following the recruitment drive; it will then be destroyed or deleted. We may retain anonymized statistical information to help future recruitment. 

Any person taking up employment with Freevacy Ltd will have an employment file created. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once the employment has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Complaints or queries

Freevacy Ltd endeavour to maintain the highest standards of training and customer service, including the collection of any personal data and therefore we take any complaints we receive very seriously. We would ask anyone who thinks that our collection or use of information is unfair, misleading or inappropriate to contact us immediately, we also welcome any suggestions for improving our procedures.

Access to personal information

Freevacy Ltd will be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:

  • Give you a description of the data we hold
  • Explain why we are holding it
  • Tell you who it may be disclosed to
  • How long we plan to retain the data or the criteria used to calculate the time period
  • The legal conditions for processing the data (this will often be consent, if that is the case you will be able to remove that consent at any time)
  • We will then give you a copy of the data in an intelligible form

To make a request to Freevacy Ltd for personal information we may hold you will need to put the request in writing to joyce@freevacy.com or jodie@freevacy.com or by writing to the address given at the end of this notice.

Freevacy will need to be satisfied as to the identity of the individual making the request but if you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes, again via the same contact details above or by writing to the address below.

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.

Changes to this privacy notice

This notice was produced on 06 November 2016, we will review the notice on a regular basis to keep it compliant with the Data Protection Act’98 and plan ahead for GDPR.

How to contact us

For further information on our privacy policy you can email us as above or on contact@freevacy.com ; Telephone us on 0370 04 27001or write to us at:

Freevacy Ltd
13a Stephenson Court
Fraser Road
Priory Business Park
Bedford
MK44 3WH