Freevacy Ltd Privacy Notice
Freevacy Ltd is the Data Controller
We are a Training and Consultancy organisation based at 13a Stephenson Court, Fraser Road, Priory Business Park, Bedford, Bedfordshire, MK44 3WH.
Telephone: 0370 04 27001
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:
- Visiting our website
- Making an enquiry or booking a training course by phone, email or online form
- Booking a training course online
- Subscribing to a news information service
- Using our customer advice helpline
- Making a complaint
- Submitting a job application
The personal information we collect about you can include:
- Your name, title, and gender
- Your business contact information including address, phone numbers and email address
- Financial information including bank account, credit/debit card details or other payment information such as billing address
- Your browsing activities when using one of our websites or online services
- Your responses to customer surveys or offers that we may make available to you
- Any comments or opinions that you have made about us on customer review sites, forums and on social media
Who we may share your personal data with:
We use the information we collect for the delivery of our data protection and information rights training services. On the occasions where we pass your information and contact details to our partners, we will only do so when we have received your explicit consent.
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.
The main examination provider we work with is the BCS:
- We only pass the delegates name and the email address given to us by the delegate. The BCS will then contact the delegate directly to create a log-in portal on their site.
- We only pass these details across once the delegate has confirmed the specific exam date and where applicable has successfully completed the prep-day mock exam.
- For more information about how the BCS processes data, please view their privacy notice.
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.
Course enquiry emails are kept to supply quotes, maintain customer service, and ensure we have complied fully with the request.
Booking a training course online
We use a third-party provider, Eventbrite, to facilitate online bookings of our training courses. By clicking a Book Now link for a specific training course you will be transferred across to a dedicated Freevacy account on the www.eventbrite.co.uk domain.
If you register for a training course using our Eventbrite online booking service, you will be asked by Eventbrite to provide your contact details and payment information (e.g., your debit or credit card details, and/or your invoice/billing address, etc.) some of which constitutes as Personal Data.
For more information about how Eventbrite processes data, please view their privacy notice.
Freevacy also collect anonymous information about visitor activity on our Eventbrite booking pages, such as the number of users viewing the booking facility to monitor and report on its effectiveness and to help us improve it.
Freevacy uses MailChimp for general marketing purposes to existing/new prospective customers along with the distribution of regular communications to subscribers of a weekly GDPR, Privacy and FOI news round-up service.
If you receive marketing communications from us it is through the Soft-opt-in exemption where we are sending details of similar products or services to existing/prospective customers. We always offer a simple method for you to opt out of further marketing.
We maintain a separate distribution list for recipients our weekly industry newsletter. We operate a Double Opt-in consent process to subscribe to this service and we always offer a simple method for you to opt out of further communications.
We use MailChimp as it enables us to monitor email activity such as how often emails are opened and if any embedded links are clicked, which we use to monitor the effectiveness of our communications and to help us improve our services in the future.
For more information about how MailChimp processes data, please view their privacy notice.
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.
We plan to publish a blog in the near future, we will update this notice relating to this when it is introduced.
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.
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 email@example.com or firstname.lastname@example.org 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
13a Stephenson Court
Priory Business Park
Freevacy work hard to secure our IT systems and your data against cyber attack. We have been awarded Cyber Essentials certification by The National Cyber Security Centre, part of GCHQ and have signed up to the ICO's "Your Data Matters" campaign.