We are committed to ensuring that your privacy is protected and we strictly adhere to the provisions of the Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 and will compliant with the EU General Data Protection Regulation (GDPR), which comes into force on the 25th May 2018.
The GDPR provides the following rights for individuals:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
For further information on these rights you can contact the ICO via one of the options on their website https://ico.org.uk/global/contact-us/
How we collect and use the information we receive from you
When you place an order and create an account with us on our website, we will ask you to provide certain personal information, for example:
- your name; and
- your email address.
Please note that we require this information to be able to process and fulfil your order or answer any questions.
If you purchase services, our third party payment provider may require additional personal information in order to process such payment (e.g. your home address). Please note that this information is not collected or stored by us. The relevant third party payment provider should set out the terms on which they are collecting such data at the time you make the payment.
Your personal information will then be used by us (including our: employees; agents; subcontractors; members of our group; resellers; trusted partners and awarding or accrediting organisations) to provide you with the services you ordered and from time to time to communicate with you on any matter relating to the provision of the services.
Please note that we and our resellers, trusted partners and relevant awarding or accrediting organisations may also use the information you provide to us for the following purposes:
- to monitor website usage and provide statistics to third parties for the purposes of improving and developing our website and the services we provide via our website. Please note that any such statistics and/or information provided to third parties will be made on a confidential basis and will not include information that can be used to identify any individual;
- to support, improve and develop our business in general;
- to contact you for your views on our website, our services and our business in general; and/or
If you would prefer not to receive any of the above-mentioned information (or if you only want to receive certain information) from us please let us know by either sending an email to firstname.lastname@example.org.
You have the right to ask us not to process your personal data for marketing purposes. [We will not share, sell or distribute any of the information you provide to us without your prior consent, unless required to do so by law.
When you fill out a webform to sign up to a newsletter, download a resource, such as a an infographic, or enquire about a product, we may ask you to provide certain personal information, including your:
- Email address
- Job title & the organisation you work for
- Telephone number
By completing the form and ticking the relevant boxes you are providing your consent for Virtual College to process your personal data, and this is the legal basis we are relying on to do so.
We will use the information that you give us to send you relevant emails containing Virtual College news & marketing communications. Your information will be stored by a third party data processor; Campaign Monitor, whose servers are located in the US, you can read their privacy information: here.
In addition, if you have enquired about a product or service we will use the information you have given to update our customer relationship management system so one of our consultants or advisors can contact you. This information will also be stored by another third party data processor, Microsoft, their Dynamics 365 CRM servers are located in the UK, for more information you can visit Microsoft’s Trust Center: here
Some automation and profiling may be used to send emails or a series emails based on your indicated preferences and your interactions with the emails we send to you. For example if you have enquired about a particular product we may send you a series of emails outlining features or benefits of that particular product.
We regularly review your interactions with the emails we send you and remove any subscribers who have shown and extended period of inactivity. You can withdraw your consent and unsubscribe at any time by clicking the link at the bottom our email communications or by emailing this address.
If you continue to interact with our emails or website, we will retain your data indefinitely so we can continue to send you emails.
We will not sell or rent your information to third parties.
How safe is your information?
Protecting your security and privacy is extremely important to us and we make every effort to secure your information and maintain your confidentiality in accordance with the terms of the Data Protection Act 1998. Our website is protected by various levels of security technology, which are designed to protect your information from any unauthorised or unlawful access, processing, accidental loss, destruction and damage.
Please note that we may need to disclose your personal information where we:
- are under a legal duty to comply with any legal obligation or in order to enforce or apply our terms and conditions; or
- need to disclose it to protect our rights, property or safety of our customers or others, including the exchange of information with other companies, organisations and/or governmental bodies for the purposes of fraud protection and credit risk reduction.
How you can register
You are able to browse our website without registering with us. Please note, however, that you will not be able to order or access any of the online learning courses and materials unless you register with us.
Registration must be completed as part of placing your first order with us. We will only ask for your debit card, credit card or PayPal details when you place an order for services via our website.
For the purposes of registration, we will ask you to enter your name and confirm your email address (clarify). The registration process will take a few moments and it will create a personal account for you in our learning management system. As indicated above, all information or account details that you provide to us will be securely protected.
Once you have registered, each time you visit our learning management system, you will need to input your email address and chosen password to identify yourself to us. Once you have identified yourself, you will be able to access your user and account details. To update your personal details, please see the General section of this policy.
A cookie is a small piece of information which is automatically created by our website on your computer. Please note that cookies are harmless to your computer. Cookies are a useful way of remembering the choices you have previously made while visiting our website.
Please note that if you set your computer to not accept cookies, there may be certain features/areas on our website that you may not be able to use. It may be necessary to have cookies enabled in order to purchase or access online courses and materials.
Our website currently uses the following cookies:
Cookies for managing your current visit:
Name Typical content Expires
Site session Randomly generated text When user exits browser
Cookies for improving service:
We use Google Analytics to collect information about how users use our website(s). We do this to make sure it’s meeting our users’ needs and to understand how we could do it better.
Google analytics sets cookies to store information about what pages you visit, how long you are on the website(s), how you got to the website(s) and what you click on. It does not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. We do not allow Google to use or share our analytics data.
The following cookies are set by Google Analytics:
Name Typical content Expires
_utma Randomly generated number 2 years
_utmb Randomly generated number 30 minutes
_utmc Randomly generated number When user exits browser
_utmz Randomly generated number 6 months
+ info on how the site was reached (e.g. directly or via a link, organic search or paid search)
For further details on the cookies set by Google Analytics, please click here.
This website also uses the Hotjar web analytics service. Hotjar may record mouse clicks, mouse movements and scrolling activity.
Hotjar collects information regarding pages visited, actions which are taken, country, device used, operating system, and browser used. Hotjar does not collect personally identifiable information (PII) that you do not voluntarily enter in this website.
Hotjar does not track your browsing habits across web sites which do not use Hotjar services.
If any of the information you provide to us changes, please let us know as soon as possible so that we can make the necessary changes to the information we hold for you on our database so that your records are accurate and up to date.
If you wish to makes changes to, or see the information we hold on you, please let us know by emailing us on email@example.com. Please note that, under the Data Protection Act 1998, we are entitled to charge an administration fee of £10.00 to meet the cost of providing you with a copy of the information we hold on you. We will respond to your request within 40 days of the date we received your request.
For whatever reason, should you wish to lodge a complaint with the Information Commissioner’s office, as is your right, you can do by contacting the ICO directly via one of the options on their website https://ico.org.uk/global/contact-us/