2. Purpose of and Legal Basis for Processing Personal DataNational Paralegal College will only process personal data for the purposes of delivering the services contracted by Learners, unless we are provided with specific consent to process for other purposes, such as marketing, or for the purpose of complying with local laws or regulations. Personal data will never be processed without the knowledge and/or permission of the Data Subject. In addition to offering its own qualifications, National Paralegal College is an Approved Centre of the National Association of Licensed Paralegals, which is a Recognised Awarding Organisation under The Office for Qualifications and Examinations in England (Ofqual). Ofqual have been granted its powers by an Act of Parliament, meaning that the regulations they enforce are backed by UK Law. National Paralegal College therefore has a Legal Obligation to process certain Personal Data necessary to ensure compliance with those regulations. More information about the powers granted to Ofqual can be found at: https://www.gov.uk/government/organisations/ofqual/about National Paralegal College also works in conjunction with some universities to offer a joint diploma. For the purposes of this, some information will be shared with those universities about the students taking those qualifications. More information on which universities are involved in this scheme can be found on our website at https://www.nationalparalegalcollege.co.uk/universities/ Personal Data will only be shared with the full knowledge and consent of the students involved. By using our services, including accessing our website and the forms, etc. therein, you give your agreement to our processing any personal data we may have as described in this policy.
3. Types of Personal Data ProcessedPersonal Data is any information which could potentially make an individual identifiable and can include, but may not be limited to, your name, address, date of birth, email address and IP address. We collect data in a number of ways including, but not necessarily limited to: Contact forms on our website completed and submitted by a Data Subject, whether in respect of our qualifications or our professional membership body As part of a Contract for Services, i.e. names and contact information of individuals, including current and former Learners of National Paralegal College Provided to us by Universities in order that we can provide the joint diploma required by the Learners Other forms of contact direct from Learners such as for complaints, enquiries and Appeals Our contact forms make it clear that the information will be used for the purposes of the contact (e.g. to respond to a query) but also provide the option for consent to expand the processing of that data for marketing purposes. Similarly, any contract for services will set out what the personal data will be used for. Personal Data provided to us by our partner Universities as part of our joint diploma service provision will be processed only in accordance with the contract for services and no such data will be used for the benefit of National Paralegal College
4. Our Website and Cookies
- Find information on internet browser cookies on the Information Commissioner’s website
6. Retention of DataPersonal Data will always be held for the minimum amount of time required. This will depend on a number of factors, such as the terms and length of a contract or a relevant law or regulation based on law. Learner details are held indefinitely for the purposes of being able to provide confirmation of a qualification at any time in the future, as required under Ofqual regulation and our Centre Approval with the Awarding Organisation. If you have made an enquiry and have opted in to receiving marketing information, you will continue to receive such communications until you opt out. A reminder of your option to unsubscribe is provided with every communication issued. Once you have opted out, if you do not otherwise fall into the above categories, your data will be deleted 12 months from the date of the opt out. Information gathered via contact forms is stored on the website for a maximum of 12 months before being deleted by the website hosts, IONOS (see section 4.1 above) under their data retention policy. Electronic Personal Data is encrypted and held in a secure manner on physical and cloud-based services. The encryption used meets all current requirements for encrypted services and is updated regularly to ensure that it remains fit for purpose. Electronic data is deleted following a secure process to ensure there is no lapse in security at the point of deletion. Paper based Personal Data is held in secure, fire-proof, locked cabinets. It is destroyed under contract with a secure data destruction company
7. Your RightsUnder current legislation, Data Subjects have the following rights:
- To be informed – This policy is one of ways in which National Paralegal College informs you how and why we process your data
- Of Access –All Data Subjects have the right to quest access to all of the data we hold on them. Any Data Subject requests received will be reviewed and responded to within one calendar month of receipt of the request. Most requests will be fulfilled free of charge, however, National Paralegal College reserve the right to charge a reasonable administration fee for any requests deemed to be excessive, unfounded or repetitive.
- Of rectification – Should you find that any data we hold about you is incorrect, you can ask us to correct it and we will investigate and respond within one calendar month of receipt of the request.
- Of Erasure – You can ask for your Personal Data to be erased permanently. All such requests will be responded to within one calendar month of the receipt of a request. Please note that, whilst we will always endeavour to fulfil requests, there may be some instances were this is not possible due to legal or regulatory reasons. We will always provide a full explanation in any such instances.
- To restrict processing – If you do not wish for your data to be erased, you may ask for it to be restricted so that we continue to hold it but not process it or use it in any way – we would essentially ‘archive’ your data. This is only applicable in certain circumstances, however we will look at all requests and respond within one calendar month of the receipt of a request.
- To data portability – All electronically held data can be transferred to another company in a structured, commonly used and machine readable format on request. Please note that this will only include the data you have provided to us and not any ancillary data produced as a result of the services we have created during the provision of our services or where that data includes information regarding a third party. All requests for moving data will be responded to within one calendar month of a request being received.
- To Object – You can object to our processing data for the purposes of marketing, scientific/ historical research and statistics, or legitimate interests or in the performing of a task in the public interest /exercise of official authority (including profiling). All such requests shall be responded to within one calendar month
- Rights related to automated decision making, including profiling – The GDPR sets out specific rights in relation to automated decision making. Please note that National Paralegal College does not use any form of automated decision making system whilst processing your data.
- To complain – You have the right to raise a complaint regarding the processing of your data or our response to a request under the above rights. As part of this, you also have the right to escalate your complaint to a supervisory authority. In respect of data handling, you have the right to escalate your complaint to the Information Commissioners Office (ICO). Please go to https://ico.org.uk/your-data-matters/raising-concerns/ for full details.