At iCount we have a few fundamental principles:
- We are thoughtful about the personal information we ask you to provide and the personal information we collect from you in the course of delivering our services.
- We store personal information only for as long as we have reason to keep it
- We aim for full transparency on how we gather, use and share your personal information.
It also applies to personal information that we may collect about you from third parties, such as but not limited to your professional institute, your employer, an apprenticeship funding provider.
Information we collect from you
We only collect information about you if we have a business reason to do so – for example to provide your training course, to communicate with you, to collect payment for our services and to improve our services.
We may collect data from you such as, but not limited to, your name, email address, mailing address, date of birth, phone number, photograph, driving licence or passport information, gender, payment information, education history, employment information, professional qualifications, education history, exam results, feedback comments. We will only collect data if we have a real business need to do so; to enable us to provide our services, to improve those services, to comply with legal requirements and to comply with contractual arrangements.
Information we collect from other sources
We may receive information about you from other sources. For example, exam results from a professional institute, salary from an employer if you are an apprentice, personal data collected by a funding provider if we are delivering apprenticeship training as a sub-contractor. We will only such collect data from other sources if we have a real business need to do so, as explained above.
How we use information about you
Your personal data may be used in the following ways:
- To provide our services – for example sending you course information, charging you for our services
- To further develop our services – for example by acting on exam results information or your feedback comments
- To monitor and analyse trends – for example pass rates by subject
- To communicate with you about developments in our services, offers and news – for example new courses we are offering or changes in professional exams or syllabus
- To determine eligibility for apprenticeships or our courses
- To respond to your requests and enquiries
- To process payments from you – for example for courses or exam bookings
- To comply with applicable laws, institute regulations, apprenticeship funding provider requirements
We do not sell your personal information to third parties and only share information to specific third parties as is required to enable us to provide our services.
We share information in limited circumstances and with the appropriate safeguards in place:
- Third party vendors: these include businesses that help us provide our services to you (such as credit card payment processing providers, online training resource providers, delivery organisations)
- As required by law or regulations: this would include through contractual agreements such as with apprenticeship funding providers or in response to government requirements to satisfy apprenticeship funding rules.
- As required by professional institutes: for the purposes of collection of exam results data and as part of their Training Provider quality assurance processes.
- Marketing providers: who send communications on our behalf regarding our services (e.g. Mailchimp email marketing software)
- Aggregated and de-identified information: we may share information that has been aggregated or reasonably de-identified so that the information could not reasonably be used to identify you (such as publishing our pass rates by paper in aggregate)
- With your consent: for instance to publish on our website an institute prize-winner or a course feedback comment you have provided to us.
You have several choices when it comes to information about you:
- You can limit the information you provide to us, however this may limit our ability to provide you with the services we provide you. If you are unsure about providing certain information, you can ask us why we need it before deciding whether to provide it.
- Where you receive promotional emails directly from us about future courses you can opt out from receiving future promotional emails by following the instructions on the email. Note that we may still email you other messages that are required in order to provide you with the services you have bought from us.
- You can restrict what information your professional institute shares with us by changing settings on your institute account. For instance you can stop the institute from sharing your exam results with us. However this will mean we may not realise that we need to offer you additional support for your next attempt. Rest assured we do not reveal your personal exam result to anyone without your consent.
- Where your employer requires us to feedback on your progress, you should ensure you have consented to this through agreement between you and your employer.
You can contact us at any time on email@example.com to discuss the data we hold on you and what we do with it and we will respect your choices you make regarding data you wish to share with us.
We use all reasonable measures to safeguard the personal data we collect and use.
How long will your information be held?
Your personal data is kept for no longer than is necessary for the purposes for which it was collected. We are required under UK law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Your information that we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.
What are your rights?
If at any point you believe the information we process about you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate. Our Data Protection Officer can be contacted at firstname.lastname@example.org.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).