Qualification Verification Services (QVS)

Privacy Policy for EcoversityUK CIC Student Qualification Verification Service:

Last updated: November 2024

EcoversityUK CIC (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when organisations (each a “Requestor” or “you”) use our Student Qualification Verification Service to request transcripts and certificates verifying past or existing student credentials. By engaging with our service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect and process the following types of information in connection with the verification services we provide:

• Organisation Information:
  • Name, contact details, and identification information for the Requestor organisation.
  • Details about the individual(s) within the organisation who submit verification requests.

• Student Data:
  • Personal details provided by the Requestor regarding past or existing students, such as name, date of birth, student identification numbers, academic records, and any other credentials necessary to verify qualifications.
  • Verification details including transcripts, certificates, and any supporting documentation.

• Usage Data:
  • Information about how our service is accessed and used, such as IP addresses, browser type, device information, and usage statistics, collected via cookies or similar technologies.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provision of Verification Services:
  • To process and respond to verification requests, including confirming the authenticity of transcripts, certificates, and other academic credentials.
  • To communicate with Requestors regarding the status of verification requests and any follow-up queries.

• Compliance and Legal Obligations:
  • To comply with applicable laws, regulations, and legal processes.
  • To maintain records as required by law or regulatory authorities.

• Service Improvement:
  • To monitor and analyse the usage of our service for the purpose of enhancing security, performance, and user experience.
  • To conduct internal research and analytics to improve our service offerings.

• Administrative Purposes:
  • To maintain, protect, and secure our systems and data against unauthorized access, fraud, and other potential risks.

3. Legal Basis for Processing

We process personal data on the following legal bases, as applicable:

• Contractual Necessity:
  • Processing is necessary to perform our service under an agreement with the Requestor.

• Legal Obligation:
  • Processing is required to comply with statutory and regulatory obligations.

• Legitimate Interests:
  • Processing is based on our legitimate interests in providing a secure and efficient verification service, provided such interests are not overridden by the rights and interests of the data subjects.

• Consent:
  • Where applicable, we may process data based on explicit consent provided by the Requestor or, where relevant, by the student. In such cases, you have the right to withdraw consent at any time, subject to legal or contractual restrictions.

4. Disclosure of Your Information

We may share your information under the following circumstances:

• Service Providers:
  • With third-party service providers who assist us in operating our service (e.g., IT support, data storage, and security services). These providers are contractually obligated to protect your information and only use it for the purposes specified by us.

• Legal and Regulatory Requirements:
  • When required to do so by law, regulation, or legal process (e.g., in response to a subpoena or court order).
  • To comply with requests from public authorities, including national security or law enforcement agencies.

• Business Transfers:
  • In connection with any merger, acquisition, or sale of all or a portion of our assets, provided that the receiving party agrees to honour the terms of this Privacy Policy.

• Third-Party Requests:
  • Where necessary to verify or validate the authenticity of academic credentials, subject to applicable data protection laws.

5. Data Retention

• Retention Period:
  • We will retain your information only for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
• Deletion:
  • When data is no longer needed, we will securely dispose of or anonymise it in accordance with applicable laws and best practices.

6. Data Security

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include, but are not limited to:

• Encryption of data during transmission and storage.
• Regular security assessments and updates to our systems.
• Access controls and authentication procedures to limit data access to authorised personnel only.

While we strive to protect your information, please note that no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

7. International Data Transfers

If your data is transferred outside the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws. This may include the use of standard contractual clauses approved by the European Commission.

8. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Access:
  • The right to request access to the personal data we hold about you.
• Rectification:
  • The right to request that we correct any inaccurate or incomplete data.
• Erasure:
  • The right to request the deletion of your personal data, subject to legal or contractual obligations.
• Restriction:
  • The right to request that we restrict the processing of your personal data under certain circumstances.
• Data Portability:
  • The right to request a copy of your personal data in a structured, commonly used, and machine-readable format.
• Objection:
  • The right to object to certain types of processing, including processing based on our legitimate interests.

To exercise these rights or for any inquiries regarding your personal data, please contact us using the details provided below.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be effective immediately upon posting the updated Privacy Policy on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

EcoversityUK CIC
Hartpury University & College
Tech Box Park

Forest of Dean, Gloucestershire
GL19 3BE 

Email: hello@ecoversity.org.uk
Telephone: 01594 844917

By using the EcoversityUK CIC Student Qualification Verification Service, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.