policies and procedures
We are a company registered in England and Wales (registration number 12171017) under the name Doceo Ltd; the address of our registered office is Rainham, Essex.
Expectations Of Our Students
As part of our commitment to the privacy of our customers and visitors to our Site more generally, we want to be clear about the sorts of information we will collect from you. When you visit the Site or submit a form through the Site, you are asked to provide information about yourself, including your name, contact details, year of study, subject, and how you found out about us.
We may also collect the following information from you when you first inquire about us:
- Your name
- Postal and email address
- Contact telephone numbers (including mobile)
We may also collect and process the following information about your child(ren):
- Date of birth
- School he/she attends
- Reason for interest in tuition
We also collect information about your usage of the Site and information about you from when you contact us or provide us with feedback, including via email, letter, or phone. If you contact us by phone, we make notes in relation to your call.
We collect technical information from your mobile device or computer, such as its operating system, the device and connection type, and the IP address from which you are accessing our Sites.
We collect payment information such as credit card, debit card, or direct debit information when you make purchases via our website. Please note that we do not store this payment data.
Use Of Information
We will only process the data we collect about you if there is a reason for doing so and if that reason is permitted under data protection law. We will have a lawful basis for processing your information: if we need to process your information to provide you with the service you have requested; we have your consent; we have a justifiable reason for processing your data.
Where we need to in order to provide you with the service you have requested, we use your information:
- To enable us to provide you with access to the relevant parts of the Sites.
- To supply the services you have requested.
- To enable us to collect payment from you.
- To contact you where necessary concerning our services.
We also process your data where we have a justifiable reason for doing so— for example personalization of our service, including processing data to make it easier and faster for you to submit a request. We have listed these reasons below:
- To improve the effectiveness and quality of service that our customers can expect from us in the future.
- To enable our customer support team to help you with any inquiries or complaints in the most efficient way possible.
- To contact you for your views and feedback on our services and to notify you if there are any important changes or developments to the Sites or our services.
- To analyse your activity on the Sites so that we can administer, support, improve, and develop our business and for statistical and analytical purposes and to help us prevent fraud.
Communication of Doceo news or offers may be sent via letter or email to prospective members, current members, or canceled members. All customers are offered the option of unsubscribing from our email lists.
We may use your personal information to send you details of products or services that we offer that we have identified as likely to be of interest to you. This will be in accordance with the preferences that you indicated when you registered interest.
If at any point you would like to opt-out of receiving communications from us, or would like to change the channels (such as email or post) that we use to contact you, please contact us at [email protected].
Retention Of Your Information
We will not retain your information for any longer than we think is necessary. Information that we collect will be retained for as long as needed to fulfill the purposes outlined in the ‘Use of my information’ section above, in line with our legitimate interest or for a period specifically required by applicable regulations or laws, such as retaining the information for regulatory reporting purposes.
When determining the relevant retention periods, we will take into account factors including:
- Our contractual obligations and rights in relation to the information involved.
- Legal obligation(s) under applicable law to retain data for a certain period of time.
- Statute of limitations under applicable law(s).
- (Potential) disputes.
- Guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information where we no longer require your information for the purposes collected.
Disclosure Of Your Information
The information we collect about you will be transferred to and stored on our servers. We are very careful about who else your information is shared with.
We share your information with third-party service providers. The types of third-party service providers whom we share your information with include:
- Payment providers (including online payment providers and fraud detection providers): for the purposes of providing services to us, for example when they process information such as credit card payments for us, provide support services to you or carry out fraud checks for us.
- IT service providers (including cloud providers): for the purposes of data storage and analysis.
- If we are under a duty to disclose or share your information in order to comply with (and/or where we believe we are under a duty to comply with) any legal obligation or regulatory requirement. This includes exchanging information with other companies and other organizations for the purposes of fraud protection and prevention.
- In order to enforce our agreement with you.
- With such third parties as we reasonably consider necessary in order to prevent crime, e.g., the police.
We adopt robust technologies and policies to ensure the personal information we hold about you is suitably protected. We take steps to protect your information from unauthorized access and against unlawful processing, accidental loss, destruction, and damage. Unfortunately, the transmission of information via the internet is not completely secure. Although we will take steps to protect your information, we cannot guarantee the security of your data transmitted to the Sites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.
Link To Third Party Websites
Our Site may, from time to time, contain links to the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for those websites or their policies.
Data Subject Rights
Under data protection law, you have certain rights as a data subject. These include the right to access, rectify, erase, or restrict the processing of your personal data, as well as the right to data portability. You also have the right to object to processing based on legitimate interests and to withdraw your consent if processing is based on consent.
To exercise any of these rights or if you have any questions about your rights, please contact us at [email protected].
Data Breach Notification
In the event of a data breach involving your personal data, we will notify you and the relevant data protection authorities as required by law.
International Data Transfers
If we transfer your personal data outside the UK or the European Economic Area (EEA), we will ensure that adequate safeguards are in place to protect your data, such as Standard Contractual Clauses or other legal mechanisms.
If we collect data from individuals under a certain age (e.g., 16 years old), we will obtain parental consent when required in accordance with applicable laws.
If we process special categories of personal data (sensitive data) like health information or religious beliefs, we handle this data in compliance with GDPR and applicable data protection laws.
You can request a copy of your data in a machine-readable format by contacting us at [email protected].
Our retention policy takes into account various factors, including our contractual obligations, legal requirements, statute of limitations, and data protection guidelines.
If you’re not satisfied with our response to any complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) using the following details:
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone number: 0303 123 1113