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Kaplan Financial is committed to maintaining the privacy and security of your personal data.
This Privacy Notice explains how we collect, use, share and protect your personal data. It is important that you read this Privacy Notice so that you are aware of how and why we are using your personal data.
This Privacy Notice is provided in a layered format so you can click through to the specific areas set out below:
Kaplan Financial is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. Where we act as a data controller, we are required under data protection legislation to notify anyone who provides personal data to us, either directly or through a third party, of the information contained in this Privacy Notice.
Kaplan Financial is the trading name for Kaplan Financial Limited (company number 01028790 and registered address at 179 – 191 Borough High Street, London SE1 1HR) so when we mention "Kaplan", "we", "us" or "our" in this Privacy Notice, we are referring to this company which is responsible for processing your data.
We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below:
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
If you are an EU national or resident in an EU country, and wish to contact our EU Representative:-
Kaplan Ireland Education Limited, 13/14 Aungier Street, Dublin 2, D02 WC04 Ireland
Personal data is any information about an individual from which that individual can be identified. Your name, address, phone number and bank account number are examples of personal data. It does not include data where the identity has been removed (anonymous data).
We will comply with data protection law. This says that the personal information we hold about you must be:
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
We may also use your personal data in the following situations, which are likely to be less common:
When you request information or make enquiries about any of our services or programmes, we may use the personal data you provide in order to fulfil your request or respond to your enquiry. It is in our legitimate interests to use your personal data in this way so that you receive the information you have requested.
If you submit a booking request, enrol onto one of our programmes or purchase any of our other products or services, we may collect the following categories of personal data about you:
This information will be used by us to perform the contract we have entered into with you.
We may also ask you to disclose information regarding any criminal convictions you may have. We need to use this information in order to comply with our legal obligations.
During your programme we may collect information about your academic experience and progression. This is in order to fulfil our contract with you but it is also in our legitimate interests to use this personal data in order to monitor the provision of our service to you.
We may also collect personal data about your health in order to make appropriate arrangements and reasonable adjustments for you regarding your welfare or attendance. We use this information in order to perform our contract with you and in order to comply with our legal obligations.
You may also be asked (but not required to provide) special category data such as some or all the following:- information about your education, work experience, age, disability, additional learning needs, ethnicity, sex orientation, gender, religion or belief, caring responsibilities, socio-economic background and national identity. This is to enable us to monitor equal opportunities and diversity, evaluate and quality assure inclusivity of Kaplan’s learning programmes. We may also prepare and publish or share statistics or research obtained from this data but not in a form that identifies anyone.
For our apprenticeship learners we are required to collect this special category data and share it with Ofsted and the ESFA in order to meet our regulatory obligations.
Where you have explicitly consented to do so, we may use your personal data to inform you of special offers and new or existing services that we believe may be of interest to you.
If you are opted into marketing, we may also upload an encrypted version of your email address to social media and advertising platforms to do the following if a match is found:
If you would prefer that we do not send such communications to you or share your email address in this way, please follow the opt-out links on any marketing message or contact us using the contact details in this Privacy Notice.
We also may use your personal data for our internal business purposes. This is in our legitimate interests in order to operate as a business and monitor and improve the services we provide. Where possible we will anonymise this information. Please contact us using the contact details in this Privacy Notice if you would like more information.
To enhance our services and interaction with you, Kaplan may deploy different solutions which use AI - for example, to summarise questions we receive from you, to answer an FAQ, to capture information about you and your query before submitting it to a Kaplan staff member, to provide instant feedback on simple quiz answers, etc.
These features will supplement the existing support we offer and will help us improve our student support services.
Where AI is utilised, Kaplan will ensure your privacy rights and the security of your data are robustly protected as follows:
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
In some circumstances we may receive information about you from a third party, for example where a professional body shares your exam results with us, in order for us to support you as a learner and for us to monitor and improve the services we offer.
We may share your personal data with third parties where required by law, where it is necessary to perform a contract or where we have a legitimate interest in doing so. Such third parties may include the following:
As we are an international business with employees, entities and service providers all over the world, we may need to transfer the personal data you provide to us to other countries which may be outside the European Economic Area (EEA).
The data protection laws in such countries may not be as comprehensive and provide the same level of protection for your personal data as those within the EEA. In these circumstances, we will take appropriate steps to ensure that your personal data is handled as described in this Privacy Notice. These steps will include appropriate contractual mechanisms. Please contact us using the contact details in this Privacy Notice if you would like more information.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, service providers, business partners, agents and other third parties who have a legitimate need to know. They will only process your personal information on our instructions or as otherwise agreed and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Please contact us using the contact details in this Privacy Notice if you would like more information.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us using the contact details in this Privacy Notice.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us using the contact details in this Privacy Notice. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We reserve the right to update this Privacy Notice at any time, and we will provide you with a new Privacy Notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
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