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Privacy policy

Last Updated: 25 September 2025
Who we are: The Educate Group Ltd (company no. 10147451)
Registered address: The Old Court House, New Road Avenue, Chatham, Kent, England, ME4 6BE
Website: https://educategroup.org/
Contact (privacy & data requests): adminteam@theeducategroup.org

We respect your privacy. This notice explains how we collect, use, share and protect personal data when you use our programmes and services. We never sell personal data.

1) Who is the data controller?

The Educate Group Ltd is the data controller for our services and website.
When universities refer students to us, we remain an independent controller for the personal data we collect directly from students (students choose to register and opt in).

We do not target or knowingly serve children.

2) The data we collect

a) Data you give us

When you register for a programme (via our online form), you provide information such as:

  • Identification & contact details (e.g., name, email address, phone).
  • Education details (e.g., university, course, year/level).
  • Programme preferences and related information needed to deliver support.
  • Any voluntary information you choose to share in forms, emails, WhatsApp, Zoom or feedback surveys.

Note: We do not ask for or store special category (sensitive) data. Please avoid including sensitive information in free-text fields.

b) Data we collect automatically

  • Basic technical/usage data needed to operate the site (e.g., IP address, device, browser).
  • We use only strictly necessary cookies essential for the site to work. We do not use analytics or marketing cookies.

c) Data from referrals

  • Universities may refer students to us, but students must register and opt in directly with us before we process their data.

d) Recordings & user content

  • We may record calls, events or sessions (online workshops, webinars) and collect user-generated content (e.g., testimonials). We will make it clear when a session is recorded and give options to ask questions off-record.

3) Why we use your data (purposes) & legal bases

We use personal data to:

  • Deliver our services and run our platform (account set-up, programme delivery, support). (Legal basis: Contract / Legitimate Interests)
  • Provide customer support and troubleshoot (including WhatsApp/Zoom communications). (Legitimate Interests / Contract)
  • Manage accounts and communicate with you about your programme. (Contract / Legitimate Interests)
  • Improve our services using de-identified/aggregated insights. (Legitimate Interests)
  • Evaluate outcomes and conduct research/assessment (e.g., anonymised programme evaluation, focus groups, surveys). (Legitimate Interests / Consent where required)
  • Compliance, security and fraud prevention. (Legal Obligation / Legitimate Interests)

We do not use personal data for advertising or direct marketing and do not operate analytics/remarketing pixels.

4) Payments

Payments are processed by Stripe and Skool.com. We do not collect or store full card details. Those providers process your payment information as their own data processors.

5) Sharing your data

We share personal data only with:

  • Service providers acting on our instructions: Google Workspace (email/docs), WhatsApp (communications), Zoom (video conferencing), Stripe and Skool.com (payments/community).
  • Universities: we provide aggregated and anonymised reports and insights (no individual student identifiers).
  • Legal/Regulatory: if required by law or to protect rights and safety.

We do not sell personal data.

6) International transfers

We aim to store and process data in the UK/EEA. Some providers (e.g., communications, conferencing or payments platforms) may process data outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place (such as UK IDTA/EU SCCs and additional measures) to protect your rights.

7) How long we keep data (retention)

We keep personal data only as long as needed for the purposes above and to meet legal obligations. Recommended retention periods:

  • Account & registration data: 24 months after your last activity or programme end (whichever is later).
  • Programme delivery records (notes, attendance, support logs): up to 6 years after programme end (to establish, exercise or defend legal claims and for audit).
  • Communications/support (email/WhatsApp): 24 months after last activity.
  • Call/event recordings: 12 months (unless needed longer to investigate an issue, comply with law, or where you have provided consent for a testimonial).
  • Testimonials (with your consent): until you withdraw consent or content is retired.
  • Payment/transaction records (invoices, receipts via Stripe/Skool): 6 years for tax and accounting.
  • Website logs (security/operational): up to 12 months.

Anonymised data

We may anonymise personal data so it can no longer identify you. We may keep anonymised/aggregated data for trend reporting and research indefinitely. This data cannot be used to re-identify you.

(If you prefer different periods, tell us and we’ll adjust.)

8) Security

We use appropriate technical and organisational measures, including:

  • Encryption in transit, password protection and access controls.
  • Staff access on a need-to-know basis and secure accounts (MFA where available).
  • Processes to detect, investigate and respond to incidents and potential breaches.

No system is 100% secure. If we believe your rights or freedoms are at risk, we will notify you and (where required) the ICO.

9) Your rights

Under UK GDPR you have the right to:

  • Access your data and get a copy.
  • Rectify inaccurate or incomplete data.
  • Erase your data (where it’s no longer needed, or if we processed it unlawfully).
  • Restrict processing in certain circumstances.
  • Object to processing based on legitimate interests.
  • Data portability (receive data you provided to us in a structured, commonly used format, and ask us to transfer it to another controller where feasible).
  • Withdraw consent at any time where we rely on consent (e.g., testimonials), without affecting prior lawful processing.

How to make a request (template)

Email adminteam@theeducategroup.org with:

  • Your name and the email/phone you used with us.
  • What you’re asking for (e.g., access/erase/rectify/object/portability) and any relevant details (date range, service).
  • Proof of identity (we may request limited additional info to verify it’s you).

We aim to respond within one month. If your request is complex, we may extend by two further months and will let you know.

Complaints

We’d welcome the chance to resolve concerns directly. You can also complain to the UK Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113.

10) Cookies

We use only strictly necessary cookies to operate the site.

  • No analytics cookies.
  • No advertising/remarketing cookies.
    You can control cookies in your browser settings, but essential cookies are required for basic site functions.

11) Recordings, research and user content

  • Recordings: Where sessions/calls are recorded, we will make that clear in advance. You may ask a question off-record.
  • User-generated content & testimonials: If you provide content (e.g., a testimonial), we’ll ask for your permission to use it. You can withdraw consent at any time by emailing us.
  • Research/evaluation (focus groups, interviews, surveys): Participation is optional. We aim to anonymise data promptly and use aggregated findings for service improvement and reporting.

12) Job applicants

If you apply to work with us, we will process your CV/application data to assess your candidacy, communicate with you and meet legal obligations. Unsuccessful applicant data is typically kept for 12 months unless you ask us to keep it longer for future opportunities.

13) Our service providers (processors)

We use trusted providers to help deliver our services, including:

  • Google Workspace (email, documents)
  • WhatsApp (support communications)
  • Zoom (video conferencing)
  • Stripe and Skool.com (payments/community)

We have contracts in place so they only process your data on our instructions and keep it secure.

14) Changes to this policy

We may update this notice from time to time. We will post the latest version at https://educategroup.org/privacy-policy with the new effective date.

Contact us

For questions or to exercise your rights, email: adminteam@theeducategroup.org
Postal: The Old Court House, New Road Avenue, Chatham, Kent, England, ME4 6BE

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