Privacy Policy

Please read the Applicaa policies and terms and conditions carefully

Privacy Policy

Applicaa is committed to protecting the privacy of third parties (including its customers and all visitors to the website www.applicaa.co.uk (the "Website")) and all other affiliated subdomains. Our privacy policy applies to the personal information we collect if you visit our websites or use our services.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

We endeavour to ensure that all information from which you can be identified ("Personal Information") provided to, or otherwise obtained by, us is handled in accordance with the UK Data Protection Act 1998, from 25 May 2018 the EU General Data Protection Regulation (which will replace the Data Protection Act 1998) and all similar or related legislation (the "Data Protection Legislation" or “DPA”). You can be assured that your Personal Information will only be used by Applicaa in accordance with this Policy.

By visiting and/or contacting us through the Website (or otherwise engaging with us), you acknowledge that we may collect, use, process and transfer your Personal Information as set out in this Policy. Applicaa reserves the right to change this Policy from time to time and you should therefore check this page frequently to ensure that you are happy with any changes.

In this Policy, "Applicaa ", "we", "us" and "our", refer to Applicaa Limited, registered in [England & Wales] with registered office 23 Abdale Road, London, W127ER. Our company registration number is 08620380.

Provider may refer to either your current or prospective school, college or training provider, or the university, college, conservatoire or training provider you have applied to.

If you are under the age of 13, you are welcome to browse this website, but you should not provide us with personal information. This is because the services we provide are directed at students aged 13 and over.

If you have any questions about this policy or our uses of personal data, please contact datagovernance@applicaa.co.uk.

1. Who we are and how to contact us

For the purposes of the Data Protection Legislation, we are deemed to be the "data controller" in respect of any Personal Information that you provide to us or we otherwise obtain about you. Applicaa is registered with the UK Information Commissioner’s Office with registration numberZA146992. Its registered office is 23 Abdale Road, London, W12 7ER. The Data Protection Officer is Guthrie Denniston who can be contacted at datagovernance@applicaa.co.uk

In the instance where you opted to apply for or join a school group (using a school code) the school, college, or other academic institution also becomes the Data Controller, and controls your personal information. For further details please refer to the respective schools or colleges privacy policy this can be found at www.applicaa.co.uk/settings/privacypreferences

With regards to Admissions+, Applicaa is the data processor and merely processes your personal information in accordance with the instructions given to us by (you or your school) the Data Controller. For further details please read the section ‘If you are a student and apply for a school through Admissions+’

If you have any questions (including relating to transfers of your Personal Information outside the EEA), please feel free to contact us by email at: datagovernance@applicaa.co.uk. Alternatively, you may call our team on 0208 762 0882, Monday to Friday: 9am to 5pm.

2. Personal Information that we collect from you

If you are a student:

You engage with us (e.g. send us emails, create an application through The Careers Network, or one of our partners school’s Admissions systems and enrolment system; or visit a Applicaa event; or make an enquiry through the Website).

Information you may provide about yourself:

With regards to The Careers Network, to support your careers application, we may ask you to provide the following sensitive personal information as detailed below, which may be shared with the providers and employers you have applied to.

You should only upload documents that you are happy for us to have access to and use in the way described in this privacy notice.

Some of this information is collected and processed so we can uphold our contract with you, some for the purpose of legal compliance and some for the purposes of our legitimate business interests (namely to carry out and improve our business, analyse the use of our Website and services and support our customers/users).

We have an online tool that you can use to create a CV (this will pull together the information you provide by completing your profile into a structured format).

We require this personal information in order to provide our service to you/find opportunities for you (i.e. it is necessary for us to perform our contract with you and is in our legitimate business interests). We will use the contact information you provide to keep you up to date on traineeships, apprenticeships, and other opportunities related to employment and educational opportunities that may be of interest to you.

The sensitive information we collect varies depending on which admissions website you apply through as determined by the school or college. Please make sure you read and understand the relevant privacy policy when you submit your application. This will confirm the sensitive personal information we need to collect and why.

Where you make use of our Websites we may also collect information about your use of the Websites (e.g. your IP address and choice of web browser).

Sharing your personal information:

We may share the personal information we collect about you with:

Where you make use of our Websites we may also collect information about your use of the Websites (e.g. your IP address and choice of web browser). For further details please read the section ‘If you are a student and apply for a school through Admissions+’

If you are a Teacher, Mentor, Parent, Alumni, Governor or Employer:

Collecting and using personal information:

If you are an adviser at a school, college, further or higher education provider, nominated representative or providing a reference in support of an application, we may collect your personal information, including your name, role and contact details if you:

Sharing your personal information:

We may share the personal information we collect about you with:

Information you provide about yourself:

Where you make use of our Website we may also collect information about your use of the Website (e.g. your IP address and choice of web browser).

Some of this information is collected and processed so we can perform a contract with you, some for the purpose of legal compliance and some for the purposes of our legitimate business interests (namely to carry out and improve our business, analyse the use of our Website and services and support our customers/users).

3. Contacting us with an enquiry or to report a problem with our website

In order to process your enquiry and/or investigate a problem we may ask you to provide your username and basic contact information (name, address, telephone number and email address) so we can verify your identity and deal with your enquiry/resolve the problem.

We may make up an electronic file of the enquiry/problem which will contain any personal information you have given us. This will be kept with the personal information you have provided to us during the candidate registration process.

We will only use your personal information here to investigate and respond to you with the outcome of your enquiry/our investigation.

You do not have to provide this information to us; it is entirely voluntary. However, we may be limited in our ability to deal with your enquiry and respond to you if contact information is not provided. We will only correspond with you in the way you have asked us to.

It is in our legitimate business interests to process this information in order to deal with your enquiry/investigate the problem you’ve raised. We’ll ensure your rights are protected.

4. If you are a student and attend a Applicaa event:

When you attend a Applicaa event, we collect and use your personal information in the following ways:

We use this personal information to provide you with updates about the event(s) you are attending, and to ask your opinion about our services.

We also use this personal information to help ensure any information and advice we send to you is relevant and useful, such as open days that are likely to be of interest to you, based on the subjects you want to study.

If you opt to receive information, advice, and offers from Applicaa on behalf of third parties, you can change the types of communications you receive and how you receive them at any time. The easiest way to do this is by updating your privacy settings here: www.applicaa.co.uk/settings/privacypreferences

We retain your personal information to produce research about things such as attendance at events and their impact on access to higher education. Any statistical analysis reports that we produce will not allow you to be identified

When you attend a Applicaa event, we can share your information in the following ways:

You have the option to scan your QR Code at an exhibitor’s stand. If you do so, the employer exhibiting will receive your Applicaa profile, including your name and contact details, including your mobile phone number if you provided it, so they can contact you with opportunities that may be of interest to you. We will also share any preferred communication channel (e.g. email, post, SMS/text) you provided to Applicaa, which they may consider when deciding how to contact you.

We will provide exhibitors with your date of birth, current school, and year, when you want to start university, the areas of the country where you want to study, and the subjects you want to study. We will also let them know whether you are considering studying overseas or at a conservatoire, interested in a gap year, apprenticeship, or going straight into employment. If you have chosen to provide the subjects you are currently studying, this will also be provided.

The exhibitors may use this information to help ensure any communications you receive from them are relevant and of interest to you.

The exhibitor should also provide details of how they use your personal information on their website – you may want to refer to this before your share any personal information with them.

Using your image at an event

When you attend an event, there will be a professional photographer taking photographs to help to help promote our events. If you want to have your photo removed from our website, you should contact info@applicaa.co.uk

5. If you are a student and apply for a school through Admissions+

Our Admissions+ Service allows any school that uses it (our customers and Applicaa itself) to build webpages and questions on our servers where visitors can learn more about the school, download content, and provide their personal details, contact information, other demographic information, parental contact details, a referee and educational information . This information, which is stored and managed on our Admissions+ Service, is then used so that the students can complete their application for the school. Applicaa provides the Admissions+ Service to our customers for them to be able to manage the applications and enrolment of students.

Applicaa does not control the content of the web pages or the types of information that our customers may choose to collect or manage using the Admissions+ Service. That information belongs to them and is used, disclosed and protected by them according to their privacy policies and is not subject to this Privacy Policy

Where a student applies to a school and/or college, they will be able to see the content of your profile. They will be able to amend your application or see any information you provide about your sexual orientation, gender identity or religious belief. The school or college will become a Controller of your personal information in their own right and will separately explain to you what additional personal information they require from you and how they will process it.

That information belongs to them and is used, closed and protected by them according to their privacy policies and is not subject to this Privacy Policy. Applicaa processes our customers' information as they direct and in accordance with our agreements with our customers, and we store it on our service providers' servers, but we do not have control over its collection or management. Our agreements with our customers prohibit us from using that information, except as necessary to provide and improve the Admissions+ service. Students and teachers can opt in to receive correspondence offering them the opportunity to sign up to other Applicaa products as required by law. We have no direct relationship with individuals who provide Personal Information to our customers. Applicaa acknowledges that you have the right to access your Personal Information. Our customers control and are responsible for correcting, deleting or updating information they have collected from you using the Admissions+ Service. If requested to remove data, we will respond within a reasonable timeframe. We may work with our customers to help them provide notice to their visitors about their data collection, processing and usage. Our agreements with our customers prohibit them from using the Admissions+ Service to collect, manage, or process Sensitive Information. We are not responsible for our customers' use of information they collect on the Admissions+ Service.

If you are a student applying to one of our customers (schools) that use our Admissions+ Service, please contact the School that you interact with directly.

6. Keeping your personal information up to date

If you become aware that any information we hold about you is incorrect or there are any changes to your personal details, please log onto our website and update your information. If you have any difficulties doing so please contact us at info@applicaa.co.uk

7. Providing us with personal information of another person

If you need to provide us with personal information about another person you must obtain that individual’s express consent to pass us their information. An example would be you providing us with the address/telephone number of your parent/legal guardian as part of your basic contact information. You should share this privacy notice with that individual as it may also apply to him/her.

8. Information that we receive from other sources

We may receive information from third parties who collect Personal Information from you and pass it on to us. Where this is the case the third party is responsible for obtaining the relevant consents from you to ensure you are happy with the ways in which your Personal Information will be used.

We have a large network of employers and education providers that we work with in order to provide you with opportunities that meet your preferences. Where we’re able to match you with a potential opportunity, you will be invited to apply to the opportunity and or to have an interview with that employer or education provider. As part of this interview you may volunteer additional personal information which may be reported back to us. This will help us give feedback to you on your performance and top tips for future interviews. This is part of our service to you and it is in our legitimate business interests to provide this added value to you.

9. What we do with your Personal Information

We will only use your Personal Information in order to (a) supply the services you have requested and correspond with you, (b) provide support to you in respect of these services, (c) improve our Website and services, (d) where relevant, process your application for employment and (e) for our internal business processes.

Where you have explicitly consented at the time we collected your Personal Information or where we otherwise have a right to do so, we may also use your Personal Information to let you know about our products, services and job openings that may be of interest to you and/or inform you about important changes or developments to our services, by post, telephone and e-mail.

If you opt to receive information, advice, and offers from Applicaa on behalf of third parties, you can change the types of communications you receive and how you receive them at any time. The easiest way to do this is by updating your privacy settings here: www.applicaa.co.uk/settings/privacypreferences

From time to time, we may also use your Personal Information to contact you for market research purposes. We may contact you by email, phone or mail. This will only happen where you have opted-in to receive such communications.

We may also use the Personal Information to customise the Website according to your interests.

If you change your mind about us using your Personal Information in the ways described in this Policy, please let us know by contacting us at datagovernance@applicaa.co.uk.

Marketing

With regards to The Careers Network, all communications we send to you will be connected with our service to find you a work opportunity and share careers advice and guidance. We will not use your personal information to directly market to you any unrelated product or other service .

As part of our core service we will send newsletters which are designed to give you helpful practical hints and tips in your personal development and keep you updated on latest news. You can unsubscribe to this communication at any time by clicking on the link that accompanies the newsletter when you receive it.

We expressly ask our network not to use any of your personal information that they may obtain through working with us to market goods or services to you. If you receive marketing material from our network of apprenticeship employers that you feel you have not agreed to, please contact us.

If you send personal information to us indirectly through the third parties, we work with (marketing agencies/promoters) these third parties will be in control of your personal information. You should check their privacy notices to ensure you’re comfortable with their marketing activities and the marketing you have consented to.

9. How we share your Personal Information

Where it is necessary for the performance of our contract with you or for our internal business processes, we may share your Personal Information with our suppliers, contractors and/or third party partners.

If our business enters into a joint venture with, purchases or is sold to or merges with another business entity, your Personal Information may be disclosed or transferred to the purchaser, our new business partners or owners or their advisors.

In addition, it may be necessary to disclose your Personal Information if we are under a duty to disclose your Personal Information in order to comply with any legal obligation, enforce our Terms and Conditions and any other agreement, or protect the rights, property, or safety of us, our group companies and our contractors, directors, employees or other personnel. This includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention.

Where we think your preferences match an opportunity within our network of providers and employers we will disclose your personal information to the provider/employer to put you forward for that opportunity. The provider/employer will send you an SMS message or email to give you notice that they would like to speak with you, so you are not presented with an unknown number calling your personal line that you do not expect.

We will only disclose your personal information to potential employers where we reasonably believe the role being offered matches your preferences.

Where you report a problem with our website, your personal information will be shared with carefully selected IT providers whose systems we utilise for our core business processes and who provide us with IT support.

In all other cases, we may share your personal information with:

1. Carefully selected third parties who provide a service to us to support our core operations, such as: processing our mail, communicating with customers on our behalf, running competitions and promotions, providing IT systems and administrative services and the development and improvement of internal systems and processes;

2. Competent authorities (statutory bodies, regulatory authorities, authorised bodies who have a role laid out by law);

3. Other organisations where we are legally obligated to disclose your personal information (such as requests made in the prevention and detection of crime), where disclosure is necessary to protect the property, rights and safety of us and our staff or where disclosure is necessary in order to enforce or apply our contract with you;

4. Another company, if our business (or part) is purchased/taken over to ensure our products and services to you can be continually serviced or as part of discussions leading up to a sale/takeover;

5. Another company from whom we are looking to purchase assets, where the personal information is relevant to us assessing if those assets will improve our offering to customers and/or our business processes;

6. Other companies where we are trialling products and services which we consider may improve our offering to customers and/or our business processes;

7. Other third parties where you have given your express consent or where we reasonably believe a third party is acting on your behalf.

Whenever we share your personal information with third parties we will take all reasonable steps to ensure appropriate safeguards are in place to protect your personal information and your privacy rights.

If you change your mind about being contacted by these parties in the future, please let us know by updating your privacy settings or email us at datagovernance@applicaa.co.uk below or contact the third party directly. You may also opt out of receiving any marketing communications from third parties by following the instructions outlined in these communications.

10. Our security and data retention measures, and any transfers we make outside of the EEA

The Personal Information you provide to us will be transferred to and stored securely on Linode and Digital Ocean servers in the UK and we take steps to protect your Personal Information from unauthorised access and against unlawful processing, accidental loss, destruction and damage.

We will only keep your Personal Information for as long as we reasonably require and, in any event, only for as long as the Data Protection Legislation allows.

Unfortunately, the transmission of information via the internet is not completely secure and, although we will take steps to protect your information, we cannot guarantee the security of your Personal Information transmitted via the Website; any transmission is therefore at your own risk.

In processing your Personal Information, it may be necessary for us to transfer your Personal Information outside the European Economic Area ("EEA"). It may also be accessed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, for example, the provision of support services. We will take all steps reasonably necessary to ensure that your Personal Information is treated securely and in accordance with this Policy and the Data Protection Legislation when it is processed in, or other accessed from, a location outside the EEA. This means that we will only transfer your Personal Information to third parties outside the EEA if that third party (a) is situated in a country that has been confirmed by the European Commission to provide adequate protection to Personal Information, or (b) has agreed (by way of written contract) to provide all protections to your Personal Information as required by the Data Protection Legislation.

11. Accessing and updating your Personal Information

You have the right to ask us not to process your Personal Information for marketing or research purposes. We will usually inform you (before collecting your Personal Information) if we intend to use your Personal Information for such purposes or if we intend to disclose your Personal Information to any third party for such purposes. You can exercise your right to prevent such processing by updating your privacy settings here: www.applicaa.co.uk/settings/privacypreferences . You can also exercise the right at any time by contacting us at datagovernance@applicaa.co.uk.

You have the right to see the Personal Information we hold about you and to ask us to: (a) make any changes to ensure that any Personal Information we hold about you is accurate and up to date; (b) erase or stop processing any Personal Information we hold about you where there is no longer a legal ground for us to hold it; or (c) transfer any information we hold about you to a specified third party. If you wish to do this, please contact us at datagovernance@applicaa.co.uk.

12. Complaints

Should you have any queries or complaints in relation to how we use your Personal Information, please contact us at datagovernance@applicaa.co.uk using the details set out above. Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner's Office regarding such issues.

Our Websites may, from time to time, contain links to and from third party websites. 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 these websites or their related policies. Please check these policies before you submit any Personal Information via these websites.

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