National Tutoring Programme – Academic Mentors

National Tutoring Programme - Academic Mentors Privacy Statement

The National Tutoring Programme – Academic Mentors is managed by Cognition Education (a company limited by guarantee, company number 9209758). Cognition Education is committed to protecting your privacy and personal data we hold. We will only use your information to help us deliver our activities and fulfil any contract we hold with you, provide a quality service and monitor the effectiveness of the programme.

The postal address for the National Tutoring Programme – Academic Mentors is c/o Cognition Education UK Limited, Office 208, Orega Balloon Street, 1 Balloon Street, Manchester, M4 4BE

If you want to contact the National Tutoring Programme – Academic Mentors directly about your personal data, you can email us at privacy@ntpacdemicmentors.co.uk or use the ‘Contact us’ button on the navigation bar of our website. If you have any questions in regards to this policy please contact the Data Protection lead at privacy@ntpacdemicmentors.co.uk.

To this end, Cognition Education, acting as the National Tutoring Programme – Academic Mentors (‘we’) are fully committed to compliance with the requirements of UK data protection law. We will follow procedures that aim to ensure that all staff members and trusted volunteers who have access to any personal data (including paper-based and computer records) held by or on behalf of the National Tutoring Programme – Academic Mentors and/or Cognition Education are fully aware of and abide by their duties and responsibilities under UK data protection law.

All personal information (including paper-based or computer records) will be handled in accordance with data protection law. Cognition Education has procedures and safeguards in place to ensure this.

We use Access CRM and Access Screening to store and process data. To access their privacy policy, please click here.

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Collecting personal data

The National Tutoring Programme – Academic Mentors collects personal data from all users, including, but not limited to: applicants, academic mentors, schools and individuals affiliated with schools, such as employees and representatives. This information may be collected directly from you or from other sources.

We collect information directly from you when you contact the National Tutoring Programme – Academic Mentors about our activities, express your interest in our programme, submit an application, attend an event, register as a supporter, or send or receive information. This information may include your name, email address, telephone number, postal address, date of birth, and any other details which you explicitly provide, for example details about your career, qualifications, information required for criminal records checks, whether you have qualified teacher status, and your experience. This information might be submitted with your expression of interest or your application form.

The information we collect from and share with third parties that we work with, for example, schools or the Department for Education’s training provider, Education Development Trust, may include details about your progress in the application process, feedback on your performance, details about your qualifications and Right to work check, and personal details such as your email address and date of birth.

Using and sharing personal data

The information we collect from and share with third parties that we work with, for example, schools or the Department for Education’s training provider, Education Development Trust, may include details about your progress in the application process, feedback on your performance, details about your qualifications and criminal records check, and personal details such as your email address and date of birth.

If you are a school or potential Academic Mentor applying to the The National Tutoring Programme – Academic Mentors, we use your personal data to process your application, contacting you in relation to your application and responding to any enquiries you may have about your application.

If you are a potential applicant, we use your personal information to stay in touch with you and to respond to any enquiries you may have.

If you are a school registering with the The National Tutoring Programme – Academic Mentors, we use your personal data to process your application, assess the needs of your school and to place a suitable Academic Mentor with you.

If you submit an expression of interest for an Academic Mentor position through the website, we automatically process this to determine your eligibility for the programme, which may result in you being considered ineligible for the programme. This is necessary for us before we can start the Academic Mentor registration process with you.

Our automatic eligibility screening process may involve screening your qualifications or obtaining information related to any criminal convictions. If you have any questions about these decisions, or would like to object to such a decision, please contact us by emailing enquiries@ntpacademicmentors.co.uk. When you submit an expression of interest form on the website it is processed and saved in our Volcanic database. We will not send you marketing messages such as newsletters or events unless you have opted in to receive these messages.

We may share your personal data, such as your contact details and application details, with our Academic Mentor training providers, the schools with whom we partner to place Academic Mentors, and the Department for Education, in order to ensure that they have accurate details about you.

We may also share your personal data with third parties who perform services on our behalf. For example, we may issue invitations to fundraising events or send newsletters through Mail Chimp and organize events through EventBrite. We will not send you marketing messages such as newsletters or events unless you have opted in to receive these messages.

Mailchimp, Mailmunch and EventBrite are based in the United States but have self-certified with the EU-US Privacy Shield, which means they are considered as providing adequate safeguards for international transfers. Skype for Business Server data is stored in the Exchange Server. Access CRM is a full cloud-based server. Volcanic server data is stored in Dublin, Ireland. Microsoft Teams, Skype, Outlook, Office 365 and Sharepoint server data is stored in Australia. If the Processing of the User Customer Data involves transfer of such data outside of the European Economic Area (EEA) and the European data protection regulations apply to the transfers of such data, these transfers will be conducted in compliance with all applicable data protection regulations.

We use your personal data for all these purposes on the basis that it is in our legitimate interests to administer the application process and the programme efficiently. It is also in our legitimate interests to remain in contact with you in order to ensure that we are providing the best service possible, that any complaints or concerns can be dealt with promptly, and that our records are kept accurate and up to date.

Retention of personal data

We will keep your personal data as long as you are an applicant to or a participant in the programme, for as long as you remain affiliated to a partner organisation, or for as long as you are a supporter. When determining how long we will retain your data beyond this period, we take into account our legal obligations and the expectations of regulators, as well as how long we need to retain that data for our internal audit purposes.

Your rights over your personal data

Please let us know if any of your personal data that we hold about you changes so that we can correct and update the information on our systems. You have the right to require the National Tutoring Programme – Academic Mentors to delete or update your personal data.

You also have the right to ask us for a copy of the information we hold about you or ask us to correct it if you think it is wrong. In certain circumstances you may object to specific processing activities, require us to restrict how we process your personal information and ask us to share your personal information in a usable format with another company. Where you have given your consent to a particular type of processing, you may withdraw that consent at any time.

To exercise any of the above rights, please contact us by emailing enquiries@ntpacademicmentors.co.uk or by using the ‘Contact us’ button in the navigation bar of the website.

How to make a complaint

If you are unhappy with the service we provide in relation to your personal details, please contact us by emailing complaints@ntpacademicmentors.co.uk or by clicking on ‘Contact us’ in the navigation bar of the website. You have the right to complain to the Information Commission. The Information Commissioner can be contacted via:

the website: http://www.ico.gov.uk/complaints.aspx
or by telephone: 0303 123 1113

Changes to this statement

You may request a copy of this privacy statement from us by emailing enquiries@ntpacademicmentors.co.ukor by clicking on ‘Contact us’ in the navigation bar and contacting us. We may modify or update this privacy statement from time to time. You will be able to see when we last updated the privacy statement because we will include a revision date. Changes and additions to this privacy statement are effective from the date on which they are posted. Please review this privacy statement from time to time to check whether we have made any changes to the way in which we use your personal information.