Privacy Statement

This Privacy Statement is in compliance with the European General Data Protection Regulation (GDPR) and the British Data Protection Act 2018.

Name of Organisation

HRODC Postgraduate Training Institute – A Postgraduate-Only Institution, hereinafter referred to as ‘our’, ‘us’, or ‘we’.

Information Commissioner’s Office (ICO) Registration Number

ZA798698 

Data Controller’s Name

Professor Dr. R. B. Crawford

Data Controller’s Position

Director of HRODC Postgraduate Training Institute

Data Controller’s Contact Details

datacontroller@hrodc.com

How We Collect Your Data and the Purpose for Which it is Used

Student and Delegates who apply to us for Postgraduate Diploma; & ,Postgraduate Certificate Programmes and Diploma – Postgraduate Short Courses  will, necessarily, complete our Postgraduate Application Form. This form will contain information regarding their name, date of birth, educational background and qualifications, occupational profile, referees, residential and work addresses, telephone numbers, Passport Bio-data, e-mail addresses, disabilities, language proficiency.

The above   is necessary to make an assessment of your suitability for the programme or Course for which you seek admission.

We might also need to contact your referees, to further determine your identity and suitability for your intended study.

It might be necessary to share your information with High Commissions, Embassies and Border Agencies, for the purpose of legitimising your entry into a foreign country.

We also liaise with your employer, with respect to your fees and release to join our programme or course.

Details of Transfers to Third Country and Safeguards

The Legal Basis For Collecting, Using and Holding Your Personal Information

Both the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 support our need to collect your personal information, to facilitate the provision of the service that we are contractually obliged to provide you (Please click to view our Service Contract: Terms and Conditions; Service Details, etc.). In this regard, they require that we collect this information from you, the Data Holder.

It is in line with this legal basis that we may collect additional or supportive information from a third party, with your expressed permission. Sharing your information with Immigration Services, Border Agencies, Customs and Excise, and similar Agencies are also part of the fulfilment of our contractual obligation to you.

Data Retention Period

The period for which we hold your data, is related to the following issues:

The Limitation Act 1980 (England and Wales), a consolidation of the Limitation Acts 1939 to 1980, provides Statutes of Limitation for Civil Cases, ranging from 1-12 years, with a Median of 6 Years;

Her Majesty’s Revenue and Customs (HMRC), an Agency under the Department for Business, Innovation and Skills (BIS), requires all entities to Keep their Records for a Minimum period of Six Years;

Our Institute’s Regulation allows a six-year period, from the commencement of your initial registration, within which you may accumulate your 360 Credit-Hours for the Award of a Postgraduate Diploma;

Your data will either be directly related to the above records or supportive evidence for the records that we are mandated to keep. Most of your data will, therefore, be kept for at least this minimum period of six years. Your data will, subsequently, be archived, pending its destruction. Details of the achievement records and copies of Diploma issued, will be  retained for as long as is feasible, to facilitate copy and verification requests.

Your Right To View Your Data (Subject Access Request), and Portability

Under the GDPR, as above, you have the right to view any personal data that we hold for you. You, therefore, have the right to request the following aspects of your data:

A description of your data that we hold;

Any third-party recipients of your data;

A copy of your actual data.

In accordance with the stipulation of the GDPR, we will honour your Subject Access Request within thirty (30) days of our receipt of any such request. In upholding your right, we will provide this information to you in a structured, commonly used and machine-readable format. As is legally mandated, there will be no charge for this service.

Having received your personal data from us, you have the right to transmit it to a third-party, without first seeking our consent.

Your right to Withdraw Consent at Any Time, Where Relevant

Prior to our processing or while we are processing your data, you have the right to withdraw your consent to our initiation of its processing or withhold further processing. We are legally bound to honour any such request.

Your Right To Data Erasure (Right To Be Forgotten)

When your data, that we have processed, is no longer needed by us, to provide you with our contractual services, you have the right to request its erasure, thereby exercising your right to be forgotten.

The Right to Lodge a Complaint with a Supervisory Authority

If you are dissatisfied with the way in which we have processed or are processing, stored your data, or handled your Subject Access Request, you have the right to complain to our Information Commissioner’s Office, whose contact details are as follows:

 Customer Contact
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

E-mail: casework@ico.org.uk.

Periodic Changes to Our Privacy Policy

Our Privacy Policy needs to be, periodically, reviewed. Consequently, it is important that you make checks on it, as frequently as possible, to heighten your awareness of any relevant changes. Because this notice that is posted on this website is hyperlinked from all other websites, once any changes has been made, we will assume that you have read and noted them.