IDP Connect Privacy Notice

Last update June 2020

This privacy notice has been compiled to help you understand why we ask you for your personal information and how we use this information when you engage with IDP Connect via our website https://www.idp-connect.com, our social media pages, when you register to attend or attend an event or webinar organised or sponsored by us. This notice is intended for clients, potential clients and people applying to IDP Connect for either paid employment, internships, or work experience.

IDP Connect Ltd, an IDP Education owned company, is the principle company and the Data Controller in the IDP Connect group of companies (Hotcourses Pty Ltd (Australia), IDP Connect Inc (North America) and Complete University Guide).

At the heart of our work is helping prospective students find suitable courses and at the same time to help our clients understand student demand trends and expand their reach and engage with new learners. IDP Connect clients can use idp-connect.com and my.idp-connect.com (the self-service portal) to access resources and keep their institution and course details up to date. When registering to use our services or to attend one of our events, we will ask you to agree to certain T&C's. Please read these T&C and our Privacy Notice before signing up any services.

Legal basis for processing personal information

The legal basis for collecting and using your personal information described below will depend on the specific context in which we collect it.

We will normally collect your personal information to enter into a contract with you (for example, when providing our Services), or where the processing is in our legitimate interests and does not override your data protection interests or fundamental rights and freedoms. If you have questions about this or need further information concerning the legal basis on which we collect and use your personal information, please contact the Privacy Manager.

For marketing and newsletter communication, we will ask for your consent. As part of our processing of information for marketing purposes we may collect information from responses provided to marketing campaigns via email. This information would be used for internal analytics purposes and to improve the quality, relevance and compliance of our marketing.

Collecting and using your personal data

Most of the information we collect will be provided by you directly when you register with us or contact us via our website or social media pages.

We process your personal information in order to deliver our service to you:

Webinars and Events

All IDP Connect webinars are currently delivered through the online events platform - GoToWebinar. To attend any of our webinars or to view a recording from past webinars and events you will need to register with GoToWebinar first.

Details requested as part of the registration process are:

We will use these details to facilitate the provision of our Services to you. The information you provide may be disclosed to third parties to the extent that is reasonably necessary in connection with that work (for example, special dietary requirements to a catering service supplier).

Please note we may be recording multimedia images at live events that may identify you personally. If you would not like to be part of this activity, please let us know in advance.

Accessing Resources

IDP Connect produces a number of reports and insights to help your recruitment and marketing strategy. Some of these resources can be accessed only by people that register with us.

Details requested as part of the resources download process are:

We may contact you with follow-up information about further activity where we believe we have a legitimate interest in doing so, for example to send you business communications about similar products and services we offer. We will always give you an option to opt out of any future communications from us.

My.idp-connect.com

In order to access www.idp-connect.com where you can add and update your institution and course information, contact details (including privacy related contact and access statistical information), it is necessary to create a user account.

Details requested as part of the registration process are:

Your personal details will be used to set up an account so that you can access, add/view and update your advertising and learning profile with IDP Connect. Your personal data will be only visible to members from the same institution as you and to the IDP Connect data and customer care teams so that they can help you with any enquiries. We will not share your information with anyone outside IDP Connect.

If you are entering personal contact details on behalf of someone else (this includes the DPO and the course's contact person) please ensure you have permission to do so.

You can add an institution's contact person for each course or on institutional level, these personal details will be publicly visible.

You can also add an institution's DPO or Privacy contact for any privacy related issues, these personal details will not be publicly visible. We will use these details to contact the DPO regarding any privacy concerns.

If your registration on my.idp-connect.com is unsuccessful, we will let you know why and delete all your personal details in line with our retention policy.

When you visit our websites, we may collect certain personal information automatically from your device. This may include information like your IP address, device type, unique device identification number, browser-type, geographic location and other technical information. We may also collect information about how your device has interacted with our website, including the pages accessed and links clicked. This information is used for internal analytics and to help us improve the quality and relevance of our website. Some of this information may be collected using cookies and similar tracking technology.

Cookies

We use cookies on our websites to provide login and preferences functions, and to collect anonymised data on user interactions.

For example, we use cookies to:

You can choose to have your computer block some or all cookies for you. You do this through your browser settings. Each browser is a little different, so look at your browser's Help menu to learn the correct way to modify your cookies.

If you disable cookies, some advanced features will be disabled and some of our services may not function as intended.

You can read more about how we use cookies on our Cookie Policy.

Anonymised analytics and insights

We use Google Analytics to log and review aggregated usage data. No personal data is shared with Google Analytics.

Recruitment process

Why, how and what information do we collect when you apply for job at IDP Connect?

IDP Connect collects information from and about candidates in connection with available employment opportunities at IDP Connect.

IDP Connect uses your personal information to match your skills, experience and education with the specific roles. We also may use your information to provide audit information for the UKVI (https://www.gov.uk/government/organisations/uk-visas-and-immigration) when part of a Resident Market Labour Test.

As part of the recruitment process, we may collect the following personal and sensitive information from applicants:

We may also ask for other sensitive data where we have an employment law obligation to do so or where the information is relevant to your future working environment at IDP Connect

If an applicant proceeds in the selection process additional information may be held, including:

As part of the recruitment process we may ask to you take a Personal Profile Assessment. This assessment is a set of online questions to measure your response to a number of scenarios. This produces an automated report which is shared amongst the hiring team. The results from the assessment are reviewed by the hiring team and used as a basis for interview questions. At no point are the automated results used to select or reject candidates directly.

IDP Connect may collect personal information about candidates from the following sources:

Storing your data

The personal data you provide is stored in a secure hosting environment. We employ a range of technology and procedures to ensure that this data is secure, including encryption, anti-virus and anti-malware software, intrusion detection, company-wide data usage policies, and mandatory security and privacy staff training.

We use number of SAAS application for storing job applications and client's data. To ensure your data is secure and we comply with our privacy obligation, we engage with reputable companies only and ones that guarantee a high level of security and data protection. Where possible, we have put data sharing agreements and security operational and technical measures in place with these companies.

Our Website servers are located in the United Kingdom, however, your data may be accessed by one of our principal companies based in USA or Australia or by our related company based in India and owned by the same Group, if they need to provide you with a service on our behalf. This means that when we collect your personal information it may be processed in countries that may have data protection laws that are different to the laws of United Kingdom.

For international transfers we have implemented the European Commission's Standard Contractual Clauses for transfers of personal information to our non-EEA members operating under the same brand, which requires our non-EEA member to protect personal information they process from the EEA in accordance with European Union data protection laws.

How long will you keep my information for?

We will keep your data for as long as we have an ongoing legitimate business need to do so or if we are required to, either:

When we have no longer have ongoing legitimate business need to process your personal information your data will be anonymised or deleted in line with our retention policy.

For recruitment process, we keep all applications for a period of 4 months after the end of the recruitment project and then delete all applications from our computer system. We do this to enable us to go back to the applications should we have to consider the fairness of process. We delete any profile or test data stored on our third party's system after 4 months. We keep all applications when part of a Resident Market Labour Test, for a period of 1 year after the recruited candidate's sponsorship ends.

If you have questions about our retention schedule, please contact the Privacy Manager.

Your rights

In line with the GDPR regulations, you have the following rights:

The right to be informed

You have the right to be informed why and how we collect your personal data, how we will use this information, who we share it with, what the security measures are which we take to protect this information and what are your individual rights. We publish this information in this Privacy Notice.

The right of access

You have the right to access the information we hold for you. Please contact the Privacy Manager if you wish to make a Subject Access Request.

The right to rectification

You have the right for inaccurate or incomplete data we hold to be updated. You can log in to your profile (if available) and make all necessary changes or a request to have your data updated by contacting the Privacy Manager.

The right to erasure

You may have the right to be forgotten. To exercise this right, please contact the Privacy Manager or email delete@idp-connect.com. At your request, we will remove any data we have for you which we are not required legally or by contract to retain.

The right to object

You can object to the processing of your personal data at any point by contacting the IDP Connect Privacy Manager. There may be instances where we may not be able to fulfil those requests, but we will provide you with a full explanation when replying to you.

Right to withdraw consent

This is only applicable for the processing activities where we have asked you for consent (marketing emails). You have the right to withdraw your consent at any point by clicking on the unsubscribe link in any email we send to you, by logging onto your IDP Connect account (if available) or by contacting the Privacy Manager.

The right to restrict processing

You have the right to restrict processing when you have exercised one of the above rights and it may take some time to process that request. For example: when you contact us to update your details you have the right to request restriction until your details are updated.

Right to not be subject to automated decisions and profiling

None of our processing activities we have are purely automated. There are instances where we process data to analyse or predict behaviour, but we will ask you for explicit consent when this processing will involve your personal data.

Right to data portability

If you have provided us with your personal data with consent or under the contact obligations, you have the right to request the data you have provided to us in a machine-readable format should you decide to move to another data controller.

Sharing your data with partners

We may disclose your personal information to the following categories of recipients:

Links to other websites

This privacy notice does not cover links to external websites which appear on the IDP Connect website. We encourage you to read the privacy statements on the other websites you visit.

Changes to IDP Connect Privacy Notice details

The date of the most recent version will appear on the top of the page. From time to time we may be updating this Privacy Notice, please review it each time you are to submit personal information. If we make any significant changes to this notice we will send you an email informing you of these amendments.

If you do not agree with these changes please do not use our websites to provide personal information. You can also delete your account at any time - for details please see the right to erasure section.

Further questions

If you have any question regarding your personal data, please contact the IDP Connect Privacy Manager at the address below:

Privacy Manager
IDP Connect Ltd
First Floor, Bedford House, Fulham Green
69-79 Fulham High Street
London
SW6 3JW
privacy@idp-connect.com

If you feel we have been intrusive to your privacy or misused your data you have the right to complain to the ICO https://ico.org.uk/make-a-complaint/