Last update March 2021
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 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). We operate under the IDP brand in the UK and around the world.
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, book events 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 carefully read these T&C's and any Privacy Notices available before signing up for any services.
To provide you and our students with the best service and products some of the services may be delivered by other members of the IDP. We have intergroup data sharing agreements in place and extensively train our staff on privacy and information security to ensure your data is protected equally across the group and through the information lifecycle.
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.
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 to deliver our service to you:
To help universities with student recruitment, IDP Connect runs webinars and events. To attend any of our webinars or to view a recording from past webinars and events you may need to register 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.
On our website, you can also book a place for one of the global events organised by our parent company IDP. These events aim to provide you with an opportunity to recruit international students, promote your brand and showcase a range of complimentary services required by international students and may include exhibitions, roadshows, open days, conversion events, fairs, interview programs, study tours, information, etc.
When booking events, please read the event-specific T&C's and the Privacy Notice carefully as they may be different from this notice and provide you with more specific information on the terms, the data controller and the data processing practice.
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 or contacting us page 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.
In order to access www.idp-connect.com where you can book events, 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 events, data, and customer care teams so that they can help you with any enquiries. We will not share your information with anyone outside IDP.
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 at an 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.
We collect your search history, the articles you have read and resources you have accessed. We use this information to suggest the product and services you may be interested in. Each time you access our site we will receive your IP Address. We will keep this information for the duration of your visit on our website only. We use the IP data to show you content relevant to the country you are accessing or site from and for analytics purposes.
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.
We use Google Analytics to log and review aggregated usage data. No personal data is shared with Google Analytics.
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:
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 cloud storage and servers in the United Kingdom. This means that when we collect your personal information it may be processed in countries that may have data protection laws that are different from the laws of the United Kingdom and Europe.
We use third-party applications for storing your data. Some of these third parties are located outside the UK and EEA. We have taken appropriate safeguards to require that the personal data will remain protected in accordance with our Privacy Notice when transferred and processed internationally by our third-party service providers. For international data transfers, we rely on the Standard Contractual Clauses (SCC). 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.
Your data may be accessed by one of our principal companies based in the 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.
To safeguard international data transfers, we have implemented the European Commission's Standard Contractual Clauses for transfers of personal information to our non-UK and non-EEA members operating under the same brand, which requires our members to protect the personal information they process from the UK and EEA in accordance with the UK and the European Union data protection laws.
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 no longer have an ongoing legitimate business need to process your personal information your data will be anonymised or deleted in line with our retention policy.
For the 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 the 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.
In line with the GDPR regulations, you have the following rights:
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.
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.
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.
You may have the right to be forgotten. To exercise this right, please contact the Privacy Manager or email firstname.lastname@example.org. At your request, we will remove any data we have for you which we are not required legally or by contract to retain.
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.
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.
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.
None of the 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.
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.
We may disclose your personal information to the following categories of recipients:
For more information or a full list of 3rd parties used by IDP Connect processors please contact the Privacy Manager.
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.
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.
If you have any question regarding your personal data, please contact the IDP Connect Privacy Manager at the address below:
IDP Connect Ltd
First Floor, Bedford House, Fulham Green
69-79 Fulham High Street
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/