Privacy Policy

Independent Funeral Directors' College Ltd

Customer Privacy Notice

ICO Registration Reference: ZB842204

College Data Storage (Additional Pre-Policy Information):

  • Only College Admin, Trainers & Assessors have access to any recorded or stored data
  • There are no CCTV recording facilities at the College
  • The main College Computer is password protected and under constant supervision of College Administrator. College Trainers & Assessors can access the College Database remotely by password and permitted only to use information to assist with any current training or assessing
  • All student portfolios are stored in locked cabinets only accessible by College Administrator
  • The College Governing Body, AIM, will have their own Privacy Policy and the data the College provides to them can ONLY be used to Assess and Award Student Work. It CANNOT used for any other purpose, direct contact with student/employer or for any marketing purposes whatsoever
  • The College requests all students provide GDPR Compliant Portfolios

This privacy notice tells you what to expect us to do with your personal information

Our contact details

Post: Independent Funeral Directors’ College

3 Bullfields, SAWBRIDGEWORTH, Hertfordshire, CM21 9DB, GB

Telephone: 0345 230 6777

Email: sharon.welford@ifdcollege.org

What information we collect, use, and why:

We collect or use the following information for student education and welfare:

  • Names and all forms of contact details for student & their employer
  • Gender
  • Date of birth
  • Payment details and financial information including transactions
  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
  • Photographs & data students may insert in their portfolios
  • Attendance and reason for absence data
  • Portfolio/Course results and qualifications
  • Course progress reports
  • Information relating to compliments and complaints

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details (student & employer)
  • Address
  • Payment details
  • Purchase history
  • Correspondence
  • Course progress reports
  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
  • Attendance and reason for absence data
  • Membership of the College

We collect or use the following information for information updates, course marketing or membership purposes only:

  • Names and contact details (student & employer)
  • Address (student & employer)
  • Course progress reports & College Membership status

We collect or use the following information for archiving purposes:

  • Names and contact details (student & employer)
  • Addresses (student & employer)
  • Photographs (if included in portfolios)
  • All information and data the student records in their portfolios
  • Course progress reports

We collect or use the following information for recruitment & educational governing body purposes:

  • Contact details (eg name, address, telephone number, personal email address, employer)
  • Employment history (eg CV)
  • Educational qualifications

Lawful bases and data protection rights:

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data:

Our lawful bases for collecting or using personal information for student education and welfare are:

  • Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are Aim Qualifications & Assessment Group Ltd

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for archiving purposes are:

  • Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from:

  • Directly from you
  • Third parties eg your employer or personnel authorised by you to register your details

How long we keep information:

  • Data is retained for up to 2 years per course taken
  • Data and portfolios are retained for 3 years for educational auditing
  • Data is retained for 7 years legal purposes
  • Data is retained indefinitely on company database for course promotion and future update

Who we share information with:

Others we share personal information with

  • Governing bodies – trainers, assessors, governors, administration
  • Awarding body – AIM Qualifications & Assessment Group Ltd
  • Debt collection agencies

How to complain:

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website:https://www.ico.org.uk/make-a-complaint

IFD College ICO Registration Reference: ZB842204

Last update: 6 January 2025