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
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
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:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure- You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing- You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability- You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
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