1. Who we are
Equra College London (“Equra”, “we”, “us”) is the organisation responsible for deciding how and why your personal data is used.
Contact (Data Protection):
Email: dataprotection@equracollege.org.uk (or info@equracollege.org.uk until set)
Address: [Equra College London address]
2. What this notice covers
This notice applies to:
- Visitors to the Equra website and landing pages
- People who contact us through forms, email, phone or social media
- People who register interest in programmes, short courses, CPD, events or newsletters
- People who attend Equra events or request information packs
- Business contacts and partnership enquiries
Student and applicant data is covered under Equra’s Student/Applicant Privacy Notice.
3. The data we collect
Depending on how you interact with Equra, we may collect:
- Name, email address, phone number and organisation (where applicable)
- Enquiry details and communications you send us
- Marketing preferences and subscription choices
- Event registration details and attendance information
- Technical data such as IP address, browser type, device information, operating system, referral source, and website usage data
- Cookie preferences and cookie identifiers (where applicable)
We do not intentionally collect sensitive personal data through the website. If you provide sensitive data in an enquiry, we will handle it with additional care and restrict access.
4. How we use your data and why
We use your personal data to:
A) Respond to enquiries and requests for information
B) Provide updates you have requested, such as newsletters and course/event communications
C) Manage event registrations, attendance, and follow-up communications
D) Improve our website performance and user experience
E) Manage partnership and business communications
F) Maintain the security of our website and systems and prevent misuse
G) Maintain records of communications for operational and legal purposes
5. Lawful basis
Depending on the purpose, Equra relies on one or more of the following lawful bases:
- Consent: for newsletters and non-essential cookies where required
- Legitimate interests: for responding to enquiries, improving services, managing business relationships, and securing systems
- Contract: where you request services that require an agreement
- Legal obligation: where we must keep records or respond to regulatory requirements
You can withdraw consent at any time (see Section 10).
6. Cookies and analytics
Equra may use cookies and similar technologies to:
- Make the website work properly (essential cookies)
- Remember preferences
- Understand website usage and improve performance (analytics)
- Support marketing communications (where used and where permitted)
Where required, we will request consent for non-essential cookies through a cookie banner. You can also control cookies through your browser settings.
7. Sharing your data
We share personal data only where necessary and securely, for example with:
- Website hosting providers and IT support providers
- Email and communication service providers
- Analytics providers (where enabled)
- Event registration platforms (where used)
- Professional advisers (legal/accountancy) where necessary
- Public authorities where disclosure is required by law
We do not sell personal data.
8. International transfers
Where service providers store data outside the UK, Equra will ensure appropriate safeguards are in place.
9. How long we keep your data
Equra keeps website and marketing data only as long as needed for the purposes above. Retention periods are set out in Equra’s Data Retention and Records Management Policy and retention schedule. Typical examples include:
- Enquiry records: retained for a reasonable period to respond and follow up
- Newsletter preferences: retained until you unsubscribe or ask us to delete them
- Security logs: retained for security monitoring and incident investigation as needed
10. Your choices and marketing preferences
You can:
- Unsubscribe from emails at any time using the unsubscribe link (where provided)
- Ask us to stop marketing communications by emailing dataprotection@equracollege.org.uk
- Change cookie preferences through the cookie banner (where available) or your browser settings
Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew consent.
11. Your rights
You may have rights under data protection law, including:
- Access to personal data
- Correction of inaccurate data
- Deletion in certain circumstances
- Restriction of processing in certain circumstances
- Objection to processing in certain circumstances
- Data portability in certain circumstances
To exercise a right, contact dataprotection@equracollege.org.uk.
12. Security
Equra uses appropriate measures to protect personal data. You should avoid sending sensitive information via unsecured channels. If you believe your data has been compromised, contact us promptly.
13. Complaints
If you have concerns about how we use your data, contact us first so we can address it. You may also raise a complaint with the Information Commissioner’s Office (ICO).
14. Changes to this notice
We may update this notice from time to time. The latest version will be available on the Equra website.