This policy explains how we collect, use, and protect your personal information. We are committed to safeguarding your data and ensuring transparency regarding its usage. Below you will find detailed information on our data practices and your rights concerning your personal data.
Contents
1. Introduction
2. The Information We Collect
3. How We Use Your Information
4. Who We Might Share Your Information With
5. How We Keep You Updated on Our Business, Products and Services
6. Your Rights Over Your Information
7. How Long We Keep Your Information For
8. Your Data and Social Networks
9. Security
10. Cookies Used
11. How to Contact Us
1. Introduction
IKON Training Ltd, a company registered in England & Wales (No. 05106703). This privacy policy sets out how we use and protect any information that you give us when you use our main website https://ikontraining.co.uk and IKON Academy.
2. The Information We Collect
We only collect information that we know we will genuinely use and in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. The type of information that we will collect on you, and you voluntarily provide to us on this website includes:
- Your full name
- Your address
- The name of your company
- Your telephone number(s)
- Your email address
- Your IP address at the time
- The time and date of when you submitted information
The corresponding statement that you consented to
We may, in further dealings with you, extend this information to include your purchases, services used, and subscriptions, records of conversations and agreements and payment transactions.
You are under no statutory or contractual requirement or obligation to provide us with your personal information; however, we require at least the information above in order for us to deal with you as a [prospect or customer/member/service user/learner] in an efficient and effective manner.
The legal basis for processing your data is based on your [specific consent/performance of a contract/compliance with a legal obligation/your vital interest/our legitimate interest] that we will have [requested/stated] at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.
Contact Form
The primary instance where our website will ask you for personally identifiable information is our contact form. The contact form specifically, is powered by a WordPress plugin
Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.
Once submitted, your information will be processed and forwarded to us within a single email sent by the website application. Your information will not be stored within the website application’s database.
In addition to the information outlined in our main website’s policy, on IKON Academy, we may collect user profile information including educational background and job role, course enrolment and progress details, records of your interactions within courses, such as quiz attempts, assignment submissions, and forum posts, and any other information you voluntarily provide within the platform.
3. How We Use Your Information
To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
Make available our products and services to you;
To power our security measures and services so you can safely access our website and mobile apps;
Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
Contact you about products and services from us;
Provide you with online advertising and promotions; and
Help answer your questions and solve any issues you have.
The additional information collected on IKON Academy will be used to provide, administer, and communicate with you about our online courses, training, and related services, track and evaluate your progress and participation in courses, and enhance the user experience within the platform.
4. Who We Might Share Your Information With
We may share your personal data with other organisations in the following circumstances:
If the law or a public authority says we must share the personal data;
If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.
Just like with our main website, we may share your personal data from IKON Academy with other organisations in specific circumstances: if required by law or by a public authority, to establish, exercise or defend our legal rights, including providing data to prevent fraud and reduce credit risk, and with third-party service providers involved in the operation of IKON Academy, ensuring all shared information is anonymised and cannot be used to identify you or your devices.
5. How We Keep You Updated on Our Business, Products and Services
We may use your contact information to send updates about our services, including new courses or features on IKON Academy. This will only be done if you have opted-in to receive such communications. You can modify your preferences or unsubscribe at any time through the links provided in our emails or by contacting us directly.
6. Your Rights Over Your Information
You retain rights over the personal information held by us, including the right to access, request a copy, correction, stop, or limit the processing of your personal data in certain circumstances. For detailed information or to exercise these rights, please contact us as detailed in section 11.
7. How Long We Keep Your Information
Your personal data will be retained as long as necessary to provide you with the services you have requested, or for other essential purposes such as complying with legal obligations and resolving disputes.
Our organisation complies with the UK GDPR and the Data Protection Act 2018 to ensure your personal data is handled responsibly and securely. This policy outlines our commitment to protecting your privacy and details how we collect, use, and safeguard your personal information. We only collect data that is relevant and necessary, and we process it in a lawful, fair, and transparent manner.
Your data is securely stored, and we have implemented measures to prevent unauthorised access or disclosure. We respect your rights under UK data protection laws, including the rights to access, correct, or delete your data, as well as the right to restrict or object to certain types of processing. For any queries regarding your data or to exercise your rights, please contact us.
8. Your Data and Social Networks
If you share information through social networks (like LinkedIn, Facebook, Instagram and X), your data may become visible to these networks and their users. It is your responsibility to set appropriate privacy settings on your social network accounts.
9. Security
Data security is of great importance to IKON Training and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.
We take security measures to protect your information including:
Physical & Managerial Security Procedures
Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);
Implementing access controls to our information technology
We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.
Never asking you to disclose your own passwords,
Advising you never to enter your account number or password into an email or after following a link from an email.
Website Application and Hosting Security Procedures
HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to intercept the connection, they would not be able to decrypt any of the data which passes between you and the website.
Secure Update Process – this website application’s codebase is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.
Two Factor Authentication – Where possible, the administration interface to this website application and any personally identifiable information herein, is secured behind a two-factor authentication login to all staff who have access to it.
We are committed to ensuring the security of your data. We use various security measures, including encryption and two-factor authentication, to protect your personal information. We are certified with Cyber Essentials Plus.
10. Cookies
IKON Training website and IKON Academy uses cookies to enhance your experience, remember your preferences, and for analytical purposes. These cookies are a mix of session and persistent types, and you may control their use through your browser settings.
11. How to Contact Us
For any enquiries about this policy or your personal information, please contact our Data Protection Officer: Louise Ballard, Operations Director at [email protected], or via post at IKON Training Ltd, Unit 5, Three Rivers Business Centre, Felixstowe Road, Ipswich, IP10 0BF.
This policy was last updated: 2024