Privacy Policy

Versa Institute London (VIL)

Versa Institute London (VIL) is committed to protecting the privacy and personal data of our applicants, students, staff, and other stakeholders. This Privacy Policy outlines how we collect, use, store, and safeguard your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable legislation.

1. Purpose of this Policy

This policy explains:

• The types of personal data we collect and process
• The purposes and legal bases for processing
• How we protect your information
• Your rights as a data subject
• How to contact us in relation to your data

2. Data Controller

Versa Institute London (VIL) is the Data Controller for the personal information you provide to us. If you have any questions or concerns regarding your data, you may contact our Data Protection Officer at:

Email: support@versainstitute.org.uk

3. Personal Data We Collect

We collect and process the following categories of personal data, where relevant:

• Identification data: Full name, date of birth, nationality, passport or national ID
• Contact details: Address, email, phone number
• Academic data: Qualifications, previous education, academic progress
• Financial data: Payment history, tuition fees, bank or card details
• Engagement data: Course participation, attendance, assignments, assessments
• Technical data: IP address, device type, browser type (via website or LMS access)
• Communications: Email records, feedback, complaints, requests

4. How We Use Your Data

We process personal data for the following purposes:

• To manage applications and admissions
• To deliver academic courses and support services
• To administer tuition fee payments and refunds
• To monitor academic performance and compliance
• To ensure academic integrity and prevent plagiarism
• To communicate with you regarding your studies
• To fulfil legal, regulatory and accreditation requirements
• To maintain internal records, quality assurance, and audits

5. Legal Basis for Processing

Under UK GDPR, our lawful bases for processing include:

• Performance of a contract: Providing educational services under your student agreement
• Legal obligation: Compliance with statutory or regulatory duties
• Legitimate interests: Institutional management, service improvement, and security
• Consent: For optional services or marketing communications (where applicable)

6. Data Sharing

We may share your personal data with:

• Accreditation and awarding bodies (e.g., OTHM, Qualifi)
• Third-party service providers (e.g., LMS platforms, payment gateways)
• Government agencies or law enforcement, when legally required
• Internal departments involved in supporting your education

We do not sell or rent your personal data to third parties for marketing purposes.

7. International Data Transfers

Where data is transferred outside the UK, we ensure that appropriate safeguards (such as standard contractual clauses) are in place to protect your personal information in compliance with UK data protection laws.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, and in accordance with statutory, academic, and regulatory requirements. In general, data is retained for up to seven (7) years after the end of your relationship with the College unless a longer retention period is legally required.

9. Data Security

We implement robust technical and organisational measures to secure your personal information, including:

• Secure data storage and encrypted transmission
• Restricted access controls for authorised personnel only
• Regular data backups and threat monitoring
• Staff training and awareness

10. Your Rights as a Data Subject

Under UK GDPR, you have the following rights:

• Right to access your personal data
• Right to rectify inaccurate or incomplete data
• Right to request erasure (subject to certain conditions)
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent (where processing is based on consent)
• Right to lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, please contact: support@versainstitute.org.uk

You may also contact the ICO via www.ico.org.uk or call 0303 123 1113.

11. Cookies and Website Tracking

Our website uses cookies to enhance your browsing experience and collect statistical data. You will be notified upon your visit and given the option to accept or decline non-essential cookies. For more information, please refer to our Cookie Policy.

12. Policy Updates

This Privacy Policy is reviewed regularly and may be updated to reflect changes in legal requirements or institutional practices. Any updates will be published on our website, and where appropriate, you will be notified directly.

13. Contact Us

For all enquiries regarding your personal data or this policy, please contact:

Data Protection Officer
Versa Institute London (VIL)
Email: support@versainstitute.org.uk
Website: www.versainstitute.org.uk