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Privacy Statement

Privacy Policy


This privacy policy tells you how we use your personal data when you visit our website, interact with us. It also tells you about your privacy rights and how the law protects you. It is important that you read this privacy policy, together with any other privacy policies we may provide, so that you are fully aware of how and why we are using your data.

This privacy policy was last updated on 23rd of May 2018.

When processing personal data, UVIC has adopted the following principles, as laid down in the EU GDPR Regulation:

  1. Personal Data shall be processed lawfully, fairly and in a transparent way.
  2. Personal Data shall be collected for specified, explicit and legitimate purposes only.
  3. Personal Data shall be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  4. Personal Data shall be accurate and, kept up to date. This means UVIC must have in place processes for identifying and addressing out-of-date, incorrect and redundant Personal Data.
  5. Personal Data shall be kept in a form which permits identification of Data Subjects for no longer than is necessary for the purposes for which the Personal Data is processed.
  6. The integrity and confidentiality of Personal Data is maintained at all times through appropriate technical and organisational measures, including protection against unauthorised or unlawful Processing, and against accidental loss, destruction or damage.

Data we may collect from you

UVIC may collect and process the following data about you:

  • To interact with certain features on the Web Site, you may create a public profile that is available to other internet users (“Public Profile”), through which you may provide certain information about yourself, including videos and photographs, academic interests, comment, or other content. You are solely responsible for the accuracy of such Public Profile and all such use is at your own risk. UVIC shall not be responsible for any claims or liabilities arising from your creation and/or use of the Public Profile. Certain colleges, universities, scholarship providers, and other business partners of UVIC may be able to view and have access to your Public Profile. However, UVIC will not share such information without your consent, which may be required in order for you to create a Public Profile. At any time, you may close your account for the Public Profile.
  • If you contact us, we may keep a record of that correspondence. If you send us personal information which identifies you via email, we may keep your email and email address. We may also collect information that is available from your browser.
  • We may ask you to complete optional surveys for research purposes.
  • Details of transactions you carry out through the Web Site and of the fulfilment of your orders.
  • Details of your visits to the Web Site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.
  • Details of your access to our online resources or other materials.
  • Providing CVs or other information about yourself for specific purposes.

How we use your personal data

Your data will only be used for the purposes indicated when you submit the data or as detailed under this privacy policy.

We use personal information held about you in the following ways:

  • to update and enhance our records
  • to compile information relating to your use of our products and services and make recommendations about goods and services and other areas that may interest you
  • to ensure the content from the Websites is presented in the most effective manner for you and your computer
  • To facilitate your participation in activities and to provide services through the Web Site (including providing you with information and answering any questions)
  • To provide you with information regarding any special offers, including from our advertisers, or other third parties
  • To invite you to participate in research studies and/or market research activities
  • we may analyse your data to create a profile of your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information; to respond to queries from members of the public about your membership status

The Web Site may provide you the opportunity to participate in a web-based social platform (“Web Community”). If you choose to participate, you may submit or post photographs, videos, questions, comments, suggestions or other content, (collectively, “User Content’’). Your User Content may be posted in your Public Profile. You may edit or remove information on your profile. All User Content shall be public. Other users will have access to your User Content and may view it and/or share it with other third parties. If you include Personal Information in your Public Profile or Web Community, such information shall be deemed public and this Privacy Policy shall not apply. You may also have the ability to contact other users; however, doing so will constitute your consent for the disclosure of your Personal Information. The community doesn’t apply on your confidential application platform.

Share Your Information

UVIC will not share your Personal Information with third parties for their commercial or marketing purposes without your consent. UVIC ® may, however, use or share non-Personal Information (e.g., user statistics and demographic information) with third parties. By using this Web Site and providing your Personal Information, you further agree as follows:

UVIC may allow colleges, universities, scholarship providers, educational institutions, and other business partners (“Educational Institutions”) to provide information to you. We do not share your contact information (email address, postal address or phone number) with these Educational Institutions without your consent, but we may send you information on their behalf. UVIC may also offer information or opportunities offered or provided by third parties. With your consent, your Personal Information may be shared with such third parties. The third parties’ privacy policy may be applicable. In order to carry out certain features, UVIC may share your Personal Information with other third parties. For example, if you purchase any products or services, our billing partner will receive billing and financial information (e.g., credit card numbers) necessary to process your charges.

UVIC may also disclose your information, including Personal Information, in response to a subpoena, when required by law, or to protect our rights. Further UVIC may disclose any information in connection with any criminal investigation or to defend UVIC against any claims by third parties. These disclosures may be carried out without notice to you.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

In the event that UVIC goes through a business transition, such as a merger, acquisition by another company, your Personal Information, may be assigned or transferred. However, the present Terms of Use shall continue to apply.

Your legal rights

If the General Data Protection Regulation applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:

  • The right to be informed – that’s an obligation on us to inform you how we use your personal data (and that’s what we’re doing that in this privacy policy);
  • The right of access – that’s a right to make what’s known as a ‘data subject access request’ for copy of the personal data we hold about you;
  • The right to rectification – that’s a right to make us correct personal data about you that may be incomplete or inaccurate;
  • The right to erasure – that’s also known as the ‘right to be forgotten’ where in certain circumstances you can ask us to delete the personal data we have about you (unless there’s an overriding legal reason we need to keep it);
  • The right to restrict processing – that’s a right for you in certain circumstances to ask us to suspend processing personal data;
  • The right to data portability – that’s a right for you to ask us for a copy of your personal data in a common format (for example, a .csv file);
  • The right to object – that’s a right for you to object to us processing your personal data (for example, if you object to us processing your data for direct marketing); and
  • Rights in relation to automated decision making and profiling – that’s a right you have for us to be transparent about any profiling we do, or any automated decision making.

These rights are subject to certain rules around when you can exercise them. You can see a lot more information on them, if you are interested, on the UK Information Commissioner’s Office website.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You have the right to make a complaint at any time to the Information Commissioner's Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

How to contact UVIC about privacy

If you have any questions about this privacy policy, or would like to exercise any of your rights, please email us at info@uvic.co.uk

Changes to this privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. By continuing to use our Website you will be deemed to have accepted such changes.