This Privacy Statement discusses the collection, use, storage and disclosure of your personal information by The Exams Office and applies to visitors and new users registering on the website on or after 1 September 2014.
1. What does this Privacy Statement cover?
The Exams Office’s mission is to provide support resources for exams officers. We accomplish this by using devising resources and making these available on our website and also through collaborating with our extensive number of users around the world. This may involve the collecting, processing, storing and sharing of personal information. We want to ensure that this is done in a responsible, transparent and secure environment that fosters your trust and confidence.
In this Privacy Statement, we, The Exams Office, trading as Exam SOS Ltd, (referred also as “The Exams Office”, “us”, “our” or “we”) provide information on what personal information is collected and why as well as how we use the personal information to provide you with a personalised, relevant, user-friendly experience on our website which links directly to this Privacy Statement.
2. What personal information does The Exams Office collect from or about you?
We primarily use your personal information to provide you with relevant information such as monthly exams updates, information on our resources and details of training events or other information which will support you in your role.
The Exams Office will also use registration information to let you know about new features or other offers of interest from organisations we are partnering, collaborating or liaising with. These will be education-related organisations and may include organisations associated – but not exclusively – with exams, assessment, data.
By accepting our Terms and Conditions you are allowing us to forward your school/college details ONLY to these third party organisations who may also contact you via e-mail or letter.
To request that your school/college information is not forwarded to third party organisations, please e-mail us at firstname.lastname@example.org to request removal.
Here is a list of the type of personal information we request, collect or you provide:
i) Name, Contact Information and Payment Details: The Exams Office asks for your name, postal and e-mail address, centre number, school/college address, awarding bodies engaged with, subjects/qualifications undertaken per awarding body, time in role.
We may ask for similar information at other times, such as when you enter member promotions sponsored by The Exams Office and/or any company with which we may co-sponsor an activity.
ii) Other members of staff: The Exams Office may request the school/college e-mail addresses of staff in your school/college (Heads of Department, Head of Data, Head of Curriculum etc.). If this information is provided, this will be used by named organisations only, which will be highlighted on our website by their logos.
iii) Your resources: If you participate in a members’ promotion, you should be aware that any information you provide in these areas becomes the intellectual property of The Exams Office and may be read, collected, and used by others who access them.
iv) Your Use of the Website: While you use our Website, we may collect information based on your interaction with our Website or from the devices or computers you use to access the Websites, including web log information, page views and IP addresses on an anonymised basis.
vi) Mobile Devices: If you access the Website using a mobile device (for example, phones, tablets, iPads etc.), we collect mobile device identifiers such as the device type, IP address and the operating system. We will also occasionally send you push notifications to provide you information about our services. You may opt-out of these notifications at the device level.
3. How Does The Exams Office use your personal information?
i) To provide the Service: We primarily use your personal information to provide you with relevant information such as monthly updates, information on our resources and details of training events or other information which will support you in your role
The Exams Office may also use registration information to let you know about new features or other offers of interest from The Exams Office, or to address customer service needs and requests. We also use your data to fulfil the purposes for which you have provided the personal information, such as processing your subscription. So that you get the most out of the Service we will also use your personal information to serve you hints about products which may be of use to you in your role (such as appropriate professional development, or information from an awarding body)
ii) To verify your identity: to verify and carry out financial transactions relating to payments you make online.
iii) For internal business purposes: such as data analysis, carrying out internal research on how our Website is used, audits, developing new products and services, improving our services, identifying usage trends and determining the effectiveness of promotional campaigns.
iv) To communicate with you: The Exams Office may communicate with you for the purpose of informing you of issues with your membership or changes to The Exams Office or of any The Exams Office-related products and services. Our communication with you will generally be via email, but may be made via telephone or another method of communication in select circumstances. You also confirm that you are choosing to receive promotional offers from third parties trusted by The Exams Office (these will be identified by their logo being contained on our website). If you do not want to continue to receive such emails, you may opt out at any time by e-mailing us at email@example.com
v) To support you in your role: The Exams Office may share your information (school/college related information only) with Awarding Bodies and Training providers, and any other third parties as highlighted on our website.
4. Will The Exams Office disclose any of my personal information to third parties?
The Exams Office will only disclose the information as provided on your membership form to third parties as highlighted on our website – either explicitly in writing or by the hosting of their logo/link to their website.
i) In limited circumstances: Examples of the limited circumstances when The Exams Office may disclose your personal information to third parties are: (a) with your knowledge and any relevant consents; (b) as described in this statement; (c) where personal information is collected through this Website; (d) as may be required by law, regulatory authorities, legal process or to protect the rights or property of The Exams Office or other users (including outside your country of residence); (e) to enforce our terms and conditions; (f) to protect our rights, privacy, safety, confidentiality, reputation or property, and/or that of our Group Companies, you or others; (g) to prevent fraud or cybercrime; or (h) to permit us to pursue available remedies or limit the damages that we may sustain.
ii) To Group Companies: to our Group Companies so that they may use personal information for the purposes described in this Privacy Statement. The Exams Office is responsible for the management of the jointly used personal information. Additionally, as our business continues to grow and change, we might restructure, buy, or sell subsidiaries or business units. In these transactions, customer information is often one of the transferred assets, remaining subject to promises made in then prevailing privacy statements. Also, in the event that The Exams Office, or substantially all of its assets or stock are acquired, transferred, disposed of (in whole or part and including in connection with any bankruptcy or similar proceedings), personal information will as a matter of course be one of the transferred assets;
iii) Third-party service providers: Under the protection of appropriate agreements, we use third parties to perform various tasks for us including for the purposes of data storage, consolidation, retrieval, analysis or the effective management of customer information. For example, we use third parties to process payments from you and to help manage our Website and relationships with you. These third-parties are only given access to that information needed to perform their support functions, and are prohibited from using it for other purposes. Processors include affiliated and unaffiliated service providers in in the United States, Europe and in other jurisdictions. With respect to processors outside Europe, we attempt to ensure adequate safeguards for your personal information, as required by applicable law and endeavour to confirm that they have adopted, are subject to, or are contractually obligated to comply with the principles and objectives of this Privacy Statement.
Please note: If you click away from our Website to visit the site of any third party advertiser or sponsor, you may be asked for your payment card or other personal information in order to purchase or use products and services offered. These companies have their own privacy and data collection practices. We have no responsibility or liability for these independent policies. You should therefore review their privacy notices carefully if you have concerns about how your information may be used.
5. May you refuse to provide personal information to The Exams Office?
Visitors may access The Exams Office's free services without providing any personal details. To gain full access to the paid members-only areas, a username, e-mail address, and further information (as detailed in section 5) and appropriate billing information are required. The amount of other personal information you decide to submit to The Exams Office is up to you but understand that your experience of the Website may suffer if you choose to provide no additional information.
6. What about non-personal information, "cookies", IP addresses and tracking technologies?
You can erase or block cookies from your computer if you want to (your help screen or manual should tell you how to do this), but certain The Exams Office services may not work correctly or at all if you set your browser not to accept cookies.
Our Website may include in Social Media Features, such as twitter. Such features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy statement of the company providing it.
When you visit our Website, we may automatically collect non-personal information about you, such as the website from which you have come to our Website, your Media Access Control address, your computer type, screen resolution, Operating System version and Internet browser. We may also collect non-personal information such as demographic data, for example your geographic area. Non-personal information also includes personal information that has been aggregated in a manner such that the end-product does not personally identify you or any other user of the Website, for example, by using personal information to calculate the percentage of our users who have a particular telephone area code or who are female. Because non-personal information does not personally identify you, we may use such non-personal information for any purpose. In addition, we reserve the right to share such non-personal information, with our Group Companies and with other third parties, for any purpose. In some instances, we may combine non-personal information with personal information (such as combining your name with your geographical location). If we do combine any non-personal information with personal information, the combined information will be treated by us as personal information, as long as it is combined, and its use by us will be subject to this Privacy Statement.
We use mobile analytics software to allow us to better understand the functionality of our mobile software on your phone. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and where the application was downloaded from. We do not link the information we store within the analytics software to any personally identifiable information you submit within the mobile app.
We have to use your IP address to deliver the Website and our service to you and to help diagnose problems with our server. Your IP address is also used to gather broad demographic information such as geographic distribution of our members.
About our advertisements
Because occasionally The Exams Office Website may be partially advertiser supported, you may not "turn off" the advertising that appears on The Exams Office pages. These third-parties may employ cookies and action tags (also known as single pixel gifs or web beacons) to measure advertising effectiveness (they do not collect personal information) and to provide in information about your activity on our Website and other Websites to provide targeted advertising based upon your interests. If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by e-mailing us at firstname.lastname@example.org. Please note this does not opt you out of being served advertising. You will continue to receive generic ads.
8. How do you report, change or delete information about yourself?
Please contact us at email@example.com and we will amend information as requested.
The Exams Office places great importance on the security of all personally identifiable information associated with our members. We have security measures in place to attempt to protect against the loss, misuse or alteration of member data under our control. For example our security and privacy practices are periodically reviewed and enhanced as necessary and only authorsed personnel have access to personal information. While we cannot guarantee that loss, misuse or alteration of data will not occur however we use commercially reasonable efforts to prevent this. It is also important for you to guard against unauthorised access to your passwords and the unauthorised use of your computer.
10. Contests, Surveys, & promotions
We may occasionally run contests , surveys, or other special promotions on our Website in which we ask members or visitors for personal information (like an e-mail address or name) or demographic information (like a post code, age or school/college e-mail addresses of middle/senior managers in your school/college). We use this data to send users promotional material about our company or third parties we deal with. Participation in these surveys or contests is completely voluntary and you therefore have a choice whether or not to disclose this information. The participant’s contact information is also used to contact him or her when necessary and may be shared with other companies (as detailed on our website by a link to their website or hosting of their logo) for promotional purposes, but only under the terms and conditions specified when you take part in the promotion. At any time, you may opt-out of receiving future mailings of this kind by following the unsubscribe instructions in each promotional email, or simply decline to take part in the promotions.
11. Changes, updates, consent
If we decide to change our Privacy Statement, we will issue an updated version of this Statement with an updated date legend on our website and/or notify you via e-mail or mobile application or by other appropriate means via our website prior to the change becoming effective if it is a significant change so that you will be aware of what information we collect, how we use it and under what circumstances we disclose it in accordance with applicable law.
12. Contacting us about Privacy
If you have any questions about this privacy statement, the practices of this Website or our mobile application or mobile website, or your dealings with our website or mobile application or mobile Website, or wish to request access to and receive information about the personal information we maintain about you, update and correct inaccuracies in your personal information, have the information blocked or deleted, as appropriate, or the processing carried out with respect to your personal information (note please that the right to access personal information may be limited in some circumstances), you can contact us by e-mail at firstname.lastname@example.org . We will respond to all access requests within 30 days.
- Telephone: 0333 7000 755
- E-mail: contact@TheExamsOffice.org
- Post: The Exams Office, PO Box 6333, Warwick, CV34 9QF