Privacy policy

Gradintelligence processes personal data about students and graduate users including information provided by student users, information provided by our institution partners and information relating to use of our services. This class of data includes:

• User account data
• Service preferences and settings data
• eCV data
• Document service data
• Matched opportunities data
• Psychometric assessments data
• E-commerce data
• Service use data including session cookies
• Gradintelligence service communications data

Who can access this personal data?

• Student users can access, create and control their own personal data
• Student users can authorise third party access to specified elements of this personal data when they use the Gradintelligence service to share their personal data with others; for example when applying for matched opportunities, taking psychometric assessments, interacting with coaching services, sharing their digital documents to verify their study records, when updating their LinkedIn profile with credentials or using e-commerce services.
• Gradintelligence support team members can access this personal data for service support

Data processing purposes

• To enable student users to access and to use Gradintelligence services
• For service communications
• To analyse service use
• To provide customer support
• For security, back-up and recovery

Legal basis for processing

• Contract basis
  Student users accept Gradintelligence service terms and privacy policy on account registration or during the account activation process. These contract terms govern your use of our service.
• Consent basis
  Student users provide opt-in, informed consent when they use Gradintelligence to share their data with third parties or third party services. Consent is also the basis for our use of cookies and for sending you communications about third party products or services we think may be of interest to you. You may withdraw your consent at any time however you should recognise that, if you have chosen to share your data with third parties, we are not always in control of how this shared data is used or processed by the third party or third party service after it has been shared.
• Legitimate interests basis
  We may process your data to pursue our own or others’ legitimate interests in a way which might reasonably be expected as part of running our service and which does not materially impact your rights, freedom or interests. This includes understanding how our service is being used, ensuring we deliver a secure service, providing non-marketing communications to you about our services and transferring your data to a new owner if the service is acquired or changes ownership.
• Legal compliance
  If, in good faith, we believe the law requires us to, we may be obliged to process your data in response to court orders or legal process.

Data retention

• Student user data is retained while users have an active Gradintelligence user account.
• Student user data is automatically removed within 12 months if self-registered student users do not activate their user account.
• Student user data is removed within 12 months when a user account is closed.
• Session cookies used automatically expire when the browser session is closed.
• Service use statistics are retained in perpetuity in an anonymised form when personal data is removed.

Universities and colleges (Institutions) use the Gradintelligence service to provide a range of services to their students and graduates. To enable these services, Gradintelligence processes institution student records data including:

• Personal and contact data
• Sensitive personal data
• Digital documents data and update history, used to create verified documents such as Higher Education Achievement Report, transcripts, degree certificates and proof of enrolment letters
• Academic and non-academic achievement data
• Research programme data
• Attainments data
• Communications and interactions between students and institution users
• Survey response data
• Opportunity matching and applications data

Who can access this personal data?

• Institution users of the service can access and maintain this data.
• Student users can access their own data
• Students can authorise third party access to specified elements of this data when they use the Gradintelligence service to share their personal data with others; for example when applying for matched opportunities, sharing their digital documents to verify their study records and achievements or when updating their LinkedIn profile with their credentials.
• Gradintelligence support team members can access this data for service support

Data processing purposes

• To maintain institution student records data and publish official documents
• To enable students to access and use Gradintelligence and University services
• To analyse service use and for statistical and research purposes
• To provide customer support
• For back-up and recovery

Original source of data and legal basis for processing

For institution student records data, the institution is the data controller of the personal data and Olivedon Ltd or Tribal Education Ltd is the institution’s appointed data processor. The legal basis for the passing of personal data to the data processor is the contract or enrolment agreement in place between the institution and student and the data processor agreement in place between the institution and Olivedon Ltd or Tribal Education Ltd.

Contact details for the institution’s data protection officer are published on your institution’s website or can be provided on request from privacy@gradintel.com.

Contact details for Tribal’s data protection officer are: Mark Pickett, Tribal Education Ltd, Tribal, Kings Orchard, One Queen Street, Bristol, BS2 0HQ, United Kingdom. T: 0330 016 4000

Data retention period

Institution student records data is retained in accordance with your institution’s data retention policy. This personal data is typically retained by the institution as a permanent record to verify awards, provide transcripts of marks and to provide academic references for career support.

Gradintelligence processes personal data when providing customer support via email.

Who can access this personal data?

• Gradintelligence support team members can access this personal data for service support
• Anyone else copied on email communications between the data subject and our customer support team

Data processing purposes

• To identify users for support purposes
• To provide users with support
• To identify service improvements and analyse issues
• For back-up and recovery

Legal basis for processing

• Legitimate interests basis
  We may process your data to pursue our own or others’ legitimate interests in a way which might reasonably be expected as part of running our service and which does not materially impact your rights, freedom or interests. This includes understanding how our service is being used, ensuring we deliver a secure service, providing customer service communications to you about our services and transferring your data to a new owner if the service is acquired or changes ownership.

Data retention period

• Customer support records held in our email systems are deleted for closed support requests after 12 months.

Institution users are the institution’s supervisor and administrative users of Gradintelligence services. Institution user data includes personal contact information and personally identifiable data related to service use including session cookies.

Who can access this personal data?

• Institution users can access and maintain their own personal data
• Institution supervisor users can access the personal data of associated institution users
• Student users can access the personal data of institution users in limited service interactions
• Gradintelligence support team members

Data processing purposes

• To identify users in service registration
• To enable access to service
• To track service use
• To provide customer support
• For back-up purposes

Legal basis for processing

• Contract basis
  Institution users accept Gradintelligence service terms and privacy policy on account registration or during the account activation process. These contract terms govern your use of our service.
• Legitimate interests basis
  We may process your data to pursue our own or others’ legitimate interests in a way which might reasonably be expected as part of running our service and which does not materially impact your rights, freedom or interests. This includes understanding how our service is being used ensuring we deliver a secure service, providing non-marketing communications to you about our services and transferring your data to a new owner if the service is acquired or changes ownership.
• Legal compliance
  If, in good faith, we believe the law requires us to, we may be obliged to process your data in response to court orders or legal process.

Data retention period

• Institution user data is retained while users have an active Gradintelligence user account.
• Institution user data is removed within 12 months when a user account is closed.
• Service use data is retained in perpetuity in an anonymised form when personal data is removed.

Organisations are agencies or recruiters who use our service to match their opportunities to students and graduate users of our service. To access Gradintelligence services we process personal data related to individual organisation users and service use data including session cookies.

Who can access this personal data?

• Organisation users can access and maintain their own personal data
• Organisation users who use the service as an agency can access the personal data of associated organisation users
• Gradintelligence support team members

Data processing purposes

• To identify users in service registration
• To enable access to service
• To track service use
• To provide customer support
• For back-up purposes

Legal basis for processing

• Contract basis
  Organisation users accept Gradintelligence service terms and privacy policy on self-service registration or during the user account activation process. These contract terms govern your use of our service.
• Legitimate interests basis
  We may process your data to pursue our own or others’ legitimate interests in a way which might reasonably be expected as part of running our service and which does not materially impact your rights, freedom or interests. This includes understanding how our service is being used ensuring we deliver a secure service, providing communications to you about our services and related services and transferring your data to a new owner if the service is acquired, or changes ownership.
• Legal compliance
  If, in good faith, we believe the law requires us to, we may be obliged to process your data in response to court orders or legal process.

Data retention period

• Organisation user data is retained while users have an active Gradintelligence user account.
• Organisation user data is removed within 12 months when a user account is closed.
• Service use data are retained in perpetuity in an anonymised form when personal data is removed.

Recipients use our service to access official documents shared by student users and to provide feedback. Personal data about recipients is provided by student users when initiating a document share. Gradintelligence processes the personal data of recipient users when we communicate with recipient users, when they access our document sharing service and in their interactions with student users.

Who can access this personal data?

• Recipient users
• Student users can access the personal data of document recipients accessing their documents
• Gradintelligence support team members

Data processing purposes

• To communicate with recipient users
• To identify recipient users when they access Gradintelligence services to verify shared documents and to record feedback between students and recipient users
• To track service use
• To provide customer support
• For back-up purposes

Legal basis for processing

• Contract basis
  Recipient users accept Gradintelligence service terms and privacy policy to access services. These contract terms govern use of our service.
• Legitimate interests basis
  We may process your data to pursue our own or others’ legitimate interests in a way which might reasonably be expected as part of running our service and which does not materially impact your rights, freedom or interests. This includes understanding how our service is being used, ensuring we deliver a secure service, providing communications to you about our services and related services and transferring your data to a new owner, if the service is acquired or changes ownership.
• Legal compliance
  If, in good faith, we believe the law requires us to, we may be obliged to process your data in response to court orders or legal process.

Data retention period

• Recipient user data is retained in perpetuity as an audit record for fraud prevention purposes
• When personal data is removed as a result of a data request, service use data are retained in perpetuity in an anonymised form