About Us and How we Protect Data
For the purpose of the General Data Protection Regulation 2018 (“GDPR”), the data controller is IN THE KNOW LIMITED, HQ, Old Station Yard, Oxford Road, Marton, Rugby, CV23 9RU, United Kingdom.
IN THE KNOW LIMITED are committed to protecting and respecting your privacy. Your privacy is important to us and we want you to be assured that your data will be appropriately protected when working with us and using our services.
Together with our terms and conditions we explain the basis for processing the personal data we collect from you, or that you provide to us.
Contact us by:
- By emailing us at firstname.lastname@example.org
- Via our website: www.itk.uk
What legal grounds do we use?
According to the privacy legislation, we’re required to tell you on what legal grounds we are processing your personal information. This means that we are only allowed to process your personal information if there is a legal basis for doing so.
At IN THE KNOW LIMITED we have defined that we can use your personal information in the cases of:
- consent – We have received your permission to use your personal information.
- Examples: subscription to a newsletter, participation in a (clinical) research project
- performance of a contract – We process your personal information to fulfil our contractual obligations
- Example: we process personal information about our contractors to be able to pay their fees.
- legitimate interest – We use legitimate interest as a legal base for the effective and normal operation of our business, providing such interest does not outweigh your rights.
- Example: we process your personal information to secure our websites during your visits to them.
How we protect Information
Once we have received your data, strict technical, environmental, organisational and process controls are used by our hosting partner to mitigate the risk of any unauthorised access or loss of data integrity. These include disaster recovery nightly backups, service monitoring, security upgrades and patches.
Under GDPR we have an obligation to keep data secure and, if the breach is likely to result in damage to a person’s reputation, financial loss, loss of confidentiality, or major financial or social disadvantage, we will notify the ICO within 72 hours of us becoming aware of a breach. Our hosting provider uses monitoring / software to track and detect any attempts to hack our Moodl, IOMAD and WordPress platforms, inject malware or to detect any potential compromise of our data.
IN THE KNOW LIMITED may collect and process the following data about you:
From our website:
- We may collect information that you provide by filling in forms on our site. This includes information provided at the time of registering to use our site, subscribing to, posting material or requesting further services.
- We may ask you for information if you report a problem with our site.
In order to do this IN THE KNOW LIMITED may collect the following digital data:
- Last Name
- Role within Organization
- Email & password
- IP address
- Cookies and how our website is used
- Specification of device.
This data is used in aggregate form to monitor how users may access our site and services.
IN THE KNOW LIMITED do not use this data to sell to 3rd parties.
GDPR gives you the right to access information held about you. Your right of access can be exercised in accordance with GDPR. You are entitled to access your personal data held by us at any time. Please email email@example.com to make such a request. We will be obliged to offer any appropriate details within 30 days of the request.
To secure sales and prepare orders, from our contact with you:
- we may keep a record of that correspondence.
- details of transactions you carry out through our site and of the fulfilment of your orders.
- To support our market research, from our requests to you, we may ask you to complete surveys, where it will be your choice to respond.
From our Learning Management System, we may also collect data for reporting on:
- Course tracking
- User feedback, where it will be your choice to respond.
How Information is used
We may use information held about you in the following ways:
- to carry out our obligations arising from any contracts entered into between you and us.
- to notify you about changes to our service.
- to collect user statistics for technical, functional and security improvements of our websites and digital services to ensure that content from our platforms is presented in the most effective manner for you and for your computer.
- to provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
- to allow you to participate in interactive features of our service, when you choose to do so.
- to provide reporting on how courses have been used including but not limited to: user account access, course completion, usage metrics, test scores. Where possible
- to comply with our legal obligations
- to identify you when IN THE KNOW LIMITED handles your data subject request.
- For information security and audit purposes – we implement, audit and adapt our policies and procedures to protect your personal information accordingly.
- to fulfil our financial obligations such as paying fees, entering into and executing agreements with customers, suppliers and commercial partners, paying financial contributions for participations in projects, etc.
We may use anonymised information e.g. the number of courses purchased by customer organisations, but not the names of the users involved, to assist us in planning and providing the best service possible to our users and/or to improve our materials and technology. We may also use such aggregated and anonymised information for marketing purposes.
If you send us an email enquiry, we will respond directly to the email address used to make the enquiry.
Some of our products and services may be offered to customers in conjunction with an affiliate, contractor or other partner. To facilitate this type of service, personal information may need to be collected from you, transferred to them and/or retained by us or them. Where this is the case, you will be advised before the information is collected what personal information is needed and what uses will be made of it and given an opportunity to decline those products or services. For example to obtain a digital badge.
We also work with Channel Partners who resell our training under their own brand. In these circumstances, privacy responsibilities will vary according to the type of relationship IN THE KNOW LIMITED has with the channel partner:
Wherever IN THE KNOW LIMITED has sole authority over the Channel Partner’s processing purposes and means of processing then IN THE KNOW LIMITED may be a data controller.
If there is shared authority on processing purposes and means of processing with the Channel Partner, then IN THE KNOW LIMITED and the Channel Partner may be joint data controllers.
If IN THE KNOW LIMITED fully delegates authority on processing purposes and means of processing to the Channel Partner, then the Channel Partner is the data controller. In this case if the Channel Partner chooses to use IN THE KNOW LIMITED’s technology infrastructure to process the data then IN THE KNOW LIMITED may act as a data processor for the Channel Partner, under the terms and conditions within a shared Data Processing Agreement between the Channel Partner and IN THE KNOW LIMITED.
Disclosure of Information
IN THE KNOW LIMITED ensures that access to your personal information is limited to IN THE KNOW LIMITED employees who need it according to their job function.
Your personal data can be shared between the different affiliates of IN THE KNOW LIMITED when this is necessary to meet our obligations or provide our services. Third parties are always screened to ensure they handle personal information properly.
Such third parties can be:
- public authorities with whom we need to share personal data to comply with legal obligations
- affiliates, contractors or other partner where their services are required for the operation of our site and our business. In such cases, such information will only be used for a given purpose and never for the purposes of marketing products and services.
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets in such case we shall be entitled to transfer your personal data to such purchaser of our business or assets
Your responsibilities to manage confidential information
Where we have a password, which enables you to access certain parts of our site, you are responsible for keeping this password confidential.
- You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at support@ITK.uk
- You can also request deletion of your data at any time by contacting us at support@ITK.uk.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Changes to our Privacy Statement
Any changes we may make to our privacy statement in the future will be posted on this page on our website.
Should you have any questions on this Privacy Statement, please send them to support@ITK.uk