Last updated: 20/02/2025
1. Introduction
This privacy policy explains the types of personal data we may collect about you when you interact with us. It also outlines how we store, process, and handle that data, and how we keep it safe.
We hope the following sections answer any questions you may have, but if not, please get in touch at support@codaeducation.com.
2. Our legal bases for collecting data
Data protection law sets out several reasons why a company may collect and process your personal data. Our legal bases are:
Consent
When you have given clear consent for us to process your personal data for a specific purpose. When collecting your data, we will ensure that we only collect what is necessary for our services.
Example: when you send us a contact form message and tick a box to receive email communications.
Contract
When we need to process your data as part of a contract we have with you (or a business you represent), or because you have asked us to take specific steps before entering into a contract.
Example: if we need to contact you about a product or service covered by an existing contract, or for support.
Legitimate interest
In certain situations, we may use your data to pursue our legitimate interests in ways that can reasonably be expected as part of running our business, and which do not materially impact your rights, freedoms or interests. You can opt out of communications or data use at any time.
3. When do we collect your personal data?
We collect data in the following scenarios:
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When you contact us via any of our online forms or by email
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When you enter your details on a marketing form at conferences, exhibitions, or meetings
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When you enter any of our prize draws
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When you contact us with queries, support requests, or complaints
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When you engage with us on social media
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When uploading content to our web hosting platform
4. What sort of personal data do we collect?
As a data controller:
We only collect data necessary for our products or services, typically including:
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Name of the contact
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Business email address
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Business phone number
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Business address
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Records of communication between you and us
We also collect data via cookies in your web browser for analytics. Cookies do not give us access to your computer or personal information. Learn more about how we use cookies.
As a data processor:
We keep data that you process through our websites safe and secure. It is your responsibility to ensure that any data you place on our platform complies with your organisation’s data protection policies and is not illegal or offensive.
5. How and why do we use your personal data?
We use your data to:
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Provide the best service possible and fulfil the services or projects you request
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Process bookings or appointment requests
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Respond to queries, support requests or complaints. We may store this information to track our communications with you and improve future service, in line with our contractual obligations or legitimate interests
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Contact you (with your consent) about our services, products, offers, events, competitions or new launches
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Send you updates or outcomes related to competitions or prize draws you have entered
You have the right to opt out of communications or to decline providing personal data. However, this may impact the services we can offer you.
We will never sell your personal data to third parties.
6. How we protect your personal data
We are committed to safeguarding your data. Measures include:
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SSL encryption for all data transmitted through our website
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Daily security checks for vulnerabilities and threats
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Secure storage of personal data in a GDPR-compliant CRM system
7. How long do we keep your personal data?
We only retain your data for as long as necessary for the purposes for which it was collected. If you:
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End your contract with us
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Opt out of communications
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Request that we delete your data
…we will delete your data or anonymise it so you can no longer be identified.
8. Who do we share your personal data with?
We may share your data:
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With law enforcement or regulatory authorities upon valid request
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With new business owners if our company is sold, under the terms of this privacy policy
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With GDPR-compliant third parties such as our:
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Accounting software provider
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Customer relationship management system
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Email and hosting providers
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Backup software providers
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Shared data is limited to: your name, business email, business phone number, and business address.
For further information, contact our Data Protection Officer.
9. Where your personal data may be processed
Your personal data will only be processed within the United Kingdom and the European Economic Area (EEA).
10. Your rights over your personal data
You have the right to request:
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Access to the personal data we hold about you
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Correction of inaccurate, outdated, or incomplete data
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Withdrawal of consent (where consent is the legal basis)
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That we stop using your data for direct marketing
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That we stop processing your data where you object and there is no overriding legitimate reason to continue
To request a copy of your data or to ask for corrections, please email support@codaeducation.com.
If we are unable to fulfil your request, we will provide a clear explanation.
11. How to stop your personal data being used for direct marketing
You can opt out at any time by emailing support@codaeducation.com.
12. Cookies
We use cookies to collect anonymous data for analytics purposes, helping us improve user experience on our website.
A cookie is a small data file stored on your computer while browsing. It does not give us access to your device or personal information.
You can choose to accept or decline cookies through your browser settings. For more details, refer to your browser’s Help section.
13. Any questions?
We hope this privacy policy clarifies how we collect, use, and protect your personal data. If you have any further questions, please contact our Data Protection Officer at support@codaeducation.com.