Privacy Policy: Protecting Your Data at Britannia Academics
Effective Date: 09 February 2026
Company Name: Britannia Academics Ltd
Address: Regus Office No: 305 Victory Way, Crossways Business Park, Dartford, England, DA2 6QD
Contact Email: info@britanniaacademics.co.uk
Telephone: +44 7444420363
1. Introduction
Britannia Academics Ltd is committed to protecting the personal data of all its stakeholders and respecting their privacy. This Privacy Policy explains how we collect, use, store, and protect personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
We are an education consultancy company registered in England and regulated under UK data protection laws. We provide education consultancy, guidance, training, and related services to adult students and academic institutions.
We are the “data controller” for personal data collected directly from potential learners (clients) and academic institutions (partners).
As Britannia Academics is a private business, under the UK General Data Protection Regulation (UK GDPR), we are not required to appoint a Data Protection Officer (DPO). However, we take our data protection obligations seriously and have assigned responsibility for overseeing data protection compliance to the Head of Operations. Any questions about how we handle personal data, can be inquired through the contact details provided in this policy.
3. The Personal Data We Collect
We may collect the following types of personal information from staff and clients:
- Personal Identification: Name, date of birth, nationality, special needs.
- Contact Details: Email address, phone number, postal address.
- Legal Status: Residency status in the UK.
- Educational Information: Academic records, qualifications, College or University preferences, course preferences, personal statements.
- Financial Information: Invoices, bank statements, or bills, when required by Colleges or Universities.
- Digital data: Cookies and website usage data.
Special category (sensitive) data may occasionally be collected (e.g., medical or learning support information) only where relevant and with staff and clients’ explicit consent.
4. How We Collect Personal Data
We collect information in the following ways:
- Directly from staff and client forms, email, phone, or in-person meetings.
- Through our website or social media platforms, through marketing and research.
- From partner Colleges or Universities.
5. How We Use Personal Data
We process personal data to:
- Provide consultancy services and education advice.
- Manage applications to Colleges or Universities.
- Communicate with staff, clients, and respond to enquiries.
- Comply with legal or regulatory obligations.
- Improve our services and performance.
Britannia Academics doesn’t utilise any automation for decision making or profiling. All data are processed manually by management.
6. What is our legal basis for processing personal data?
Britannia Academics have lawful ground, and reason, for processing any personal information of clients or staff.
To enhance our services, we process personal data under a lawful ground called ‘Legitimate Interest’. As a consultancy service our business is dependent on us being able to process personal data in order to deliver the services that we provide to our clients to help them with their admission requirements. It is, therefore, in our legitimate interest to do so. Our partners (Colleges and Universities) have a legitimate interest in attaining personal information of our clients to help them through the admission process of their institutions.
When we process clients and staff’s personal information under legitimate interest, we consider their rights under data protection laws as well as any potential impact to them — both positive and negative. We will never place our interests above the clients or staff. We will never use their personal data for activities where the impact on them overrides our interests or the interests of our clients.
Whilst we rely on the legitimate interest processing ground to process personal data to build our marketing products and services, like any other business, we are required to comply with many laws and regulations. Where necessary and reasonable for us to do so, we will use your personal data to the extent required for us to comply with these requirements. In such circumstances, the processing ground we rely on is in compliance with a legal obligation.
|
Data Type
|
Purpose
|
Lawful Basis
|
Legitimate Interest
|
|---|---|---|---|
|
Full Name
|
To identify clients, provide consultancy services, and manage communications.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Ensuring accurate record-keeping and personal service delivery.
|
|
Date of Birth
|
To verify age and confirm eligibility for preferred programmes.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Preventing misuse of services and ensuring appropriate service recommendations.
|
|
Nationality
|
To determine eligibility for certain programmes and advise on admission requirements.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Ensuring accurate, lawful advice and programme matching for international clients.
|
|
Gender
|
To tailor educational advice and ensure inclusivity and equal opportunity in programme recommendations.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Promoting diversity, equity, and appropriate pastoral or academic support.
|
|
Special Needs
|
To identify and arrange appropriate academic support, accessibility, or reasonable adjustments.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Processed strictly with explicit consent to provide necessary support and guidance.
|
|
Email Address
|
To communicate with clients, send service updates, and respond to enquiries.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Maintaining effective client communication and customer support.
|
|
Postal Address
|
To send official documents, or receive invoices, or educational materials when required.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Efficient delivery of correspondence and physical resources.
|
|
Phone Number
|
To contact clients for updates, confirmations, or follow-up discussions.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Providing timely and personalised assistance; improving client satisfaction.
|
|
Legal Status in UK
|
To confirm eligibility for course applications.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Ensuring compliance with UK immigration and education law, preventing unlawful enrolment or advice.
|
|
Academic Records
|
To assess eligibility for courses, advise on progression routes, and support application process.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Providing tailored educational guidance and ensuring suitability for recommended programmes.
|
|
Qualifications
|
To verify whether client is qualified for courses, and recommend next academic or career steps.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Authenticating clients’ ability for their preferred courses.
|
|
Course Preference
|
To understand client goals, match suitable educational opportunities, and provide tailored academic guidance.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Delivering accurate consultancy advice and improving client satisfaction.
|
|
Personal Statement
|
To review and edit client submissions for admission applications.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Authenticating ability and intent of the client before admission.
|
|
Bank Statement
|
To confirm address and identity, or as supporting documentation for applications.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Verifying authenticity of documentations.
|
|
Bills
|
To confirm address and identity, or as supporting documentation for applications.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Verifying authenticity of documentations.
|
|
Invoices
|
For payment to staff.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Maintaining accurate business financial records.
|
|
Cookies
|
To enhance website functionality, analyse visitor behaviour, and improve user experience.
|
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
|
Measuring website performance and ensuring a secure and effective browsing experience.
|
7. How We Protect Data
All data is stored in a secured CRM that is accessible to a limited to managerial staff, under the restrictions of geo-fencing. Further technical measures to secure the confidentiality of data includes two-step authentication to access the CRM. All activities, such as logins, changes, updates, or deletion of data by staff on the CRM, are all recorded, regularly monitored, and reviewed by management.
We will only process personal data where a lawful basis applies, including:
- Consent (they have agreed to it).
- Contract (necessary for the performance of a contract with staff or clients).
- Legal obligation (required by law).
Legitimate interests (for our business purposes, provided the rights of staff and clients are not overridden).
8. Data Sharing and Transfers
We may share limited data with:
- Partner educational institutions or service providers (Colleges and Universities) for the admission applications.
- IT service providers, such as cookies and web usage data, for marketing purposes.
- Legal Authorities, when required by law or to protect our rights.
We do not sell anybody’s data.
No data is sent or transferred to any sources outside of the UK.
9. Data Retention
We only keep personal data for as long as necessary for the purpose it was collected. When a client is successfully enrolled into the course of a partnering academic institution, the client’s records are kept for the duration of their course, plus six months, for marketing purposes. For any clients who have failed to gain admission into a partnering academic institution, have withdrawn from a course, or have decided not to go ahead with Britannia Academics, their records are kept for a maximum of six months for marketing purposes.
After this period, data is securely deleted or anonymised.
10. Your Data Protection Rights
Under UK GDPR, clients have the right to:
- Access their personal data.
- Request correction of any inaccurate information.
- Request erasure of their data (“right to be forgotten”).
- Restrict or object to data processing.
- Withdraw consent at any time (where applicable).
To exercise their rights, clients can contact Britannia Academics Ltd at info@britanniaacademics.co.uk. We aim to respond to all legitimate requests within four weeks
11. Cookies
Our website uses cookies to improve user experience and analyse website traffic. Visitors can manage or disable cookies through their browser settings. To review how we use cookies, we can refer you to our Cookies Policy at the link below:
https://britanniaacademics.co.uk/cookies-policy/
12. Complaints
If you have concerns about how we handle your personal data, please contact Britannia Academics first, and we will endeavour to address your concerns to the best of our abilities.
If you are not satisfied with the outcome, you can lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/concerns
Telephone: 0303 123 1113
13. Updates to This Policy
This policy is reviewed periodically, and may we may update this Privacy Policy after the review. The next review is on 18th January 2027. Any updates will be posted on our website with a revised “effective date”.