Privacy Policy

Last updated: 25 March 2025 

 

Knovia are committed to protecting and respecting any personal information you hare with us or our group companies. 

Knovia is a group of sector-focused, best-in-class businesses that are at the forefront of their sectors supporting the adoption of impactful and relevant technology to drive sustainable change and innovation. 

We respect your privacy and are committed to protecting your personal data. 

This notice explains how we collect, use, and protect information about you, who we may share it with, and the rights that you have. This notice covers most of the ways in which you will interact with us, through the website, business delivery or on social media.  

 It is important that you read this notice carefully so that you understand how we look after and process your personal data, and so that you are aware of your privacy rights and how the law protects you. 

 If we need to use your personal data in different ways, or for reasons not covered by this notice, we will let you know. This could include notifications, signage in specific locations or other messages. We will also update this notice from time to time. 

 

What is included in this privacy notice? 

1. Important information and who we are
2. The personal data we collect and how we use it
3. How we collect your personal data
4. Who we share your personal data with
5. Where your data is processed and stored
6. 6. Keeping your personal data secure
7. 7. Data retention
8. 8. Being in control of your own information
9. 9. Changes to this privacy notice and your duty to inform us of changes

 

1. Important information and who we are

Controller 

For the purpose of the UK General Data Protection Regulation, Knovia Group Limited (“Knovia”), of 40 Berkley Square, Bristol BS8 1HP, is the data controller responsible for the processing of your personal data (collectively referred to as “Knovia”, “we”, “us” or “our” in this privacy notice). 

 

We are registered with the Information Commissioner’s Office in the UK with reference number ZB847589. Knovia also includes all of our apprenticeship sector companies and brands, Babington, Paragon Education & Skills Limited, Shaping Lives and Tempdent Ltd. Please note that our brands may have their own Privacy Notices, please check their websites for the applicable. 

 

Personal data processed by any company within the Knovia will also be made available to other Knovia companies where we need to – for example, to provide or support our services to you, where we are under a legal obligation, or if you have given us your consent (for example for marketing purposes). 

 

Contact Details 

Knovia has appointed a Data Protection Officer. If you have any questions about this notice, including any requests to exercise your legal rights, please contact them by using one of the following methods: 

• By post – FAO: Data Protection Officer, Knovia Group Limited, 40 Berkley Square, Bristol BS8 1HP, 

• By email - privacy@knovia.co.uk   

 

Other Controllers 

Please remember if you use a link to go from our website to another website, or you request a service from a third party, this Privacy Statement will no longer apply once you have left our website. Your browsing and interaction on any other website is subject to that website’s own rules and policies relating the collection and use of your personal data, this includes where you visit our social media pages (such as Facebook or X).  

 

2. The personal data we collect and how we use it

Personal data that we collect includes: 

• Personal identifiers, such as your title, name, date of birth, gender, nationality 

• Contact details such as your address, phone number, including email and social media account information if you contact us that way, and location information where we are referring you to local services 

• Information about services you have used or requested, customer service information such as compliments or complaints, opinions and survey responses, contact preferences, and information which our employees might record as they provide services to you or your animals. This may also include recording calls you make to some of our services 

• Financial information, including payments made, bank account information, credit card/debit card number and credit status 

• Information about how you use our websites and online services including social media pages and apps, including personal data about your account such as account number, account log-in details and account usage details, technical identifiers such as cookies or via your browser’s consent management options (more information here) 

 

We will process these personal data for the following purposes and based on the following legal bases:
 

• Provide the services you are using or have requested, and manage payment for them as part of our contract with you. Such processing is necessary to perform a contract with you or to take steps requested by you prior to entering into a contract 

• Improve our services to you and other customers, including gathering feedback from you via surveys and analysing personal data about your use of our services. Such processing is in our legitimate interests to improve our services 

• Manage our online platform and other services effectively and securely. Such processing is necessary to perform a contract with you or to take steps requested by you prior to entering into a contract, and in our legitimate interests to improve our services 

• Protect our group companies or our customer’s rights or property, including enforcing our terms and conditions.  Such processing is in our legitimate interest to run a successful business 

• Meet legal and regulatory obligations, to prevent or detect crime, or in the public interest. Such processing is necessary for compliance with legal obligations we are subject to 

• Conduct marketing activities and provide information about products and services that may be of interest to you. This may include using your contact details to get in touch, where we feel there would be a benefit to you. Such processing is in our legitimate interests to communicate with our customers, and where required by applicable law, conducted with your consent 

• Telemarketing: We will use your contact details and information about your use of our products and services for marketing activities, including to provide information to you about our services, special offers, developments or any other information that may be of interest to you. We may, from time to time, contact you by telephone for such purposes. Sometimes, we rely on trusted third parties to help us conduct such marketing on our behalf.  Such processing is in our legitimate interests to communicate with our customers, or with your consent, where consent is required by applicable laws.  Please see section 3 on how to change your consent preferences. 

 

If you do not want us to use some of your personal data, we may not be able to provide services to you – for example, if you fail to provide your education details, we may not be able to sign you up to your apprenticeship. 

 

The collection of special categories personal information will be handled lawfully and proportionate, as outlined in the GDPR. This processing of this data enables us to meet legal obligations, such as a requirement of the Education Skills and Funding Agency (EFSA). We endeavour to ensure the security and confidentiality of such sensitive information remains a top priority, and its collection is done transparently, with individuals fully informed of how and why their data is being used. 

 

We do not normally collect or use ‘special category’ personal data, such as ethnicity, except where it is provided to us in the context of an apprenticeship agreement, where such information is a requirement of the Education Skills and Funding Agency. 

 

3. How we collect your personal data

We use different methods to collect personal data. These include: 

1. a) Directly from you – you may give us any of the above information by subscribing to one of our webinars or contacting us via social media, telephone, post, email, or face-to-face in at a business setting. We may also collect personal data if you attend any events that we are participating

 

1. b) Our learner management systems will collect personal data in accordance to your All personal data collected by any authorised third-party processor will be stored and processed in the EU and EEA and encrypted at rest.
2. c) Automated technologies or interactions – as you interact with our website and apps, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other tracking technologies. We may also receive this technical data about you if you visit other websites which employ our cookies – please review our cookie policy to read about how we use our cookies.

 

1. d) Third parties – we may receive the categories of personal data set out above in Section 2 about you from third parties such as:

• Providers of technical, payment and delivery services 

• Advertising networks (based on your cookie consent) 

• Analytics providers 

• Other Knovia companies 

• eLearning tools 

 

Marketing and Consent Preferences 

You can ask us to stop sending you marketing messages at any time by clicking “unsubscribe” on our emails. If you have provided your consent, please view our cookie policy for information on how you can reject cookies and opt out of targeted advertising online.  You can also ask us to stop contacting you by telephone for marketing purposes, at any time, by using our contact us methods.
 

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business. 

 

4. Who we share your personal data with

As well as using service providers to support our business (data processors), we might share information with other organisations who are also Controllers. This may include: 

• The Education Skill Funding Association (EFSA). The data shared with the ESFA is used to monitor the quality of apprenticeship programs. This includes tracking apprentice achievement rates, retention rates, and feedback from employers and apprentices. This helps maintain high standards and ensures that the training provided meets the needs of learners and employers. 

• Levy Transfer. If you have provided us with your personal information for the purpose of a Levy Transfer then we may share your personal information with other organisations, including the levy is being transferred from to facilitate the levy transfer. 

• Law enforcement, fraud prevention agencies and other public authorities as necessary to comply with applicable law 

• Advertisers and advertising networks that require the personal data to select and serve relevant adverts to you (such as Meta Ads Manager) with your consent 

 

Where any part of our business is outsourced, sold, merged, or subject to bankruptcy or other business transaction or re-organisation and where permitted by law, we will share your personal data with the new provider so that services can continue to be provided to you as necessary in our legitimate interests to run a successful business. 

 

5. Where your data is processed and stored

Our primary data processing locations are based in the UK. However, we use third parties to provide elements of services for us and this can involve the transfer of personal information outside of the UK. Where a third party is based outside of the UK the transfer of personal information (including access to it) is based on one of the following safeguards in accordance with the UK GDPR: an UK Adequacy decision, UK International Data Transfer Agreement (IDTA), or EU Standard Contractual Clauses (SCCs) and the UK Addendum to EU SCCs.  

 

6. 6. Keeping your personal data secure

We have security and other measures in place to help protect your personal data and limit how it can be accessed or used, and to identify and handle suspected breaches of personal data and other security threats. 

 

We take appropriate steps to make sure personal information is stored in secure environment to prevent any unauthorised access. We are Cyber Essentials and Cyber Essentials Plus certified and hold ISO27001:2022 certification.   

 

If you would like to know more about how to protect your information and your computer and devices against fraud, identity theft, viruses and other online problems, please visit Get Safe Online. Get Safe Online is supported by HM Government and leading businesses. 

 

7. 7. Data retention

We will retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including: 

•     for the purposes of satisfying any legal, regulatory, tax or reporting requirements;
•     as needed to defend or pursue legal claims; and/or
•     as required for legitimate business purposes (such as administering services to you). 

 

In most cases related to funded learning, we may be required to keep your personal data will be retained for a period of between 7 and 10 years after the end of the year in which the final payment was made depending on funding body.   

 

8. 8. Being in control of your own information

Under the UK GDPR and Data Protection Act 2018, you have some important rights available to you. In connection with these rights, you may, in certain circumstances: 

• Request information about how we are using your personal data  

• Request a copy of your personal data  

• Request that we correct any personal data that is inaccurate  

• Request that we delete your personal data  

• Where you have been asked for and given us your consent to processing of your personal data, withdraw that consent  

• Request that we stop processing all or part of your personal data   

• Exercise a right to object or restrict or suspend us from processing your personal data. If you do object to, restrict, or suspend our processing of your personal data, we may not be able to provide services to you 

• Request that we transfer elements of your personal data to another company  

Some of these rights may be limited in some circumstances, or subject to exemptions. If you want to exercise your rights, or to make a complaint, please contact us at privacy@knovia.co.uk.    

If we cannot resolve a complaint as you would wish, you may also make a complaint to the UK Information Commissioner’s Office (“ICO”) via their website. 

 

9. 9. Changes to this privacy notice and your duty to inform us of changes

We keep our privacy notice under regular review and will update it from time to time. If we do, we will post the revised version here and change the date above and/or contact you directly where we deem appropriate to do so under applicable law. You should check here regularly for the most up-to-date version of the notice. 

 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by contacting privacy@knovia.co.uk or by visiting/contacting your practice directly.