The Ambassador Platform
1.1 The Ambassador Platform, whose registered address is at 54 Park Central Building, 60 Fairfield Road, London, England, E3 2US (company number 10367482) (“we”, “our” or “us”) is committed to safeguarding and preserving the privacy of all users of its service.
1.2 This Privacy Notice, alongside the privacy policies provided by your institution, or the institutions you are engaging with through The Ambassador Platform, explains how we and the relevant institution use and handle any personal data that you provide to us (or that might be collected from you) in connection with your use of The Ambassador Platform.
2. What is The Ambassador Platform?
2.1 The Ambassador Platform is an experience communication management solution which helps institutions to communicate what the experience of being a member of their institution is like through conversations and content. In this way, The Ambassador Platform acts as a communication channel for representatives’ or ambassadors’ of institutions to talk to potential applicants for the purpose of helping those applicants make a more informed decision.
3. Who is in control of your personal data?
3.1 The Ambassador Platform is intended for use by education providers and your access to the service has been granted by the relevant institution. We are therefore providing you access to the service acting on behalf of the relevant institution and that institution will have the right to: (i) control and administer your access to The Ambassador Platform; and (ii) access and process any personal data you submit or provide through use of the Platform.
3.2 For that reason, the relevant institution, will be the data controller of the personal data provided by and/or collected from The Ambassador Platform and we will act as a data processor on that institution’s behalf in respect of our processing of your personal data in connection with your use of The Ambassador Platform.
3.3 However, in limited circumstances we act as a data controller. For example:
3.4 where we anonymise and aggregate your personal data (see further section 7);
3.5 where we carry out profiling in order to understand how engaged you are with The Ambassador Platform (see further section 8); and/or
4. What personal data is collected from you?
4.1 Personal data is collected from all users of The Ambassador Platform. This includes
4.2 potential applicants that use our service to engage with an institution;
4.3 representatives or ambassadors of an institution that use our service to engage with potential applicants and individuals; or
4.4 “admin users”, that manage content that is posted or created on our service.
4.5 Personal data is also collected from visitors to the institution’s website where The Ambassador Platform is located. This includes, for example, your IP address, web browser and operating system.
4.6 The type of personal data collected from all users of our service includes their name and contact details (e.g. email address). In the case of potential applicants, the institution may also ask for information about your education background, postcode, and details about your interest in their institution. For those individuals that act as ambassadors or representatives of an institution, you will be asked to provide information so that a profile for you can be created on the platform. For example, this may include information such as your role at the institution, year of study, societies and interests, type of degree, if you are an international or domestic student, a personal message and a profile picture. We may also collect any personal data you submit in the chat functionality.
5. How is your personal data used?
5.1 Your personal data will be processed by us so that we can acting on behalf of your institution, or the institution with whom you have engaged:
5.2 provide and manage your account;
5.3 provide and manage your access to The Ambassador Platform (for example, by email, text or telephone);
5.4 supply The Ambassador Platform to you;
5.5 personalise and tailor The Ambassador Platform for you;
5.6 respond to communications from you regarding The Ambassador Platform;
5.7 ask for feedback from you to improve The Ambassador Platform;
5.8 analyse your activity on our service to make improvements;
5.9 notify you of direct messages through The Ambassador Platform;
5.10 and ensure safeguarding procedures are met, as set out in our Safeguarding Policy.
5.11 When you have provided your consent to receive email marketing communications from your institution with whom you engage through our service, we may send you email marketing communications from them. You have the right to opt-out of these marketing communications at any time by clicking on the unsubscribe link or following the opt-out instructions included in the marketing communication;
6. Personal data sharing and international transfers
6.1 Save for where required by law, we will only share personal data with our business partners, your institution or the institution with whom you have engaged or to such other third party on the instructions of the relevant institution, in each case as described further in this section.
6.2 If you are a representative or ambassador of an institution, we may share your personal data (for example, account information and direct messages) with your institution. For those users of the service who are considering applying to an institution, we may share your personal data, such as direct messages, with the institutions with whom you engage. In all these circumstances, the institution will process your personal data in accordance with their privacy policies which we encourage you to read carefully.
6.3 In addition to sharing your personal data with those institutions that you represent or you engage with, we will also share your personal data with our business partners to support and help us improve the service we provide. For example, we may share your personal data with organisations that provide website and data analytics and customer services and support. This includes organisations such as Mixpanel, HotJar, Google Analytics, Intercom, Google Mail, and Hubspot. We will always ensure that any personal data that we share with these third party organisations is protected in accordance with data protection law.
6.4 In certain circumstances we may be legally required to share certain data held by us, which may include your personal information, for example, where we are involved in legal proceedings such as a safeguarding incident, or where we have to comply with the requirements of legislation, a court order, or a governmental or regulatory authority.
6.5 We do not transfer any personal data outside of the European Economic Area (“EEA”). However, some of our business partners may transfer your personal data outside the EEA to a country that does not have the same level of data protection compared to the country in which you initially provided your personal data. Where such transfers occur, we ensure that they protect your personal data in accordance with data protection law (such as by using standard contractual clauses).
7. Anonymous and aggregated data
7.1 Where we have anonymised and aggregated your data, we may compile statistics about the use of our service which includes, for example, data on common discussion topics, data on traffic, usage patterns, user numbers and sales.
8.1 We may collect personal data about you while you interact with The Ambassador Platform, in order to understand how engaged you are with a particular institution or The Ambassador Platform. This personal data will be used by us to help improve our services and inform how we charge institutions for our services in the future.
8.2 This personal data will not be used to make any decisions which have a legal effect or similarly significantly effect on you.
9. Data retention
9.1 Generally, we will not store your personal data for any longer than is necessary to fulfil the purposes for which it was collected. However, we may be required by applicable laws and/or regulations to hold your personal data longer than this period. If no contradicting legal obligation exists we reserve the right to delete user accounts that have been inactive for at least 36 months. Where we act in our capacity as a processor, we will retain your personal data in accordance with the relevant institution’s data retention policies.
10. Your rights with regards to your personal data
10.1 Data protection laws provide you with certain rights with respect to our processing of your personal data, including the right to: access, rectify, withdraw consent, erase, restrict, transport, and object to the processing of, your personal data. These rights are not absolute. You also have the right to lodge a complaint with the relevant information protection authority if you believe that the personal data is not being processed in accordance with the law.
10.2 Please refer to the relevant institution’s privacy notice for more information about these rights.
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12. Changes to our Privacy Notice
12.1 Applicable law and our practices change over time. We reserve the right to update our Privacy Notice at any time and we will post any changes to our Privacy Notice on theambassadorplatform.com and update all Data Controllers for whom we process data. We encourage you to review this Privacy Notice periodically to be informed of how we use your personal data.