Education Privacy Solutions Ltd, also known as EPS Ltd or EPS.

Update Feb 2025. EPS Ltd is not currently using cookies. Where the following information suggests tracking, please disregard that information.

Privacy Notice

EPS Ltd is committed to protecting your privacy. This Privacy Notice explains how EPS collects and uses your personal data and which rights and options you have in this respect. If you would like to learn more about our client confidentiality obligations, please refer to our terms of engagement. Please also refer to our Cookie Policy which explains the use of cookies and other web tracking devices via our website.

Who is responsible for your personal data?

EPS Ltd is responsible for your personal data. EPS Ltd comprises:

Education Privacy Solutions Ltd. 71-75 Shelton Street, Covent Garden, London. WC2H 9JQ.

What personal data does EPS collect?

The personal data EPS collects may include:

• Contact information, such as your name, job title, postal address, including your home address, where you have provided this to us, business address, telephone number, mobile phone number, fax number and email address, IP addresses and device IDs;

• Payment data, such as data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information;

• Further business information necessarily processed in a project or client contractual relationship with EPS Ltd or voluntarily provided by you, such as instructions given, payments made, requests and projects;

• Identification Data (including the personal data of relevant third parties) necessary for purposes of business acceptance processes;

• EPS Ltd website password for the EPS Ltd website or other password protected platforms or services, where you have one. EPS will also collect information about how you use our website so that EPS can improve your experience;

• Mobile Applications details about your access to and use of our mobile applications; and other online services and tools, including information you provide by completing registration or application forms; or when you contact us, for example, to report an issue with one of our mobile applications or online services or to raise a query;

• Public Information collected from publicly available resources, integrity databases and credit agencies;

• Compliance Purposes If legally required for compliance purposes, information about relevant and significant litigation or other legal proceedings against you or a third party related to you and interaction with you which may be relevant for antitrust purposes;

• Special categories of personal data. In connection with the registration for and provision of access to an event or seminar, EPS may ask for information about your health for the purpose of identifying and being considerate of any disabilities or special dietary requirements you may have. Any use of such information is based on your consent. If you do not provide any such information about disabilities or special dietary requirements, EPS will not be able to take any respective precautions;

• Preferences other personal data regarding your preferences where it is relevant to legal services that EPS provides.

• Attendance/visits details of your visits to EPS premises and attendance at events, and details of EPS attendance at your premises and attendance at your events. 

• Other From time to time, it may include personal data about your membership of a professional or trade association or union, health personal data, details of dietary preferences when relevant to events to which EPS invites you.

How does EPS collect your personal data?

EPS may collect personal data about you in a number of circumstances, including:

• Directly from you when you provide personal information to EPS;

• When you or your organisation seek legal advice from EPS or use any on-line client products or services;

• When you or your organisation browse, make an enquiry or otherwise interact on the EPS website or the EPS mobile applications, or via any digital tools that EPS makes available;

• When you attend a seminar or another EPS Ltd event or sign up to receive personal data from EPS, including training,

• When you or your organisation offer to provide or provide services to EPS,

• In some circumstances, EPS collects personal data about you from a third party source. For example, EPS may collect personal data from your organisation, other organisations with whom you have dealings, government agencies, a credit reporting agency, an information or service provider or from a publicly available record.

Are you required to provide personal data?

As a general principle, you will provide us with your personal data entirely voluntarily; there are generally no detrimental effects for you if you choose not to consent or to provide personal data.

However, there are circumstances in which EPS Ltd cannot take action without certain processing of your personal data, for example because this personal data is required to process your instructions or orders, provide you with access to a digital product, web offering or newsletter or to carry out a legally required compliance screening.

In these cases, it will unfortunately not be possible for us to provide you with what you request without the relevant personal data and EPS will notify you accordingly.

For which purposes will EPS use your personal data?

EPS may use your personal data for the following purposes only ("Permitted Purposes"): 

• Providing regulatory or similar consulting advice or other services or things you may have requested, including on-line, digital or legal technology products, services or solutions as instructed or requested by you or your organisation;

• Managing and administering your or your organisation's business relationship with EPS Ltd, including processing payments, responding to you, accounting, auditing, billing and collection, support services;

• Compliance with our legal obligations (such as record keeping obligations), compliance screening or recording obligations (e.g. under antitrust laws, export laws, trade sanction and embargo laws, for anti-money laundering, financial and credit check and fraud and crime prevention and detection purposes), which may include automated checks of your contact data or other information you provide about your identity against applicable sanctioned-party lists and contacting you to confirm your identity in case of a potential match or recording interaction with you which may be relevant for compliance purposes;

• To test (typically to check pre-production environments), analyse and improve our services, business operations, systems (including diagnosis of server issues and administration of our website(s)) and communications to you;

• To facilitate events and meetings and provide you with an acceptable service;

• Protecting the security of and managing access to our premises (including security cameras), IT and communication systems, online platforms and mobile applications, websites and other systems, preventing and detecting security threats, fraud or other criminal or malicious activities;

• For insurance purposes;

• For monitoring and assessing compliance with our policies and standards;

• To identify persons authorised to trade on behalf of our clients, customers, suppliers and/or service providers;

• To comply with our legal and regulatory obligations and requests anywhere in the world, including reporting to and/or being audited by national and international regulatory bodies;

• To comply with court orders and exercises and/or defend our legal rights; and

• For any purpose related and/or ancillary to any of the above or any other purpose for which your personal data was provided to EPS.

Where you have expressly given us your consent, EPS may process your personal data also for the following purposes:

• Communicating with you through the channels you have approved to keep you up to date on the latest developments relevant to your areas of interest, announcements, and other information about EPS Ltd services, products and technologies (including client briefings, newsletters and other information) as well as EPS Ltd events and projects;

• Customer surveys, creating website content, marketing campaigns, market analysis, contests or other promotional activities or events;

• Collecting information about your preferences to create a user profile to personalise and foster the quality of EPS communication and interaction with you (for example, by way of newsletter, tracking or website analytics).

With regard to marketing-related communication, EPS will - where legally required - only provide you with such information after you have opted in and provide you the opportunity to opt out anytime if you do not want to receive further marketing-related communication from EPS. EPS will not use your personal data for taking any automated decisions affecting you or creating profiles other than described above.

Depending on for which of the above Permitted Purposes EPS use your personal data, EPS may process your personal data on one or more of the following legal grounds:

• Because processing is necessary for the performance of a client instruction or other contract with you or your organisation;

• To comply with our legal obligations (e.g. to keep pension records or records for tax purposes); or

• Because processing is necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, provided that such interests are not overridden by your interests or fundamental rights and freedoms.

In addition, the processing may be based on your consent where you have expressly given that to us.

With whom will EPS share your personal data?

EPS may share your personal data in the following circumstances:

EPS may share your personal data between the EPS Ltd Entities on a confidential basis where required for the purpose of providing legal advice or other products or services and for administrative, billing and other business purposes. This may include EPS Ltd Entities which provide non-legal services. A list of the countries in which EPS Ltd Entities are located can be found on our website;

If you are a client of EPS Ltd, or are contracted to or are an agent of a client of EPS Ltd, EPS may disclose your personal data to:

• Regulatory or compliance specialists (including mediators), consultants or experts engaged in your matter; or foreign specialist firms for the purpose of obtaining foreign legal or regulatory or other specialist advice;

• If EPS have collected your personal data in the course of providing services to any of our clients, EPS may disclose it to that client, and where permitted by law to others for the purpose of providing those services;

• EPS may disclose your contact details on a confidential basis to third parties for the purposes of collecting your feedback on the firm’s service provision, to help us measure EPS’s performance and to improve and promote EPS’s services;

• EPS may share your personal data with companies providing services for money laundering checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies with whom such personal data is shared;

• EPS may share your personal data with any third party to whom EPS has assigned or novate any of EPS’s rights or obligations;

• EPS may share your personal data with courts, law enforcement authorities, regulators or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;

EPS may also instruct service providers within or outside of EPS Ltd, domestically or abroad, e.g. shared service centres/IT service providers including cloud service providers such as data storage platforms, to process personal data for the Permitted Purposes on our behalf and in accordance with our instructions only. EPS Ltd will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers;

EPS may also use aggregated personal data and statistics for the purpose of monitoring website usage in order to help us develop our website and to improve our services.

Otherwise, EPS will only disclose your personal data when you direct us or give us permission, when EPS are required by applicable law or regulations or judicial or official request to do so, or as required to investigate actual or suspected fraudulent or criminal activities. EPS Ltd does not sell any personal data.

Personal data about other people which you provide to us

EPS may require the personal data of third parties (such as name, contact details and e-signature) for the purpose of managing electronic agreements. If you provide personal data to us about someone else (such as one of your directors or employees, or someone with whom you have business dealings) you must ensure that you are entitled to disclose that personal data to us and that, without our taking any further steps, EPS may collect, use and disclose that personal data as described in this Privacy Notice. In particular, you must ensure the individual concerned is aware of the various matters detailed in this Privacy Notice, as those matters relate to that individual, including our identity, how to contact us, our purposes of collection, our personal data disclosure practices (including disclosure to overseas recipients), the individual's right to obtain access to the personal data and make complaints about the handling of the personal data, and the consequences if the personal data is not provided (such as our inability to provide services).

Keeping personal data about you secure

EPS have implemented and will take appropriate technical and organizational (including administrative and physical) measures to keep your personal data confidential and secure from unauthorized access, use and disclosure in accordance with our internal policies and procedures covering the storage, transfer, disclosure of and access to personal data. Personal data may be kept on our personal data technology systems, those of our contractors or suppliers, or in paper files.

EPS also require business partners, suppliers, and third parties to implement appropriate safeguards, such as contract terms and access restrictions, to protect information from unauthorized access, use, and disclosure.

Transferring your personal data abroad

EPS Ltd is a globally active privacy firm. EPS may transfer your personal data abroad if required for the Permitted Purposes as described above. This may include countries which do not provide the same level of protection as the laws of your home country (for example, the laws within the UK and the European Economic Area).

EPS will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by the General Data Protection Regulation (UK and EU) 2016/679 or other relevant laws. This includes entering into the EU Standard Contractual Clauses which are available here. Where appropriate, data transfers from the UK will be covered by the UK IDTA which can be found here. You may contact us anytime using the contact details below if you would like further information on such safeguards.

The EPS Ltd office is located in London, England and will at all times ensure a level of data protection at least as protective as that required in the United Kingdom and European Economic Area. EPS will also require our agents, consultants and sub-contractors and others who are outside the United Kingdom and European Economic Area and to whom EPS transfer your personal data to ensure a similar level of data protection.

Updating personal data about you

If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware EPS have any inaccurate personal data about you, please let us know by sending an email to info@educationprivacysolutions.co.uk. EPS will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete Personal Data. 

For how long does EPS retain your personal data?

Your personal data will be deleted when it is no longer reasonably required for the Permitted Purposes or you withdraw your consent (where applicable) and EPS are not legally required or otherwise permitted to continue storing such data. EPS will, in particular, retain your personal data where required for EPS Ltd to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled.

Your rights

Subject to certain legal conditions, you have the right to request a copy of the personal data about you which EPS hold, to have any inaccurate personal data corrected and to object to or restrict our using your personal data. You may also make a complaint if you have a concern about our handling of your personal data.

If you wish to do any of the above please send an email to info@educationprivacysolutions.co.uk EPS may request that you prove your identity by providing us with a copy of a valid means of identification in order for us to comply with our security obligations and to prevent unauthorised disclosure of data. EPS reserves the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your data, and for any additional copies of the personal data you request from us.

EPS will consider any requests or complaints which EPS receives and provide you with a response in a timely manner. If you are not satisfied with our response, you may take your complaint to the relevant privacy regulator, which in the UK is the ICO. 

Updates to this Privacy Notice

This Privacy Notice was last updated in Feb 2025. EPS reserve the right to update and change this Privacy Notice from time to time in order to reflect any changes to the way in which EPS processes your personal data or changing legal requirements. In case of any such changes, EPS will post the changed Privacy Notice on our website or publish it otherwise. The changes will take effect as soon as they are posted on this website.

How to get in touch with EPS Ltd

EPS welcomes your views about the EPS website and Privacy Notice. If you would like to contact EPS with any queries or comments, please send an email to info@educationprivacysolutions.co.uk or send a letter to Data Protection Officer, Education Privacy Solutions Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. United Kingdom.