Privacy Notice for EPQ Spaces

Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data in relation to our product, EPQ Spaces, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying upon to process your personal data where more than one ground has been set out in the table below or within our product-specific privacy notices.

Purpose/ActivityType of dataRetention periodLawful basis for processing including basis of legitimate interest
To register your school as a new customer.(a) Identity
(b) Contact
While under contracted service.Performance of a contract with you.
To process and deliver on purchase orders including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
Six years for accounting purposes only.(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
(c) Necessary for accounting and tax purposes.
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
While under contracted service.(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To retain copies of candidate record forms for schools and examination boards to review.(a) Identity
(b) Profile
Until notice is provided by examination moderators that the  candidate record forms are no longer required or after 5 months has elapsed since a statement of results. (a) Performance of a contract with you
(b) Necessary for our legitimate interests (to provide staff and students with a means to manage the forms).
To administer and protect our business and our product (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).(a) Identity
(b) Contact
(c) Technical
While under contracted service.

2 years following termination of contracted service (data is anonymised).
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content to each authenticated user and measure or understand the effectiveness of our product.(a) Identity
(b) Profile
(c) Usage
(d) Technical
2 years.Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our product development).
To use data analytics to improve EPQ Spaces, customer relationships and experiences.(a) Technical
(b) Usage
Indefinitely or until no longer useful (data is not directly identifying).Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about our goods or services that may be of interest to you.(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
2 years or until consent is revoked/not renewed.Necessary for our legitimate interests (to develop our products/services and grow our business)

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