Effective Date: January 2025

Address: 129 Mile End Road, London, E1 4BG, United Kingdom

About Us

Who We Are: Wexford Educare is a UK educational consultancy that helps students apply to universities. We operate across London and surrounding areas.

What We Do: We help eligible students (British citizens, EU citizens, and people with settlement status) apply to UK universities and secure funding.

Contact Information:

• General Email: info@wexfordeducare.com
• Privacy Questions: privacy@wexfordeducare.com
• Phone: +44 20 3375 9568
• Address: 129 Mile End Road, London, E1 4BG

Information We Collect

When You First Contact Us (Website/Facebook Forms)

• Your name
• Email address
• Phone number
• City/location
• Immigration status (British citizen, EU settled status, etc.) – This is sensitive data and receives special protection
• Course interests
• Best time to contact you

If You Decide to Apply Through Us

• CV and work history
• Educational qualifications and certificates
• Passport copy (temporarily – deleted after use)
• Immigration sharecode (if applicable)
• Proof of address
• Any other documents needed for your university application

In Our Student Management System

• Basic contact details
• Application progress updates
• University responses
• Simple analytics about our service (anonymized)

How We Collect Information

• Website forms on wexfordeducare.com
• Facebook lead ads (privacy policy link included in all forms)
• Phone calls when we contact you
• WhatsApp and email when you send us documents
• Universities when they update us on your application status

Legal Basis for Processing Your Data

For Initial Contact and Marketing

• Consent: You agree when filling our forms and can withdraw anytime
• Legitimate Interest: Following up on your education enquiry

For University Applications

• Contract: Providing the consultancy service you requested
• Legal Obligation: Meeting university and immigration requirements

For Immigration Status (Sensitive Data)

• Explicit Consent: You specifically agree to share this information
• Necessary for Contract: Required to determine your eligibility for courses and funding

How We Use Your Information

Initial Process

• Contact you after you fill our forms
• Assess your eligibility for courses and funding
• Provide advice about suitable universities and programs

If You Proceed with Our Service

• Prepare your applications to universities
• Submit applications on your behalf
• Track progress and keep you updated
• Provide ongoing support throughout the process

Business Operations

• Keep records of our service to you
• Improve our service using anonymized data
• Comply with legal requirements

Who We Share Your Data With

Universities and Colleges

• We share your application documents with universities you're applying to
• This includes all documents you provide us (CV, qualifications, etc.)

Government Bodies (When Required)

• Student finance organizations for funding applications
• Immigration authorities if legally required

Our Service Providers

• Student management system (secure UK-based system)
• Email services for communications
• WhatsApp Business for document sharing

Data Security

How We Protect Your Data

• Secure passwords and restricted access to our systems
• Encrypted storage for sensitive documents
• Staff training on data protection
• Regular deletion of documents we no longer need

Document Handling

• Passport copies are deleted immediately after university submission
• WhatsApp messages with documents are deleted after processing
• Email attachments are securely stored then deleted when no longer needed

If Something Goes Wrong

• We have procedures to detect and respond to data breaches
• We'll notify you and the ICO if required by law
• We regularly backup data securely to prevent loss

Data Retention Periods

• Initial enquiry details: We keep this information for 2 years to follow up with you and maintain business records
• Application documents: We retain these for 1 year after our service ends to meet legal requirements and resolve any disputes
• Passport copies: These are deleted immediately after university admission for security best practice
• Marketing preferences: We keep these until you opt out to respect your communication preferences

Secure Deletion: When retention periods end, we securely delete all data so it cannot be recovered.

Your Rights

What You Can Do

• Access your data: Request a copy of information we hold about you
• Correct mistakes: Ask us to fix incorrect or incomplete information
• Delete your data: Request deletion (with some exceptions for legal requirements)
• Stop marketing: Opt out of promotional communications anytime
• Object to processing: Ask us to stop using your data for certain purposes
• Data portability: Receive your data in a standard format to take elsewhere

How to Exercise Your Rights

• Email: privacy@wexfordeducare.com
• Phone: +44 20 3375 9568
• Post: Data Protection Officer, Wexford Educare, 129 Mile End Road, London, E1 4BG

We Will

• Respond within 1 month (usually much faster)
• Provide information free of charge
• Ask for ID to protect your privacy

If You're Not Happy

• Contact us first: We want to resolve any concerns
• Contact the ICO: The UK data protection authority at ico.org.uk or 0303 123 1113

Cookies and Website Tracking

What We Use

• Essential cookies: To make our website work properly
• Analytics cookies: To understand how people use our site (Google Analytics)
• Facebook tracking: To measure our advertising effectiveness

Your Control

• You can control cookies through your browser settings
• Our website will ask permission for non-essential cookies
• You can opt out of analytics and advertising cookies anytime

International Transfers

Current Situation

We primarily work in the UK, but may need to transfer data:

• To universities in other countries if you apply there
• To cloud services that store data securely in approved countries

How We Protect You

• Only transfer to countries with adequate data protection
• Use legal contracts with extra protection clauses
• Always inform you before any international transfer

Special Protections

If You're Under 18

• We may need parental consent for some activities
• We take extra care with children's data
• We follow UK safeguarding requirements

Immigration Status Data

• This is sensitive personal data under UK law
• We store it separately with extra security
• We only use it to assess your eligibility for courses and funding
• You can ask us to delete it anytime (subject to legal requirements)

WhatsApp and Email Security

• We use WhatsApp Business with enhanced security
• Email communications are via secure email providers
• We regularly delete messages containing documents
• We advise you to avoid sending sensitive documents unless necessary

Facebook Lead Ads Compliance

What We Do

• Include a direct link to this privacy policy in all Facebook lead forms
• Only collect information necessary for our service
• Get your consent before contacting you
• You can opt out anytime

Your Rights

• Facebook and we are both responsible for protecting your data from lead ads
• You have the same rights for Facebook data as for data collected directly
• You can request deletion from both Facebook and us

University Partnership Compliance

Quality Standards

• We follow UK education agent quality standards
• We comply with partner university data protection requirements
• We maintain professional standards and ethical practices

When We Apply for You

• We only share information necessary for your application
• We get your consent before submitting to each university
• We keep you informed of all communications
• We maintain confidentiality throughout the process

Changes to This Policy

When We Update

• Legal requirements change
• Our services change
• Technology changes

How We Tell You

• Email to all registered users for major changes
• Notice on our website for minor updates
• Always post the latest version at wexfordeducare.com

Legal Information

Laws We Follow

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations

This Policy

• Effective from January 2025
• Reviewed annually
• Approved by Wexford Educare management

Quick Reference Guide

• Privacy Questions: privacy@wexfordeducare.com
• Opt Out of Marketing: Click unsubscribe in any email or contact us
• Request Your Data: Email privacy@wexfordeducare.com with ID
• Make a Complaint: First contact us, then ICO at ico.org.uk if needed
• Delete Your Data: Email privacy@wexfordeducare.com (some legal exceptions apply)

Last Updated: January 2025 | Next Review: January 2026