At QAVAC, we are committed to protecting your personal information and being transparent about how we use it.

This privacy notice explains what data we collect, why we collect it, and how we use it to support your experience.

Contact Details

If you have any questions about this privacy notice or your data:

Email: info@qavac.com

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Usage data (including information about how you interact with and use our website, products and services)
• Account access information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Purchase or service history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
• Technical data, including information about browser and operating systems

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Website and app user journey information
• IP addresses

We collect or use the following personal information for research or archiving purposes:

• Addresses
• Website and app user journey information
• IP addresses

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information

We collect or use the following personal information to support early-career development, learning engagement and participation in QAVAC programmes:

• Names and contact details

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR.

You can find out more about lawful bases on the ICO’s website:

https://ico.org.uk/for-organisations/advice-for-small-organisations/getting-started-with-gdpr/data-protection-principles-definitions-and-key-terms/#lawfulbasis

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access .
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification .
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure .
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing .
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing .
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability .
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent .

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Suppliers and service providers
• Third parties

QAVAC uses trusted third-party service providers to support the delivery, operation, and improvement of our platform and services. These may include:

• Website hosting and domain providers (e.g. GoDaddy)
• Learning platform providers (e.g. Thinkific)
• Email marketing and communication tools (e.g. ConvertKit or similar)
• Analytics providers (e.g. Google Analytics)
• Payment processors (if applicable, e.g. Stripe or PayPal)

These third parties only process personal data on our behalf and in accordance with applicable data protection laws. We ensure that appropriate safeguards are in place to protect your information.

How long we keep information

We only keep personal data for as long as necessary for:

• Delivering services
• Legal compliance
• Business operations

Who we share information with

We only share data with trusted partners required to operate QAVAC:

• Learning platform providers
• Hosting providers
• Analytics tools
• Email communication platforms

These partners only process data on our behalf and under strict agreements. All third parties process data in accordance with applicable data protection laws.

Sharing information outside the UK

Some of our service providers operate outside the UK.

When this happens:

• We ensure appropriate safeguards are in place
• Transfers follow UK GDPR requirements
• We use mechanisms such as the International Data Transfer Agreement (IDTA)

Examples include providers based in:

• United States
• Other jurisdictions where our platforms operate

• Organisation name: Various third-party service providers (e.g. Google, Thinkific, ConvertKit)
• Category of recipient: Technology and Service provider (e.g. analytics, hosting and email marketing platforms)
• Country the personal information is sent to: United States and other countries where our service providers operate

How to Complain

If you have concerns, contact us first:

info@qavac.com

If you are not satisfied, you can contact:

Information Commissioner’s Office (ICO)

Phone: 0303 123 1113

Website: www.ico.org.uk

Last Updated: 9 April 2026