Privacy Policy

2. How do we collect it?

Applicaa Ltd collects your data through our websites (www.applicaa.com and/or www.applicaaone.com) and any Applicaa product (customer system).

3. What personal information do we collect?

a.) Applicaa client & prospect data: we collect personal information about you (such as your name, address, email address, school, or telephone number) when you give this to us as part of becoming a customer, registering for any Applicaa product, signing up to our newsletters, completing a website form, or making a sales or support enquiry.

When you subscribe to any of our marketing or communications, you indicate that you have a preference to receive these communications. We store your preferences on our CRM and give you the option to amend these at any time.

As part of using our websites and marketing, we may also store information about how you use our site, for example, the pages viewed, time spent on each page, emails read, etc in order to be able to take steps to improve your digital experience. These behaviours including IP addresses are captured within Google Analytics, Power BI, and other similar tools. You can read more about this in our website cookie policy.

b.) Applicaa Products (customer system): includes staff, parents, and pupils.

Schools collect admissions data. The data schools collect is dependent on the questions schools ask as part of their application form in any Applicaa product’s system and the answers the parents/applicants provide.

For example: full names, date of birth, telephone numbers, address, ethnicity, religion, home language, first language, residency, nationality, welfare and medical conditions, predicted grades and consent to school policies. Contacts (parent/career/guardians) of prospective students: title, relationship to the student, full names, telephone numbers, address, parental responsibility.

School staff: full name. And other information to help in the admissions process.

4. How do Schools use your personal information?

When Schools use Applicaa platforms to collect any data on applicants/students, in this instance Schools are acting as Data Controllers. Schools use data to meet business needs relating to school admissions & enrolment.

Safeguarding: It is important for the school to collect data from the students, previous schools, and parents. This data helps schools to know and understand the needs of their ‘incoming’ students. It helps them to better prepare and plan relevant provisions for the pupils. For example, questions collected concerning student welfare e.g. Medical Conditions and Learning Needs enable schools to install the relevant provision to support the student.

Only Schools and Post16 Providers who are DfE approved providers are able to access and use Applicaa products and services. For safeguarding purposes, Applicaa checks to ensure all Providers using Applicaa must have valid DfE and URN number. Providers seeking to gain access to Applicaa Products and Services, without either of these will be denied access.

5. How do we use your personal information?

Customers and Website Visitors
We may use your personal information following a:

Customer visit – whereby we may contact you regarding items discussed or similar products and solutions you have expressed an interest in.

Event attendance or registration (including webinars) in order to contact you about the event itself and/or possibly future events and/or to obtain feedback. When registering for an event we may ask you for special category data, such as dietary requirements, in order to meet your needs at the event(s).

General enquiry or feedback where you may have contacted us via telephone, email or other channels requesting information about products and services and we may use the data captured to help improve services or assist in finding a resolution to your enquiry.
Marketing subscription where you would have signed up via a web form or other data capture point. This information will be processed in accordance with that stated at the point of capture. You can unsubscribe at any time or customise your preferences.

Applicaa registration where we may use your data to send important updates, event information, direct marketing and other useful information that will help you get the most out of the products and services available to you.

Product Purchase where we may have obtained your data following the signing of a contract. We may use this data to contact you about product updates, financial queries, renewals and other useful information that will help you get the most out of our products and services.
Sales Enquiry where you may have contacted us via telephone, email or other channels requesting information about products and services we have to offer or we have contacted you and you have expressed an interest. You can unsubscribe at any time or customise your preferences.

Support Enquiry where you may have contacted us or a commercial partner via telephone, email or other channels to log a support enquiry about an issue or for general assistance. We may use the data captured to help to resolve your enquiry and may contact you after for feedback to help improve the service offered.

Training course attendance where we may have obtained your details following the attendance of a training course and webinars. We may use your data for the purpose of obtaining feedback to help improve the service offering.

Your website – Occasionally we may need to obtain your details from your company website or from a publicly available website, such as Edubase. We will only process data if a suitable legal basis has been established and will only keep the data for a short period of time unless you have consented via any of the examples mentioned above.

Referral systems – where your name has been shared by an Applicaa client who believes you would potentially be interested in purchasing any Applicaa products. You can unsubscribe from communications at any time.

Website visitors – we collect anonymous basic information on website visitors such as usage of the Applicaa website and cookies or other tracking technologies. This enables us to understand how the Applicaa website is used and improve its functionality.

Recording Calls, Online Meetings and Webinars – we record these conversations, meetings and webinars for internal training purposes.

Applicants/Students
When applying to a provider an applicant (parent or student) supplies data to the potential provider via Admissions+. The data requested and questions asked as part of the application process are defined by the provider who utilises the Admissions+ portal to capture this information.

ApplicaaOne
When applying on ApplicaaOne students will be able to research courses and check their eligibility for them by providing their grades. They may also apply to multiple Post 16 providers using their ApplicaaOne profile. When applying they will be given the opportunity to copy the relevant information from their previous application form, into a new new application which is being completed. Applicaa will contact them in the event that one of their applications is unsuccessful for the purposes of supporting them in finding an alternative course.

Information on where they apply and the status of these applications will be available to their current school and the local authority for the purpose of destination tracking and identifying and supporting students who are likely to be at risk of becoming NEET (Not in Education, Employment or Training).

Students applying to providers utilising an Applicaa system, will be issued with an ApplicaaOne profile as part of their application process. The ApplicaaOne profile will be available to use as described above and for for tracking their applications in one place. A link to the ApplicaaOne profile will be visible within the student’s homepage on the provider’s Applicaa System. They will be able to opt into the ApplicaaOne MatchingHub referred to in the next section.

Applicaa Matching Hub
In the event that applicants are unsuccessful in obtaining a place at their initial Post 16 provider. Via communication from Applicaa, they will have an option to ‘opt in’ and choose if they wish to share their ApplicaaOne profile, with details, such as names (first and last name), subject/s of choice and grades, with other similar Post 16 providers. These providers, if they have vacancies on courses available, will be able to proactively reach out and contact the pupils to discuss their provision and possible next steps.

When a student goes to the matching Hub and expresses an interest and is matched with a school, the matched school can see the following data to identify the student:

• Full Name
• DOB
• Home Address
• Gender
• Contact Number
• Grades
• Preferred list of Courses

Applicants can opt out from participation in “Applicaa MatchingHub” by withdrawing their interests, which will no longer allow Post 16 providers to contact them directly.

Bursary
When applying for a bursary to a provider an applicant/parents supplies data to the provider via the Bursary platform. The data requested and questions asked as part of the application process are defined by the provider who utilises the portal to capture this information.

Students
As students you may interact with the Applicaa in two main ways:
a.) As an applicant, you may also complete data collection forms to support schools with onboarding and finding out information about yourself.
b.) Parents may also be named by their son or daughter (applicant) as one of their contacts/carers; and so they might be marked as someone who they would like to receive communications from the provider. In which case you may receive correspondence from the provider via email or SMS for the purpose of processing the application.

Parents, agents and other type of contacts
You may interact with the Applicaa in two main ways:
c.) As an applicant on behalf of the student. You may also complete data collection forms to support schools with onboarding and finding out information about the student for who you are completing the information for.
d.) Other contacts such as parents, relatives and family friends may be named by the applicant as one of the student’s contacts/carers; and they might be marked as someone who would like to receive communications from the provider. In which case these contacts may receive correspondence from the provider via email or SMS.

Referees
If you are named as a referee by an applicant during the application process. You will receive an automated email from Applicaa requesting you to complete a form to help verify the applicant’s form. You may receive emails from the school from which the student has applied.