Utopian Game Labs Academy Ltd - Privacy Notice

This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.

Our Contact Information (Data Controller)

Utopian Game Labs Academy Ltd 6 Kings Road Henley-on-Thames RG9 2DG United Kingdom Telephone: +445603640472 Company E-mail: contact@ugla.uk

What we do with your personal data

We process personal data only for the purpose for which they are collected. The purpose is dependent on whether you use only our website, or additionally, our services. If you use our services you are required to register and we collect your personal data. We use this personal data for the provision of the service or the performance of the contract. We may use your personal data for other similar purposes, including marketing and communications, but that will only occur in the case we have your consent or another legal justification for doing so. From our Students we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose	Legal basis	Retention period
Communications	6(1)(b) - we have a contract with the data subject	Until contract completed
Service delivery	6(1)(b) - we have a contract with the data subject	Until contract completed
Student affairs' administration and management	6(1)(b) - we have a contract with the data subject	Until contract completed

From our Suppliers we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose	Legal basis	Retention period
Communications	6(1)(b) - we have a contract with the data subject	Until contract completed
Organisation's administration and management	6(1)(f) - it's in our legitimate interest (Business operations and due Diligence)	Until service completed

From our Contractors we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose	Legal basis	Retention period
Communications	6(1)(b) - we have a contract with the data subject	Until contract completed
Supplier Management	6(1)(b) - we have a contract with the data subject	Until contract completed
Organisation's administration and management	6(1)(b) - we have a contract with the data subject	Until contract completed

From our Prospects and leads we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose	Legal basis	Retention period
Communications, marketing and intelligence	6(1)(a) - we have the data subject's consent	Until consent withdrawn

From our Customers and Clients we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose	Legal basis	Retention period
Communications	6(1)(b) - we have a contract with the data subject	Until contract completed
Sales and Distribution of Products and Services	6(1)(b) - we have a contract with the data subject	Until contract completed
Payment Card Processing	6(1)(b) - we have a contract with the data subject	Until contract completed

What personal data do we collect?

The personal data we collect depends on whether you just visit our website or use our services. If you visit our website, you do not need to provide us with any personal data. However, your browser transmits some data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address. If you use our services, personal data is required to fulfill the requirements of a contractual or service relationship, which may exist between you and our organisation. We collect:

E-mail Address
Identification Number
Location Information
Name
Telephone contact details
Confidential Correspondence

We collect your personal data from the following indirect sources

Data subject type	Personal data type	Indirect source name
Customers and Clients	E-mail Address	Independent Sales Agent
Prospects and leads	E-mail Address	Independent Sales Agent
Customers and Clients	Location Information	Independent Sales Agent
Prospects and leads	Location Information	Independent Sales Agent
Prospects and leads	Name	Independent Sales Agent
Customers and Clients	Name	Independent Sales Agent
Customers and Clients	Telephone contact details	Independent Sales Agent

Who might we share your personal data with?

To maintain and improve our services, your personal data may need to be shared with or disclosed to service providers, other Controllers or, in some cases, public authorities. We may be mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. Where feasible, we will consult with you prior to making such disclosure and, in order to protect your privacy, we will ensure that we will disclose only the minimum amount of your information necessary for the required purpose. We transfer personal data to the following organisations and countries:

Data subject type	Organisation name	Type	Country
Prospects and leads	Office 365 Exchange	Processor	Ireland
Prospects and leads	Office 365 SharePoint	Processor	Ireland
Prospects and leads	zFast Technologies Limited	Processor	United Kingdom
Students	Office 365 Exchange	Processor	Ireland
Students	Office 365 SharePoint	Processor	Ireland
Students	Thinkific	Processor	Canada
Suppliers	Office 365 Exchange	Processor	Ireland
Suppliers	Office 365 SharePoint	Processor	Ireland
Contractors	Office 365 Exchange	Processor	Ireland
Contractors	Office 365 SharePoint	Processor	Ireland
Customers and Clients	Office 365 Exchange	Processor	Ireland
Customers and Clients	Office 365 SharePoint	Processor	Ireland
Customers and Clients	Stripe	Processor	Ireland

How do we look after personal data?

We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all of our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. If we retain your personal data for historical or statistical purposes we ensure that the personal data cannot be used further. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely. If you would like to make a request to see what personal data of yours we might hold, you may make a request from our company website. Where you have previously given your consent to process your personal data, you also have the right to request that we port or transfer your personal data to a different service provider or to yourself, if you so wish. Where it may have been necessary to get your consent to use your personal data, at any moment, you have the right to withdraw that consent. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.

Our Supervisory Authority

You have the right to lodge a complaint with any Supervisory Authority. See our Supervisory Authority contact details below. Information Commissioner’s Office Water Lane, Wycliffe House Wilmslow - Cheshire SK9 5AF United Kingdom casework@ico.org.uk +44 303 123 3113 www.ico.org.uk