Privacy Policy

1. Who we are

UNIPREP CENTRE LTD, trading as University Foundation Centre (UFC), is responsible for the personal information described in this Privacy Policy.

Company number

17068686

Registered office

Suite #1-156, 39 Ludgate Hill, London EC4M 7JN, United Kingdom

Belgian operating address

Emile Vandenbroeckstraat 5, 1560 Hoeilaart, Belgium

Teaching venue

Château d’Argenteuil, Square d’Argenteuil 5, 1410 Waterloo, Belgium

Privacy enquiries

info@uni-foundation.com

2. When this policy applies

This policy applies when someone:

• Visits the UFC website.
• Submits an enquiry, registration or application form.
• Contacts UFC by email.
• Participates in a UFC meeting through Zoom.
• Subscribes to UFC news and updates.
• Otherwise communicates with UFC about its programmes and services.

3. Information UFC may collect

• Name and contact details, including email address and telephone number.
• Whether the person is a student, parent, guardian, teacher or counsellor.
• Nationality and country of residence.
• Qualifications, subjects, grades and other relevant educational information.
• Enquiry, registration or application information.
• Information included in correspondence or free-text responses.
• Records of communications and online meetings.
• Newsletter preferences and evidence of marketing consent.
• Limited technical and website-usage information supplied through website hosting and analytics services.

Please avoid entering sensitive personal information into free-text fields unless it is necessary for UFC to assist you.

4. How and why UFC uses information

Responding to enquiries and requests

To answer questions, provide programme information and take steps requested before a possible application or enrolment.

Lawful basis: Steps requested before entering a contract and UFC’s legitimate interest in responding to enquiries.

Assessing programme suitability and supporting applications

To review qualifications, advise on entry requirements and assist with progression options.

Lawful basis: Steps requested before entering a contract, contractual necessity where applicable, and legitimate interests.

Communication and meetings

To communicate by email, telephone or Zoom and arrange appointments.

Lawful basis: Steps requested before entering a contract and legitimate interests.

Newsletters and promotional updates

To send UFC news and updates only where the person has separately opted in.

Lawful basis: Consent.

Website hosting, operation and security

To host, operate and protect the website.

Lawful basis: Legitimate interests in maintaining a secure and effective website.

Optional website analytics

To understand which pages are visited and how people find the website using Vercel Web Analytics, only after the visitor accepts analytics.

Lawful basis: Consent.

Legal and administrative requirements

To comply with legal obligations, maintain necessary records and establish or defend legal claims.

Lawful basis: Legal obligation and legitimate interests, depending on the circumstances.

Responding to an enquiry is not dependent on agreeing to receive newsletters.

5. Who may access or receive information

Access within UFC is limited to authorised co-directors, staff and IT personnel who need the information for their responsibilities, technical support or security.

UFC may use or share relevant information with:

• Google Forms and Google Drive for collecting and securely storing form responses and documents.
• Vercel for website hosting and website-performance services, including optional Vercel Web Analytics only after analytics consent.
• Zoom for arranged online meetings.
• Mailchimp for newsletters, but only where the person has provided separate marketing consent.
• NCUK and relevant university partners when this is necessary to answer a progression question or support an application.
• Professional advisers, service providers or public authorities where reasonably necessary or legally required.

UFC does not sell personal information.

6. International data transfers

Some service providers may process information outside Belgium, the European Economic Area or the United Kingdom.

Where required, UFC will rely on an applicable adequacy decision or appropriate contractual safeguards, such as approved standard contractual clauses or the relevant UK transfer mechanism.

7. How long information is retained

General enquiries and related correspondence

Retained for up to 12 months following the last meaningful contact. After that, the information will be securely deleted or anonymised unless the enquiry develops into an application or enrolment or a longer period is legally required.

Newsletter information

Retained while the person remains subscribed. When someone unsubscribes or withdraws consent, UFC will stop sending marketing. UFC may retain the minimum information needed on a suppression list to ensure the person is not contacted again accidentally.

Applications and enrolled students

If an enquiry progresses into an application or enrolment, the information may become part of the applicant or student record and will be retained for the period needed to administer that relationship and meet applicable legal, contractual or educational requirements.

Technical and security information

Retained only for as long as reasonably necessary for website operation, security and performance monitoring, subject to the relevant provider’s settings and retention practices.

8. Email newsletters

Newsletter consent is optional. The newsletter checkbox must not be pre-selected or required.

You may unsubscribe through the link included in each Mailchimp email or by contacting info@uni-foundation.com.

Withdrawing newsletter consent does not affect an enquiry, application or access to UFC services.

9. Cookies and similar storage

The website is hosted using Vercel. UFC uses optional Vercel Web Analytics to understand which pages are visited and how people find the website. Vercel is the analytics service provider. Vercel Web Analytics is blocked until you accept analytics and relies on your consent.

Rejecting analytics does not affect your access to the website. You can change your choice or withdraw consent at any time using “Privacy choices” in the footer.

UFC uses localStorage to remember whether you accepted or rejected analytics for six months. This preference storage is strictly necessary to respect your choice. The preference does not contain your name, email address or browsing history.

Only after consent, the Vercel analytics script may access the localStorage item __va_attribution for analytics attribution. Its creation in a real browser was not verified during the audit, and no analytics cookie creation was observed. The item is removed where accessible when analytics is rejected, consent is withdrawn or an expired choice is processed.

UFC currently uses no advertising or behavioural-marketing trackers. Google Forms are external links rather than embedded forms.

UFC also uses Google Search Console to understand how the website appears in Google search results. It does not add a Google Analytics tracking script to the UFC website.

External services such as Google Forms, Zoom and Mailchimp operate under their own privacy information when you access those services.

10. Information about younger students

Some prospective students may be under 18. UFC will take additional care when handling their information and may involve a parent or guardian where appropriate.

Information about a younger student will only be used where necessary to respond to an enquiry, assess programme suitability, support an application or provide the requested service.

11. Data security

UFC uses reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration, loss or misuse.

12. Individual rights

Depending on the circumstances and applicable law, individuals may have the right to:

• Request access to their personal information.
• Ask for inaccurate or incomplete information to be corrected.
• Request deletion of information.
• Request restriction of processing.
• Object to certain processing.
• Request data portability.
• Withdraw consent at any time where consent is the lawful basis.

Rights requests can be sent to info@uni-foundation.com. UFC may request reasonable information to verify the requester’s identity.

13. Complaints

Please contact UFC first at info@uni-foundation.com so that concerns can be investigated. You may also complain to the relevant supervisory authority, including:

• The UK Information Commissioner’s Office (opens in a new tab) for UK data-protection matters.
• The Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit) (opens in a new tab) for Belgian or EU data-protection matters.

14. Changes to this policy

UFC may update this policy when its services, providers or legal obligations change. The latest version will be published on this page with an updated date.