Data Protection and Privacy Policy

Introduction

KAZ Type is committed to data security and the fair and transparent processing of personal information. Our data protection and privacy policy explains what, how and why we collect personal data. It further explains how we store data, who we share data with and your rights in relation to the personal data you provide to us. This data protection and privacy policy applies to all the personal data we collect if you visit our website or use our services. This is in compliance with current data protection law, in particular with the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR) May 2018.

Who are KAZ Type?

KAZ Type are an education software company offering a range of online and downloadable touch typing courses and regulated assessments.

We follow the guidelines as published by the ICO.org.uk - for further information: ico.org.uk/for-organisations/guide-to-dataprotection

Guide to data protection for Organisations as detailed in by the ICO. ico.org.uk/for-organisations/guide-to-data-protection

How does KAZ Type collect personal data?

The information we collect about you will depend on how you use the facilities offered.

We may collect and process personal data provided to us if you:

What personal data does KAZ Type collect and process?

We will only collect data where there is a legitimate business reason or you have given explicit consent. Any data collected will be processed only for the purposes for which it has been submitted and to provide business critical data to support KAZ Type’s business functions and regulatory reporting.

We may collect and process personal information about you, including:

Your full name and email address in regard to products purchased online

ONLY pertaining to Open Awards Ofqual regulated products, and as per their requirements, we collect your full name, date of birth, post code, gender, ethnicity, email address, contact address and contact number

DofE (Duke of Edinburgh Awards Scheme) - The same information will be collected as for the Ofqual/Openawards qualification, as well as the candidate DofE reference number

For administrators or other contacts at education or business establishments:

Data may include full name, email address, job title, course details and feedback concerning learner registration and achievement (e.g. in the event of a complaint/appeal).

For learners:

Data may include personal information for the purpose of registering learners, awarding learner achievements and for business critical and regulatory reporting, which is normally submitted through the KAZ Type’s secure platform by the establishment with which you have registered. The data collected that can be used to identify you includes: full name and email adddress.

If sitting an Ofqual regulated Level 1 or Level 2 touch typing assessment, further details such as date of birth, postcode, gender, ethnicity, disability, learning difficulties and health problems may be collected. Open Awards may collect, store and use the above ‘special categories’ of sensitive personal information but all data will be anonymised .

We will also keep webcam footage recordings of learners undertaking remote on-line assessments for identification purposes and for monitoring the learner for the duration of the assessment. However, this footage will only remain on KAZ Type’s secure server until verification of candidate ID has been completed and for a maximum period of 14 days, after which it will automatically delete.

Children’s Privacy:

KAZ Type does not knowingly register or collect personally identifiable information from anyone under the age of 13 (“Children”). If you, or a parent or guardian, has cause to believe that a child has provided us with personal information, please contact us immediately. We will ensure parental /guardian approval has been sought for the sharing of ‘children’s’ data with us before we process their data.

US Schools: Children may use KAZ Type software provided the school has complied with its responsibilities under the Family Educational Rights and Privacy Act ("FERPA") and Children's Internet Protection Act for K-12 Schools (“CIPA”).

If a teacher or school official has consented to our collection of information from children who are students in a manner consistent with CIPA, we will collect and use such personal information solely for the use and benefit of the school and for no other commercial purpose. As such we do not send promotional material or surveys to children using KAZ Type’s software. A school or district must obtain the consent of a parent or legal guardian before providing KAZ Type with any child’s personal information.

Visitors to our website:

A ‘cookie’ is a small text file placed on your computer or device by our web page. They are frequently used in order to collect standard internet log information, including IP address, track visitor use of the website and to compile statistical reports on website activity. Cookies are also used to help us improve our website and tailor it to customer needs. A cookie can later be retrieved by our web page server.

Data we collect using cookies is only processed in a way which does not personally identify anyone and does not give us access to your computer.

You can decline or choose how a cookie will be accepted by modifying your preferences and options in your internet browser. You may still be able to use some information-only pages even if you do not accept cookies.

KAZ Type does not store any personal information in a cookie. However, if we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Cookies are used by the web server to store information in Session Variables. Session variables reside on the web server for a short period of time (about 20 minutes). Accordingly, some KAZ Type website and online course features require that you accept cookies.

For further information visit: aboutcookies.org.uk allaboutcookies.org.uk

We also use a third party service, Google Analytics, to collect standard internet log information, to better understand how visitors use the KAZ website. This includes analysing date, time, visitor numbers, page visits and any information downloaded, all of which is processed in a way that does not identify the individual.

To opt-out of being tracked by Google Analytics across all websites you can visit tools.google.com/dlpage/gaoptout.

Our website may contain links to other websites. When you link to these sites, you leave our website and your communications are no longer protected by our privacy notice. KAZ Type is not responsible for the privacy practices nor the content of these websites. We recommend that you review the privacy notice of those sites to fully understand what information is collected and how it is used.

Why does KAZ Type collect and process personal and sensitive information?

As a customer of ours, you will find that we are secure, reliable, and discreet. You will never receive spam/junk emails or any other unsolicited advertising from anyone who was given your email address from us. The collection and processing of data by KAZ Type is solely for the purpose of exercising its legitimate business functions and to meet its responsibilities, both statutory and otherwise. This includes using your personal details to provide the products and services you have requested; communications in relation to these products and services, including issues, complaints and disputes; administrative support; performing analytical processes to support our business functions and report to our regulators and a small number of other organisations as outlined below.

‘Special categories’ of personal data require higher levels of protection (e.g. - ethnicity, disability or health status) which require further justification for collecting, storing and using.

The further justification on which we are relying to collect and process special category data is for archiving and statistical purposes in the public interest. This includes, but is not limited to using such data to support funding bids for new courses qualifications and services, research, national statistics. We have in place appropriate policy and safeguards when processing such data.

Where you have given your explicit consent to receive marketing communications, we may use your personal data to send you newsletters, information about events, products and services that may be of interest to you. You may unsubscribe to receive these communications at any time by emailing support@kaz-type.com or clicking on the ‘unsubscribe’ link within any of the marketing emails we send you.

We may also process your personal data if required by government or law, such as for crime prevention or fraud.

Who does KAZ Type share personal data with?

As part of our legitimate business functions and in regard to our Ofqual regulated Level 1 and Level 2 touch typing assessments, we share personal data with our partners Open Awards. They in turn will share the information with:

Unless otherwise stated, data is normally shared and processed as anonymised data. However, there may be situations, such as an investigation or complaint, when Open Awards is required to process or share individual personal details due to a legitimate business reason. In these instances, Open Awards will share only those details which are necessary to the case and will endeavour to maintain the security of this information.

Centres are encouraged to register learners with their Unique Learner Number (ULN). Any ULN’s provided will be validated through a secure link with the Learner Records Service (LRS) during the initial registration. If any ULNs are invalid, we will notify the relevant centre, using our secure portal, to advise them of the actions required to rectify the error.

Upon achievement of Qualifications and/or Qualification units, Open Awards are required to pass the achievement details of learners to The Learning Records Service, who will update learners’ Personal Learning Record (PLR). This is done through a secure link from the Open Awards database to the LRS database. The PLR is a source of information to support learners in their decision-making in relation to further study, employment or skills development. We only send achievement data to the PLR where a learner has a valid ULN.

We strongly encourage learners to visit the Learning Records Service website to view their Privacy Notice, which provides detailed explanation of how their data may be used. This can be visited at gov.uk/government/publications/learning-recordsservice-the-plr-for-learners-and-parents

Where do we store personal data?

All data is stored on our secure VPS server located in the UK. The data facility is an SQL - which does not allow remote access. Our server is maintained and fully managed by our service providers, TSO Host. All our sites and information are password protected with authorised access only.

How does KAZ Type protect and store personal data?

KAZ Type is committed to protecting the rights and privacy of individuals and the protection of personal data from loss or destruction. We take all reasonable steps to ensure our staff are aware of their obligations in relation to the security and confidentiality of personal data and the lawful processing of any personal data shared with them.

The KAZ Type platform is accessible only to pre-approved users by means of a secure login, which is provided by KAZ Type. Users are bound by the Terms and Conditions of use of the platform, which prohibits the sharing of passwords or accounts.

The security of personal information is vitally important to us. However, no method of transmission over the internet or method of electronic storage is 100% secure. While we endeavour to use commercially acceptable means to protect personal information, we cannot guarantee its absolute security.

Changes to our data protection and privacy policy

KAZ Type recognises that privacy and data protection concerns may change and evolve over time. If we make any changes to this policy we will update our website. Please check frequently to see if there are any changes to this policy. If you don’t agree to any changes, please do not continue to use our website or services or provide us with your personal information.

How to contact us

If you have any questions or concerns with regard to this policy or our use of personal data please contact us at:support@kaz-type.com

Policy put into place 08/03/2023 – to be reviewed in 12 months

This document replaces all previous data protection and privacy policies and procedures