Data Controller means the organisation which determines the purpose and manner in which personal data is processed.
Data Processor means any organisation which processes personal data on behalf of a Data Controller.
EEA means the “European Economic Area” which is the countries of the Economic Union (EU) plus a few other countries which make up the European single-market.
GDPR means the “General Data Protection Regulation” which comes into effect on 25 May 2018.
How We Use Your Information
This privacy notice tells you what to expect when Psittacus Systems Ltd (“Psittacus Systems”) collects personal information from individuals and how we use or process it. It applies to the following instances where we collect about information about individuals who are:
- Visiting our websites
- Requiring technical support or advice using our services
- Signing-up to use our “Keychain” or “CPD” services
- Making a complaint
This privacy notice excludes instances where you are using the service that is known as the Psittacus Systems “Blended Learning Environment”. In this scenario you may be studying with, learning with, or employed by a third-party (e.g. college, employer, training provider, awarding organisation) who will have a commercial licensing agreement with Psittacus Systems Ltd. In this scenario, the third party will be the Data Controller and we will be the Data Processor. We will be processing your information on behalf of the third-party and under their written instructions. If you would like to know how your personal information is being processed in these circumstances, then please contact the third-party directly instead.
Psittacus Systems may use third-parties to store and process some of the information we collect about you. You can learn about when we use these third-parties when you read the rest of the notice, but for ease of reference the most important are listed here.
We use this third-party to provide online support to all users of the Psittacus Blended Learning Environment.
You can view Zendesks privacy polices here
We use this third-party to communicate with our system users via email to inform them of any system updates or downtime and nothing else. Getresponse data is stored in Poland.
You can view Getresponse’ privacy policies here
Visiting our websites
Psittacus Systems Ltd operates from a number of different websites that are connected together using hyperlinks. The websites we operate from are:
Depending on which website you are visiting and what you are doing during your visit, there will be differences in the way in which we process your personal information. You can check which website you are on by looking inside the address bar which is usually at the top of your internet browser software.
When someone visits www.psittacus.systems we used one third-party service, Google Analytics, to collect and analyse standard internet log information (including your IP address) of the web pages that people visit. We do this to find out the number of visitors and the number of times each page has been accessed. Other than your IP address, this information is processed anonymously.
Whilst viewing pages, there are other activities that you may optionally engage with and the way in which we use your details is described below:
- Downloading documents
- Making an enquiry through the “Contact Us” page
- Booking a dem
- Requesting standard
- Requesting help or advice using our services
- Subscribing to the newsletter
There are some hyperlinks on our websites that will take visitors to another website we manage at psittacus-ble.co.uk. Typically, you will be taken here if you are trying to download a document that we make available — such as a downloadable PDF version of a web page.
In consideration of you downloading such a document, you will be asked to provide your personal details (which you will supply in the form of name, email, job title, company name and phone number) for the purposes of us tracking which pages you have visited and us being able to contact you, at our own discretion.
We also use automatic processing to determine whether we think you may be a prospective customer and if this is positive then your details will be automatically emailed to our sales team.
The basis for us collecting and storing this information is so we can create a more personalised sales experience for you.
Cookies will be used to remember what details you have provided and may re-appear as and when required on other forms.
Making an enquiry through the “Contact Us” page
You will be asked to provide your name, company name, email address, telephone number and information about your enquiry. When you submit the form, this information, along with your IP address is emailed to our sales team.
Booking a one-to-one sales demo
You will be asked to provide your name, email, telephone and information about your enquiry. IP is used along with form data and details are emailed to the sales team.
When requesting standards from us, you will be asked to visit our web page at www.psittacus.systems/standard and from there you will open up an online form to complete your request. Part of this request will involve you including your name and contact details. We need this information to be able to contact you with any issues or updates with your request. The information you provide will be stored in our own UK-based, backoffice system and will not be shared with anyone else, only the staff responsible for fulfilling your request.
Requesting help or advice using our services
Please see the section “Requiring technical support or advice using our services”
Subscribing to newsletter
Your email address will be stored as a cookie on your browser and will be used to automatically populate other forms that appear on our website.
Your email address will be collected and stored in a third-party website called Getrsponse.
Requiring technical support or advice using our services
If you request help or support from us directly by email or telephone, we will collect your name and contact details, the organisation (e.g. college, training provider, employer, etc.) you are using the service with, your role within that organisation (e.g. manager, tutor, learner, etc.). The details we collect will be logged in our helpdesk software Zendesk.
We do from time to time, compile reports on technical support enquiries but we do not include your personal details in any of these.
Making a complaint
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here:
From the 25 May 2018, the General Data Protection Regulations will be enforced and you can read more about your individual rights here:
Complaints or Queries
Psittacus Systems aims to meet the highest standards when processing personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to
bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Psittacus System’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to Personal Information
Psittacus Systems aims to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998 and GDPR. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to Psittacus Systems for any personal information we may hold you need to put the request in writing to the address provided at the bottom of this page – see “How to contact us“.
Links to Other Websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this Privacy Notice
We keep our privacy notice under regular review. This privacy notice was last updated on 16 April 2018.
How to Contact Us
If you want to request information about our privacy notice you can email us at firstname.lastname@example.org or write to:
Data Protection Officer
Psittacus Systems Ltd,
Corby Enterprise Centre,