Data & Privacy Policy

Last Updated: June 7, 2025

Welcome to the Faculty application. This Privacy Policy outlines how your personal data is collected, used, and protected when you use our service. We are committed to protecting your privacy in accordance with UK data protection laws.

1. Information We Collect

We collect information to provide and improve our services to you. The types of data we collect include:

• Account Information: When a Centre Administrator registers, we collect their full name and email address to create and manage their account. Your password is encrypted and securely managed by Google Firebase Authentication.
• User-Generated Content: As you use the application, you create and input various data, including:
  • Centre Details: Names of training centres.
  • Course Templates: Definitions for course structures, including template names, descriptions, and "scoring criteria" or "sessions" (tasks) with their types (score, checkbox, text) and maximum scores.
  • Course Details: Names, descriptions, locations, start and end dates, and associated templates for courses.
  • Access Window Details: Names, expiry timestamps, unique shortcodes, and linked session names for access windows.
  • Candidate Information: Full names of candidates, their assigned teams, and uploaded photos (stored in Firebase Storage).
  • Scoring Data: Scores, text comments, or checkbox selections entered by instructors for candidates, linked to specific sessions, candidates, access windows, and courses. This also includes the instructor's access shortcode and a timestamp of when the score was recorded.
• Instructor Information: For instructors using the "Join Session" feature, access is granted via temporary, single-use access codes. While we do not create permanent accounts for instructors, the shortcode used to enter a score is logged for auditing purposes.

2. How We Use Your Information

We use the collected information for the following purposes:

• **To Provide and Maintain the Service:** This includes managing user accounts, facilitating access control for administrators and instructors, and enabling the core functionality of creating, managing, and scoring courses and candidates.
• **To Personalise Your Experience:** To display relevant course, candidate, and scoring data to authorised users based on their assigned roles and centre affiliations.
• **For Internal Operations:** This involves troubleshooting, data analysis, testing, research, statistical, and survey purposes to ensure the application's stability and performance.
• **For Communication:** To send password reset links and other essential service-related communications.
• **For Security:** To protect against fraudulent or illegal activity and to ensure the security of our application and data.

3. Data Storage and Security

All application data is securely stored on Google Cloud Platform's Firebase services. We rely on Google's robust security measures to protect your data from unauthorised access, alteration, disclosure, or destruction. Access to user data within the application is restricted to authorised individuals based on their roles (Super Admin, Centre Admin, Instructor) and is used solely for operating the service.

4. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. When it is no longer necessary to retain your data, we will securely delete or anonymise it.

5. Your Data Protection Rights

As a data subject in the UK, you have certain rights concerning your personal data:

• **Right to Access:** You have the right to request copies of your personal data.
• **Right to Rectification:** You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• **Right to Erasure:** You have the right to request that we erase your personal data, under certain conditions.
• **Right to Restrict Processing:** You have the right to request that we restrict the processing of your personal data, under certain conditions.
• **Right to Object to Processing:** You have the right to object to our processing of your personal data, under certain conditions.
• **Right to Data Portability:** You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact us using the details provided below.

6. Cookies

Our application uses essential cookies to ensure the website functions correctly and to keep you securely logged in. We use Google Firebase Authentication, which sets cookies for authentication purposes. We also use your browser's local storage to remember your consent to our policies, so you don't see the consent banner on every visit. We do not use cookies for advertising or third-party tracking. For more details, please refer to our Cookie Policy.

7. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

8. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

enquiries@mgecs.co.uk