Privacy Notice

The General Section of this privacy policy applies to the use of all personal information gathered by us. Please read this section carefully. There then follow a number of Specific Section(s) which may or may not apply to you depending on how you interact with us. Please read the relevant sections that apply to you.

  1. General Section
  2. Website users
    If you visit our Websites
  3. Recruitment Applicants
    When you apply for an employment opportunity
  4. Subscribers
    When you sign up to receive marketing communications from us
  5. Members/Assessors/Office Bearers/Committee Members
    When you apply and are accepted to be a member of The Academy of Experts or if you have agreed to be an Assessor, Office Bearer or Committee Member of The Academy of Experts
  6. Event/Training Attendees
    When you sign up and attend an event run by The Academy of Experts
  7. Lawyers/Litigants
    When you engage our services to help you find an Expert Witness/Mediator
  8. Complainants
    When you raise a concern or make a complaint to us
  9. Next of Kin/Emergency Contacts
    When we are provided your details by our trainers or employees in case of any emergency
  10. Referees
    When you provide a reference for our employees, members or trainers
  11. Speakers and Trainers/Tutors
    When you provide speaking, training, and tutoring services on our behalf
  12. Suppliers and Service Providers
    When you provide services to us
  13. Customers
    When you purchase products from us
  14. Visitors
    When you visit our premises

Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used which are provided by Google Analytics. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. All of this data is anonymised.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Queries and complaints

If you contact us using any of the email addresses, phone numbers or postal addresses provided on the Websites to submit a query or a complaint to us we will use the contact details you provide to respond to your query or complaint. Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to respond to questions or queries you have raised.

If you contact us about an event enquiry, we will ue the information you provide to correspond with you about the event and register you for the event, if requested. Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to respond to your query about an event or training session we are hosting. When you enquire about an event or training course, we collect your name, telephone number, email address, company name and address and billing name and address along with details of your enquiry.

For more information on how we use your information when you sign up for an event/training course, please see Section 6 below.

Forms

We have forms on our Websites to allow you to sign up and/or register for an event/training course. You are able to download these forms and email or post them to us to be registered for an event/training course or alternatively you can phone or email us to book you a place on an event/training session.

Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to book you a place on an event/training course.

For more information on how we use your information when you sign up for an event/training course, please see Section 6 below.

Specific Retention Periods for Website Users

We will retain your personal information for the following time periods:

Information we collect from you when you contact us: please refer to specific section below (for example if you have contacted us about an event/training session, please see section 6 below or if you have contacted us about a complaint, please see section 8 below).

Information we collect through our Websites: 2 years.

Generally, we will use your personal data for the purposes of the application process. We have set out in the table below further detail in this regard.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Your name (first name and surname), title and contact details (e.g. telephone numbers (mobile and landline), postal address, email address)

To contact you in relation to your application

To take steps to enter into contractual relationship – employment contract

N/A

We will be unable to consider you for a position.

Details of your qualifications, skills, experience and employment history

To assess whether you have the correct qualities for the role

To take steps to enter into contractual relationship – employment contract

N/A

We will be unable to consider you for a position.

Information about your entitlement to work in the UK

To verify that you are eligible to work in the UK

Legal Obligation

N/A

We will be unable to consider you for a position.

Diversity monitoring information such as sex, age, religion, race and disability

To ensure we make reasonable adjustments during the recruitment process (if applicable).

On the basis of your and our legitimate interest

Necessary for the purposes of carrying out the obligations and exercising our rights or your rights in the field of employment.

We will be unable to consider you for a position.

Specific retention periods for recruitment applicants

  • Speculative applications (e.g. vacancy enquiries or non-specific applications) - will be will be held within the HR records for a period of 6 months after receipt before being deleted or destroyed.
  • Unsuccessful applications (e.g. not short-listed after initial application or unsuccessful after interview) - will be held within the HR records for a period of 6 months once the recruitment campaign has closed before being deleted or destroyed. This information is mainly used for providing candidate feedback, monitoring and statutory reporting purposes and should we need to contact a reserve candidate, if agreed in advance, in the event of a withdrawal or a similar position were to become vacant within a 6-month period. 

  • Successful applications - once a successful candidate has taken up employment with TAE, they should refer to the HR Privacy Policy. Once employment with TAE has ended, we will retain your information in accordance with the requirements of our retention schedule and then delete it. Generally this is 1/2 years after employment has ended unless records form part of accounting records, they are held for 7 years after termination of employment.

Generally, we will use your personal data for the purposes of sending you our newsletters and managing your subscription preferences. We have set out in the table below further detail in this regard.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Names (first name and surname)

To allow us to send you our newsletter and our Journal (The Expert & Dispute Resolver) in hard copy and keep you informed of new courses and Academy technical information

Explicit Consent

N/A

N/A

Email Address

To allow us to send you our newsletter and keep you informed of new courses and Academy technical information.

Explicit Consent

N/A

N/A

Company Name, Region and Profession

To allow us to send you our newsletter and keep you informed of new courses and Academy technical information.

Explicit Consent

N/A

N/A

Specific Retention Periods for Subscribers

We will retain your personal information for the duration of your subscription. You have the right to withdraw your consent at any time by contacting us using the details at section (iii) of the General Section above.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Name and contact details (first name, last name, profession, company/firm, address, telephone number, email address), membership number (if applicable)

To ensure that we can contact you in relation to the event/training we are providing to you.

Contractual obligation (to provide the training services requested by the individual)

N/A

We will not be able to provide the event/training services as requested.

Payment details

To take payment for the event/training we are providing to you.

Contractual obligation (to provide the training services requested by the individual)

N/A

We will not be able to provide the event/training services as requested.

Dietary requirements

To ensure that we can cater to your needs during the event/training.

Contractual obligation (to provide the training services requested by the individual)

Explicit Consent

We will not be able to provide the event/training services as requested.

Health information (disability etc.)

To ensure that we can cater to your needs during the event/training.

Contractual obligation (to provide the training services requested by the individual)

Explicit Consent

We will not be able to provide the event/training services as requested.

Specific Retention Periods for Event/Training Attendees

We will retain your data indefinitely, however this would be in an archived format after 7 years.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Name (title, first name, surname)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Firm (if applicable)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Contact name (if lawyer)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Address (Post and DX)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Telephone number (work or mobile)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Fax (if applicable)

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Email address

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Case details

To find a mediator/expert in line with contract between applicant and TAE

Contractual obligation

N/A

We will not be able to find you a mediator/expert in line with your requirements.

Specific Retention Periods for Lawyers/Litigants and related case details

We will retain your data for 7 years to comply with our accounting requirements.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Names (title, first name, surname); Address; Telephone (work. Mobile and Landline); email address

To communicate with you in relation to the complaint you have made.

Legitimate interests of complainant (to have their complaint investigated and dealt with) and legitimate interests of TAE (to investigate any complaints and ensure that members are upholding values of TAE and not breaching terms of membership).

N/A

N/A

Details of complaint

To allow us to investigate the complaint you have made.

Legitimate interests of complainant (to have their complaint investigated and dealt with) and legitimate interests of TAE (to investigate any complaints and ensure that members are upholding values of TAE and not breaching terms of membership).

N/A

N/A

Specific Retention Periods for Complainants

We will retain your data for the duration of the investigation and outcome of any complaint made and indefinitely thereafter.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Name (Title, first name, surname)

To ensure that we have contact details for employees/trainers in an emergency.

TAE’s legitimate interests of being able to contact you in the event of an emergency.

N/A

N/A

Address

To ensure that we have contact details for employees/trainers in an emergency.

TAE’s legitimate interests of being able to contact you in the event of an emergency.

N/A

N/A

Telephone Number

To ensure that we have contact details for employees/trainers in an emergency.

TAE’s legitimate interests of being able to contact you in the event of an emergency.

N/A

N/A

Email Address

To ensure that we have contact details for employees/trainers in an emergency.

TAE’s legitimate interests of being able to contact you in the event of an emergency.

N/A

N/A

Specific Retention Periods for Next of Kin/ Emergency Contact

We will retain your data for three years after last contact with employee/trainer.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Names (title, first name, surname); mobile and landline telephone numbers; email address.

To contact you to provide a reference for our employee/member/trainer.

TAE’s legitimate interests (in ensuring that employees/members have sufficient skills, experience and qualifications).

N/A

N/A

Occupation

To contact you to provide a reference for our employee/member/trainer.

TAE’s legitimate interests (in ensuring that employees/members have sufficient skills, experience and qualifications).

N/A

N/A

Membership number (if applicable) and membership of other expert organisations

To contact you to provide a reference for our employee/member/trainer.

TAE’s legitimate interests (in ensuring that employees/members have sufficient skills, experience and qualifications).

N/A

N/A

Legal or other professional firm

To contact you to provide a reference for our employee/member/trainer.

TAE’s legitimate interests (in ensuring that employees/members have sufficient skills, experience and qualifications).

N/A

N/A

Address (post and DX)

To contact you to provide a reference for our employee/member/trainer.

TAE’s legitimate interests (in ensuring that employees/members have sufficient skills, experience and qualifications).

N/A

N/A

Specific Retention Periods for referees

In the case of employee referees we will retain your data for 7 years.
In the case of members referees we will retain your data indefinitely as part of the membership record.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Title, first name and surname

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

N/A

We will be unable to engage with you to provide services to us.

Address, telephone and mobile number; fax number and email address

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

N/A

We will be unable to engage with you to provide services to us.

To send you marketing information and keep you updated on our work

We will contact you via live telephone call and postal mail based on our legitimate interests (in keeping you up to date with our work and new developments).

We will only contact you via e-mail, text message or automated phonecall based on your consent.

 

 

Next of kin details (name and contact information)

To contact you in relation to the contract we have with you to provide services to you and to contact a family member/next of kin in an emergency.

Contractual Obligation

N/A

We will be unable to engage with you to provide services to us.

Bank account details, payment records and tax status information

To be able to pay you for services delivered

Contractual Obligation

N/A

We will be unable to pay you

Tutor Agreement

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

 

We will be unable to engage with you to provide services to us.

Passport number and copy of passport – may reveal ethnicity

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

Explicit Consent

We will be unable to engage with you to provide services to us.

Religion

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

Explicit Consent

We will be unable to engage with you to provide services to us.

Medical Information (blood type, medication, allergies, medical history immunisation/vaccination records)

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

Explicit Consent

We will be unable to engage with you to provide services to us.

Medical/travel insurance details

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

 

We will be unable to engage with you to provide services to us.

Skills, qualifications and experience

To contact you in relation to the contract we have with you to provide services to you.

Contractual Obligation

N/A

We will be unable to engage with you to provide services to us.

Specific Retention Periods for Trainers/Tutors and Speakers

We will retain your data for the duration of any contract we have with you and for a period of seven years after the contract has expired or has been terminated.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Names (title, first name, surname)

To contact you in relation to services you are providing to us

Contractual Obligation

N/A

We will be unable to instruct you to perform services on our behalf.

Address

To contact you in relation to services you are providing to us

Contractual Obligation

N/A

We will be unable to instruct you to perform services on our behalf.

Contact details (telephone and email)

To contact you in relation to services you are providing to us

Contractual Obligation

N/A

We will be unable to instruct you to perform services on our behalf.

Bank account details

To be able to pay you for the goods and services you have supplied to us

Contractual Obligation

N/A

We will be unable to pay you for your goods and or services

Specific Retention Periods for Supplier and Service Providers

Please refer to our general retention periods in section 1.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Names (title, first name, surname), address, email address, telephone number

To process and fulfil your order, as requested.

Contractual Obligation

N/A

We will be unable to process and/or fulfil your order.

To send you marketing information and keep you updated on our work

We will contact you via live telephone call and postal mail based on our legitimate interests (in keeping you up to date with our work and new developments).

We will only contact you via e-mail, text message or automated phonecall based on your consent.

N/A

N/A

Username and password

To process your order more efficiently. We get this information when you sign up to create an account with us.

Contractual obligation – to fulfil your request for an account with us.

N/A

We will be unable to process your order in accordance with your account preferences.

Order History

To process and fulfil your order, as requested.

Contractual Obligation

N/A

We will be unable to process and/or fulfil your order.

Payment details

To process and fulfil your order, as requested.

Contractual Obligation

N/A

We will be unable to process and/or fulfil your order.

Specific Retention Periods for Customers

If you have purchased any item as a customer from our Websites, we will hold your contact information for a period of seven (7) years after your last point of contact. This is so that we can send you information and marketing materials related to goods, services and activities which we feel may be relevant to you.

INFORMATION

WHY WE COLLECT IT

LEGAL BASIS

SPECIAL CATEGORY DATA CONDITION

EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION

Name, address and contact details

To ensure that we know who is on our premises.

Our legitimate interests (in ensuring safety in our premises)

N/A

N/A

CCTV Images

For our own health and safety and to ensure that we protect our premises.

Our legitimate interests (in ensuring the safety of our premises)

N/A

N/A

Specific Retention Periods for Visitors

We will retain your data for seven (7) years.