Data protection privacy notice
Please Review Our Privacy Notice Below
1 Scope
This privacy notice tells you what to expect us to do with your personal information.
2 About us
Sendient provides AI driven assessment products and services. We deliver the platform and services globally but have headquarters in the UK (Southam, Warwickshire).
Sendient is committed to protecting and respecting your privacy and complying with the principles of applicable data protection laws. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
3 How to contact us
Contact Details (Post):
- Sendient, Stoneythorpe Hall, Southam, Warwickshire, CV47 2DL
If you wish to contact us about your personal data or exercise any of the rights described in this policy please contact: [email protected]
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
4 What information we collect, use, and why
We currently collect and process the following information in relation to our SmartEducator platform:
- Names and contact details for students and educators (all students are enrolled through their Educators/schools, not direct with us)
- Date of birth/year groups
- Payment details and financial information including transactions
- Account access information
- Assessment marks and grades, results and qualifications
- Progress reports and feedback on assignments
- Information relating to compliments and complaints
We may also collect other information as part of the products and services we deliver. This will be specifically covered under service contracts with our clients.
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account login or user information
- Correspondence concerning the query/complaint
We collect or use the following information for information updates or marketing purposes:
- Names and contact details
- Address
- Marketing preferences
- Website and app user journey information
- IP addresses
- Details around the request in relation to the service enquiry being made
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
5 How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Information about you that you provide directly to us by filling in forms while registering for downloads, services, sales applications, responding to recruitment adverts or requests for information through our websites (e.g. Sendient.ai);
- Information that we need in order to deliver products or services that you have contracted with us;
- Contact details to provide you with marketing, research and innovation information about our activities and services;
- We may also ask you for information when you contact us through our support desk or make a complaint and, if you contact us, we may keep a record of that correspondence;
- You’re an employee and we use your data to process and manage your employment;
- Details of when you digitally interact with Sendient via our websites and other digital channels and the resources that you access which may include the use of cookies (subject to our Cookie policy).
Sendient also receive personal information indirectly, from the following sources in the following scenarios:
- Sales referrals – We will contact you and ask for your consent if a 3rd party passes us your details as a referral;
Sendient use the information that you have given us in order to:
- Ensure that content from our websites is presented in the most effective manner;
- Carry out our obligations arising from any contracts entered into between you and Sendient
- Provide you with information, products or services that you request from Sendient or which we feel may interest you, where we are legally entitled to do so;
- Notify you about changes to our products or service.
- We may ask you to complete optional surveys that will be used to provide you with a more relevant customer experience, service reviews/feedback, or in some cases, to answer research questions. The type, purpose and use of this data will be clearly laid out at the time of request.
- Maintain a record of emails and other communications we have sent to you and your interaction with them.
6 Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Sendient will not use any of the personal information we collect from you to make automated business decisions.
7 Recipients of personal data
We will share information about you with some of our suppliers who process data on our behalf to help us to provide services to you.
Categories of organisation and purpose
- Stripe (payment Provider) – to enable PCI compliant payment transactions (Sendient do not hold any payment data directly);
- Marketing agencies – to provide relevant digital content to our customers;
- Sendient registered event organisers – to enable event organisers to manage Sendient registered activities and communicate with participants.
- Microsoft (AI Model Hosting Provider) – For all hosted models, we opt out of any use of data we provide being used for training purposes or being used or retained by any 3rd party. The models are hosted instances in use by Sending only. We use the following providers for detecting the use of personal data:
- Microsoft AI Studio:
- Llama 3.2 (personal data detection)
We also use other AI models, but do not send personal data to these models by default, unless you as the user explicitly tell us to. These include:
- GPT-4o
- GPT-4o-mini
- text-embedding-ada-002
- Whisper
- Azure AI Vision
-
- OpenAI:
- Dalle-3 (Assignment cover images only)
9 International transfer of personal data
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Microsoft
Category of recipient: Cloud based AI Processor. All data is stored within the UK, but the use of the Azure AI LLM Models in Azure AI Studio processes data within their Sweeden datacentre. No data is shared with Microsoft directly or any other 3rd parties. All AI models do not use client dat for general training and no data is shared with anyone else for any other purpose.
Country the personal information is sent to: Sweeden
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
10 How long we keep information
We will hold information about you in our data systems only for as long as we need it and only for the purpose for which we collected it, which is as follows:
- If you have used our services (including purchasing services/products, engaging with emails and downloading content) Sendient will retain and process information about you. Should you wish to stop receiving marking emails from us and/or wish for us to delete your data, you have the option to ask us to do so. We will either stop sending your emails, or delete your data as requested.
- Sendient will hold details for a primary contact for any ongoing services or contracts for as long as there is a legitimate interest for us to do so.
- Personal data gathered as part of the delivery of professional or managed services about you, or employees or customers will be maintained for at least the minimum documented period as defined by regulation and/or legislation.
- Data gathered by consent will be held until that consent is removed or revoked.
- Personal data linked to the processing of insurance claims, subject access requests, disputes, disciplinary or police matters will only be kept for as long as it necessary for those purposes, as each is applicable.
11 Your rights as a data subject
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
12 Marketing Communications
If you would like to opt out of our marketing communications, please email us at [email protected] from the email you wish to unsubscribe.
