Privacy Policy

Your information and data protection

What’s this policy about and when does it apply?

Your privacy is important to us at Study Oraculi Limited ',  the company,  and we’re proud to be aware of and committed to all relevant laws and regulations relating to the collection, storage and use of data (including GDPR). In this policy we want to explain to you how we:

• use your personal data

• comply with the data protection legal obligations which apply to us and this Website

so that you understand and have a choice about how your personal data is collected, used and stored (processed).

The policy applies when you use our Website and is part of our terms and conditions which are available upon request. This policy was last updated on 3/06/24. 

We may make changes to the policy (for example to keep up with changes in the law) so we advise you to check the policy as you use the Website and our services, although we will let you know about material changes. 

Who are you?

We are Study Oraculi Limited

Our Registered Office is at  272 Bath Street, Glasgow, Lanarkshire, Scotland, G2 4JR .

Our email address is support@studyoraculi.co.uk and our managing director can be contacted at alan@studyoraculi.co.uk our website is https://www.studyoraculi.co.uk   

What personal data and information do you collect?

Personal data is any information that could identify you, including your name, address, email address, and IP address. Special category data is more sensitive, such as information about your health or ethnic origin. We do not process any special category data or data relating to payment.

Depending on how you use the Website and what we provide to you, we collect a range of personal data from you, including your name and contact information (such as your business address, telephone number and email) as well as other information which you choose to give us as you use the Website and our services. We collect only the minimum possible data to provide access to our procurement service. This includes your name, business email address, place of work, and job role. As you can see, though it is ‘personal data’, this is non-sensitive information that is simply used to link universities and students with one of our mentors ( sometimes more than one depending on the needs) that may be able to supply their purchasing requirements. We ask for this data directly from you when you create an account with us; you can update this at any time.

If you choose not to provide us with personal data, we may be unable to provide some services to you. For example, without your email address we will not be able to email you.

How do you collect personal data?

We may collect your personal data from you in the following ways

• Forms you complete on the Website, such as when you register with us

• Information you provide to us or when you ask us to provide services to you

• The information you provide when you communicate with us such as by email

• Any surveys or feedback requests which you choose to complete or competitions which you choose to enter

• Information about your visits to our Website which will include (but are not limited to) your IP address, online tracking such as location, browser and type of device you use

It is therefore important that you consider what data/information that you wish to share with us and other Website Users. For example, if

• you are a university and do not wish to share personal data, such as the name of an appointed representative/person/student, please do not include it  

How do you use personal information?

We use personal data so that we can

• Set up your account and for administration related to your use of the Website

• Send you any information via your business email address that you provide, such as updates on the status and progress of any Procurement Projects you are involved with or relevant messages received. You may also receive updates on new informative content with regard to the Website that may be of interest to the education sector

• Deal with any request for help or answer your queries and support generally

• Give you the best user experience and to enable you to participate in interactive features of our Website

• To analyse and monitor how our Website is used and to help us to administer it (including security and fraud detection) and to run our business generally

Since we only link students with services and do not carry out any financial transactions on the Website, we do not take any further details nor payment details at any point. 

Via your business email address that you provide, you will receive updates on the status and progress of services requested.

What is the lawful basis for processing my personal data?

The law says that we cannot process (collect, use or store) your information unless we have a lawful basis for doing so. There are several lawful bases which we rely on, including:

• consent – when you agree that we can use your personal data in a particular way

• contract – to fulfil our contractual obligations to you or because you have asked us to do something before we enter into a contract together

• legal obligation – when the law says that we must, such as for tax reasons

• legitimate interests – when we use your personal data in ways you would reasonably expect, and which have a minimal privacy impact, or where there is a compelling justification

• We have conducted a thorough Legitimate Interest Assessment and balancing test (both of which are regularly reviewed) and concluded that data can be processed and stored based on the Legitimate Interests option under GDPR. This means that we have identified that the Legitimate Interests of ourselves as suppliers of the Website, and those of the Website users who provide their data in order to utilise the procurement service we provide, do not negatively impact on the rights of the data subjects (yourselves, the Website users).

Simply put: we cannot run our service of connecting students and mentors without collecting this minimal information from you to create your account – and you cannot use our service without providing the data to create an account. 

Since you’re here because you want to use our service, you would reasonably expect this data to be gathered. You will gain a valuable amenity via this data processing, and there will be no negative impact on your rights or freedoms as a result.

Who do you share personal data with?

There may be times when we must share your personal data with others, for example, where the law requires us or to enforce our rights or protect others, such as for fraud prevention. We may also:

• Allow authorised third parties (see table below) to track and store information about visitors to our Website (including IP addresses)

• Disclose your personal data to those who are providing services to us if they have appropriate processes to protect it

Who we share with:

Google Analytics

Why we share it

Web analytics

Where can the Privacy policy of Google be found

https://policies.google.com/privacy?hl=en-GB

We require all these third parties to respect your personal data, to process it on our instructions and comply with current law in relation to data protection.

Otherwise we will only share your personal information if you have consented to this - we do not share or sell it to third parties. Since we provide a primarily anonymous service, throughout the procurement process your details will not generally be disclosed unless

• you are and have provided information (for example by completing a Proposal) which you agree to share with a Student as part of the procurement process or

• you are a student and you have directly invited another to join Study Oraculi Limiteds activities, including (but not limited to) signing up for an account, joining a group or participating in other services.

What are my personal data rights?

The law gives you certain rights in relation to your personal data and to exercise or discuss these rights contact the Data Protection Officer at Study Oraculi Ltd,  272 Bath Street, Glasgow, Lanarkshire, Scotland, G2 4JR 

Our email address is support@studyoraculi.co.uk and our website is https://www.studyoraculi.co.uk   

The following rights apply to personal data we collect and process so that you can

• Access your personal data

• Rectify your personal data if it is inaccurate or incomplete

• Ask us to erase your personal data and prevent processing in specific circumstances

• Restrict processing of your personal data in certain circumstances

• Obtain and reuse your personal data for your own purposes across different services

• Object to processing your personal data in certain circumstances

.

You also have the right to lodge any data protection complaints with the Information Commissioner's Office (ICO), the UK’s supervisory authority. 

Visit www.ico.org.uk for more information including how to access their helpline.

What about using, storing and transferring personal data?

Access to all data held by Study Oraculi Limited  is restricted to those employees who need it. All employees’ access is based on individual user accounts that are password restricted, with monthly password changes in place. 

Passwords are set for high security. The data itself is stored on dedicated servers which have restricted access both physically (housed in a security-controlled server room) and limited network access based on role and permission groups. All systems are protected with an industry-standard firewall.

We keep your personal data only for as long as it is reasonably required and then it will be deleted or destroyed or anonymised.

All data held is reviewed regularly with regard to the age of the data, its benefit and its accuracy, and we hold it for as long as each user may reasonably be expected to want access to their account. We do not delete data after a set period of time as this would result in the entire deletion of the user’s account, meaning all of their records on any past procurement (the retention of which forms a valuable part of our service and may be vital in the event of a legal challenge or audit, for example) would be lost, and furthermore the user would no longer have access to the service. We will therefore delete data held when an individual requests that we do so, because they no longer want access to the procurement service or any of their previous records.

Our Data Retention Policy:

Data Subject How long is personal data kept?

Website Users

We will retain personal data for 2 years from the date that you ceased to be a service User.

Potential Users

We will retain personal data for 12 months from the date of our last contact.

Potential Suppliers

We will retain personal data for 12 months from the date of the last time you contacted us.

Suppliers

We will retain personal data for 2 years from the date that you cease to be a supplier.

Service Users ( Student, University, College)

We will retain personal data for 2 years from the last date that you cease to be a service user.

Your data may be transferred or stored outside the EU to countries which may not have the same data protection as the EU but, if we do this, we will have an agreement with the third party who will be using an approved mechanism to keep personal data secure.

Data security and our data protection policy

To protect your personal data, we have put the following measures in place:

• security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed (including SSL, encryption and restricted access)

• internal policies and procedures (including our data protection policy) to deal with any issues, including notifying you where applicable of any breach.

Data is stored in a SQL database, and the site uses HTTPS Protocol so when data is transferred it is encrypted. Access to all data held by studyoraculi.co. to those employees and mentors who need it. All employees’ access is based on individual user accounts that are password restricted, with monthly password changes in place. Passwords are set for high security. The data itself is stored on dedicated servers which have restricted access both physically (housed in a security-controlled server room) and limited network access based on role and permission groups. All systems are protected with an industry-standard firewall.

Our data protection policy forms part of all employees’ contracts of employment and includes rules relating to the collection, storage and use of personal data held by the company.  We aim to review our data processing at least once every 12 months to ensure we are holding as little data as possible, storing it securely, and processing it with minimal impact to the data subjects/Website Users.

Do you collect and process non-personal information?

When you use the Website we may also collect non-personal information or aggregated information – that is any information about more than one individual where the individual’s identity is unknown and cannot be inferred from that information. This helps us run our Website and business effectively.

We do use cookies. 

The Study Oraculi Limited website uses cookies to deliver a better and more personalised service to users. This Cookie Policy explains what cookies are, how they are used on the Website and how to manage their use.  

What is a Cookie? 

Cookies are small text files containing small amounts of information which are sent to and stored on your computer, smartphone or other device when you access a website. Cookies are then sent back to the originating website on each subsequent visit or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user's device. You can find more information about cookies at www.allaboutcookies.org.  Use of Cookies on the Website Cookies are used on the Website for a number of reasons. This includes, but is not limited to, the following: (i) to allow users to log in and register with Study Oraculi; (ii) to allow users to choose log-in preferences; (iii) to monitor and collect information about transactions placed on the Website; and (iv) for fraud prevention purposes and generally to safeguard privacy. Cookies are generally used to improve and enhance the user experience. Some of the cookies we use are essential for the Website to operate. Study Orcaulis use of cookies on the Website falls into the following categories: 

-Session Management - these cookies are essential to enable use of the Website, they manage session information and enable users to navigate through the Website. 

-Functionality - these cookies store information which enables us to remember user preferences e.g. preferred language, sort types, media settings. They are also used to improve users' experience by, for example, stopping users from being shown the same message twice. 

-Fraud Prevention - these cookies store information which helps us stop fraudulent use of the Website. 

We analyse – these cookies allow us to recognise and count the number of users and to see how users move around our Website when they are using it. This helps us to improve the way the Website works, for example, by ensuring that users are finding what they are looking for easily and to deliver adverts and information which are more relevant to each user and their interests and to monitor the effectiveness of such adverts and information. Theorise might, from time to time, use carefully selected third party tracking and/or analytical cookies to assist in improving the Website and Study Oraculis services for users. Where links are provided on the Website to third party websites it is important to remember that those websites will have their own cookies and privacy policies which will govern any information you may submit. If you decide to use any linked third party, websites please read their cookies and privacy policies before doing so.  Managing Cookies If you want to delete any cookies already stored on your computer or stop the cookies that keep track of your browsing patterns on the Website, you can do so by deleting your existing cookies and/or altering your browser's privacy settings (the process you follow will differ from browser to browser). If you would like more information on how to disable cookies or change your privacy settings, please visit www.allaboutcookies.org. Your browser's 'help' function should also tell you how to do this. Please note that deleting our cookies or disabling our future cookies means that you may not be able to access certain areas or features of the Website.  

What about third parties and social media?

You may visit or leave our Website by clicking a link to or from another website or platform operated by a third party – for example, you may use social media icons (such as Twitter). If you do this, please also take the time to read the relevant privacy information provided by other websites/platforms because they may be different. 

Your information will only be shared where you have agreed to permit this.