The Institute of Legal Secretaries and PAs (ILSPA) is committed to maintaining the trust and confidence of our Enquirers, Students, Members, Candidates and Recruiters. We would like to assure you that the personal data we hold is only processed for the purpose in which it is provided. We have no interest in or reason to share your data with other organisations for marketing purposes. Within this privacy notice, we have outlined what data we hold, for what purposes, and the lawful basis for holding it. This provides transparency and peace of mind. ILSPA’s systems and processes are simple and well managed, and we have taken all the appropriate steps to ensure that your personal data is safe and secure.
The Institute of Legal Secretaries and PAs (ILSPA) acts as the data controller for personal information given to us and KB Software Ltd acts as a data processor. KB Software processes data on behalf of ILSPA but they do not have any responsibility or control over the data. Please see KB Software’s privacy notice here.
If we receive a request for information from you, we will send you what you require by email and keep your personal data on record for a maximum period of 60 days. You will be sent one follow up email if you have requested course information. After 60 days, your data will be deleted.
If we receive a course enrolment from you, we will register your personal data in our database so that we can hold a Student record for you. This will include your name and address, telephone number and email address along with your course details and results. Apart from what you specifically request, we will use your email address to send you information and encouragement emails throughout your studies, our monthly Legal Secretary Journal email (which is part of your Membership benefits), graduate information once you have passed and a customer survey. Your address will only be used to send you your results and certificate. Your telephone number will only be used should we need to contact you about your enrolment. Your payment details are entered into one of our payment systems depending on the type of application you make and are held there securely in order to process your course fees. We will hold your Student record securely within our database so that we have evidence of you taking our course and achieving a qualification, if awarded.
If we receive an application for Membership from you, we will register your personal data in our database so that we hold a Membership record for you. This will include your name and address, telephone number and email address together with your Membership status. Apart from what you specifically request, we will use your email address to send you Membership renewal reminders and our monthly Legal Secretary Journal email (which is part of your Membership benefits). Your address will only be used to send you a Membership Certificate, if relevant. Your telephone number will only be used should we need to contact you about your application. Your payment details will be entered into one of our payment systems depending on whether you apply over the telephone or online, in order to process your Membership fee. We will hold your Membership record securely within our database so that we have evidence of you being a Member and your status as a Legal Secretary.
If you apply for our Affiliate level Membership or above, we will need to hold a copy of your CV and verify the qualifications or experience stated as relevant. Your CV will be kept on your Membership record within our database.
If you register as a Candidate on our Legal Secretary Jobs Board, your personal data will be recorded in our database so that we can hold a Candidate profile for you. This will include your name, address, telephone number, email address, level of experience and CV. Being a registered Candidate enables you to apply for Legal Secretary Jobs and your profile and CV can be viewed by our registered Recruiters so they can contact you directly. When you provide specific consent, we will send you job notifications and newsletters to your email address.
If you register as a Recruiter on our Legal Secretary Jobs Board, the data you provide will be recorded in our database so that we can hold a Recruiter profile for you. This will include your name, address, telephone number, email address and company information. Being a registered Recruiter enables you to advertise Legal Secretary jobs, view applications and access our Candidate database. When you provide specific consent, we will send newsletters to your email address.
ILSPA's database is securely built into our website and we hold data for:
It is necessary to process and hold this data so that we have accurate records of past and present Students and Members. We can refer to our records for information, and Students and Members can request information from us in regards to their status and qualifications. In holding this data, we can also provide Student and Membership services to current Students and Members. We need to keep the data of candidates and recruiters for registration purposes on our jobs board, to be able to access their information when needed and provide them with the service required.
We use two different payment systems depending on whether an application is made over the telephone or online through our website.
ILSPA uses Google Analytics to track and report our website traffic. This helps us to see things like how many visitors come to our site each month, what pages they look at and how long they spend on the site. Google Analytics does not hold personal data for our visitors. Google Analytics puts tracking code in the pages of our websites and that code also runs in your browser when you visit our pages. The data collected is sent to Google Analytics.
You have a right to access any of the personal data that we hold for you. You are able to view, amend or have the data deleted upon request by emailing us at firstname.lastname@example.org. We will deal with your request within 24 hours, or if we receive your request at the weekend, we will deal with it on the following Monday.
By agreeing to the information relevant to you in this privacy notice, you are providing consent for us to process your personal data for the specific purposes outlined. You may withdraw your consent at any time by emailing us at email@example.com.