ILSPA's Privacy Notice

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.

Enquirers

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 90 days. You will be sent follow up emails if you have requested course information. After 90 days, your data will be deleted.

Student Enrolments

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.  

Membership Applications

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.

Candidate Registrations

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.

Recruiter Registrations

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

ILSPA's database is securely built into our website and we hold data for:

• Existing Students
• Past Students
• Current Members
• Expired Members
• Registered Candidates
• Registered Recruiters

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.

Payment Systems

We use two different payment systems depending on whether an application is made over the telephone or online through our website.

PayPal: ILSPA uses PayPal to process payments from Students and Members if they apply over the telephone. Students’ and Members’ data are entered into PayPal’s payment secure system and either a one-off payment is processed or a payment plan is set up, depending on the arrangement. It is necessary to process this data so that Students and Members can pay their fees. Please see PayPal’s privacy policy here.

Stripe: ILSPA uses Stripe to process payments from Students and Members online through our website. Stripe is set up to automatically take payments from Students and Members online when they make an application with us and submit their data. Stripe also processes payment plans for ILSPA with data provided by Students and Members. It is necessary to process this data so that Students and Members can pay their fees. Please see Stripe’s privacy policy here.

MailChimp

ILSPA uses MailChimp to send emails to our Students, Members, Candidates, Recruiters and Enquirers. We compile lists of data from reports on our database and enter the lists into MailChimp for the relevant purposes outlined in this policy. We do not rent or trade email lists with other organisations. You can unsubscribe from our emails at any time by clicking on the unsubscribe link at the bottom of our emails. Please see MailChimp’s privacy policy here.

Dropbox

ILSPA uses Dropbox to keep a record of Enquirers’ personal data in order to send them the information they have requested from us. We delete the data within 60 days. Please see Dropbox’s privacy policy here.

Google Analytics

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.

Cookies

ILSPA’s websites use cookies to recognise you when you visit our site. Cookies are small files which are created when you visit a website to do things like track your activity such as which pages you have viewed, or which buttons you have clicked on, and also remember details such as your login information. The files are stored on your computer and the website you visit stores a corresponding file to recognise you. Cookies cannot be used to reveal personally identifying data and do not present a threat to privacy. They can only be used to store information that the user has volunteered or that the web server has already. It is possible for you to delete cookies if you wish.

Your Rights

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 info@institutelegalsecretaries.com. 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.

Consent

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 info@institutelegalsecretaries.com.