Back2study customer privacy notice
Registered name: Associate Management Systems Ltd.
We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone: 02038807007
Email: info@back2study.com
What information we collect, use, and why
We collect or use the following information for student education and welfare:
Lawful bases and data protection rights
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 set out in brief 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.
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:
Where we get personal information from
How long we keep information
We retain personal data only for as long as it is necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements. When data is no longer required, it is securely deleted or anonymised.
| Category of Data | Purpose of Processing | Retention Period | Disposal Method |
| Account Information (e.g. name, contact details, login credentials) | To create and maintain user accounts | Retained for as long as the account remains active. Deleted within years of account closure or inactivity. | Secure deletion from systems and backups. |
| Customer Relationship Data (stored in Zoho CRM) | To manage enquiries, sales, and customer relationships | Retained for 6 years from the last interaction, in line with business record-keeping obligations. | Secure deletion or anonymisation within Zoho CRM. |
| Payment and Transaction Data | To process payments and comply with financial and tax laws | Retained for 7 years after the transaction, as required by accounting regulations. | Secure deletion from payment records and systems. |
| Marketing and Communication Preferences | To send newsletters and promotional materials | Retained until the individual unsubscribes or withdraws consent. | Immediate removal from mailing lists upon request. |
| Website Usage Data (cookies, analytics, IP logs) | To analyse website performance and user experience | Retained for up to 26 months from the date of collection. | Automatic deletion or anonymisation via analytics tools. |
| Job Applications / Recruitment Data | To evaluate candidates for employment opportunities | Retained for up to 12 months after the recruitment process ends, unless consent for longer retention is obtained. | Secure deletion from recruitment systems. |
| Legal or Contractual Documents | To protect legal rights and comply with obligations | Retained for the duration of the contract plus 6 years thereafter. | Secure deletion following expiry. |
Data Disposal:
All personal data scheduled for deletion is permanently and securely removed from our systems and any third-party services (such as Zoho CRM or payment processors). Backup copies are deleted according to their respective retention policies.
Who we share information with
Data processors: Zoho CRM
This data processor does the following activities for us: This data processor does the following activities for us: We use Zoho CRM, a customer relationship management platform provided by Zoho Corporation, to help us manage our interactions with customers and improve our services. Zoho CRM enables us to securely store and organize customer information, track communications, and provide timely and personalized support. Any personal data processed through Zoho CRM is used solely for legitimate business purposes—such as responding to inquiries, managing customer relationships, and delivering our products or services. Zoho acts as a data processor on our behalf and complies with applicable data protection laws.
Others we share personal information with
Sharing information outside the UK
Where necessary, we will 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: ZOHO
Category of recipient: Storage and CRM provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
We will be in touch within 24 hours to arrange your initial consultation.
