Back2Study Customer Privacy Notice

Registered name: Associate Management Systems Ltd.

We are the controller of your personal data. This privacy notice explains how we collect, use, and protect 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, counselling, application support, and student finance assistance:

Names and contact details for students
Names and contact details for parents, guardians, or emergency contacts (where provided)
Gender and pronoun preferences
Date of birth
Identification documents (e.g. passport, ID, utility bills)
Residency proof documents (e.g. passport, home office letters)
Educational records and qualifications (certificate and transcripts)
Employment information (CVs and SOPs)
Financial information required for student finance applications (such as household income details, bank information, and supporting documents)
Information required to assist with student finance applications and account setup
Communication records (emails, call recordings, WhatsApp messages)
Technical data (IP address, device/browser data)
Photographs (where required for applications)

In limited cases, we may also process:

Welfare-related information (where voluntarily disclosed and relevant to support services)
Information relating to criminal convictions (only where required by partner institutions and provided by you)

Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using your personal information.

Our lawful bases include:

Consent – where you have submitted your details via enquiry forms (including Meta/Facebook/Instagram lead forms) or agreed to be contacted
Legitimate Interest – to provide counselling services, respond to enquiries, and follow up on your application
Legal Obligation – to comply with regulatory, financial, and reporting requirements

Where we process sensitive data (including welfare or financial information), or assist with student finance applications or account access, we rely on your explicit consent.

Your data protection rights

You have the right to:

Access your personal data
Rectify inaccurate or incomplete data
Request erasure of your data
Restrict processing
Object to processing
Data portability
Withdraw consent at any time

We will respond to requests within one month.

Where we get personal information from

We collect personal data from:

Directly from you (via phone, email, WhatsApp, or forms)
Our website enquiry forms
Third-party lead generation platforms (such as Meta/Facebook, Google and Instagram), where you voluntarily submit your details
Documents and information provided during the application process
Publicly available sources (where relevant)

By submitting your information through these channels, you consent to being contacted by Back2Study via phone, email, and messaging platforms.

How long we keep information

We retain personal data only as long as necessary for the purposes it was collected.

Category of Data	Purpose	Retention Period	Disposal
Enquiry Data (no application submitted)	To manage enquiries and follow-ups	Up to 24 months from last interaction	Secure deletion
Applicant Data (application submitted but not enrolled)	To manage applications and communication	Up to 6 years from last interaction	Secure deletion/anonymisation
Enrolled Student Data	Compliance, audits, and regulatory requirements	Up to 7 years after enrolment	Secure deletion
Payment Data	Accounting and legal compliance	7 years	Secure deletion
Marketing Preferences	Marketing communications	Until opt-out/withdrawal	Immediate removal
Website Usage Data	Analytics	Up to 26 months	Automatic deletion
Recruitment Data	Hiring purposes	12 months	Secure deletion
Call Recordings (RingCentral)	Training, quality, compliance	Up to 6 months	Automatic deletion

All data is securely deleted or anonymised when no longer required.

Who we share information with

Data processors

We use the following processors:

Zoho CRM (USA) – customer relationship management and data storage
RingCentral – telephony and call management services
Meta Platforms (Facebook/WhatsApp) – communication and messaging services

These providers process data on our behalf in accordance with applicable data protection laws.

Others we share personal information with

We may share your data with:

Partner universities and colleges for the purpose of processing applications and enrolment
Student Finance England or relevant funding bodies where required for applications
Organisations we are legally required to share data with

We do not sell personal data to third parties.

Communication and Marketing

We may contact you via:

Phone calls
Email
WhatsApp and other messaging platforms

Calls may be recorded for training, quality assurance, and compliance purposes and retained for up to 6 months.

We may send follow-up and marketing communications relevant to your enquiry. You can opt out at any time by contacting us or using unsubscribe/opt-out options provided.

Student Finance Assistance

Where requested, we may assist students with student finance applications. This may involve reviewing and submitting supporting documentation, and guiding you through account setup processes.

In some cases, access to your student finance account may be provided by you to enable us to assist with the application process. Such access is always provided voluntarily and with your explicit consent.

We act solely as a support service and do not make decisions regarding student finance eligibility or approvals.

Sharing information outside the UK

Your data may be transferred outside the UK, including to the United States, due to our use of service providers such as Zoho CRM and Meta (WhatsApp).

We ensure appropriate safeguards are in place, including the use of Standard Contractual Clauses (SCCs) and UK addendums.

Data Security

We implement appropriate technical and organisational measures to protect your personal data, including secure systems, restricted access, and controlled data handling procedures.

Our role

Back2Study acts as an education consultancy and intermediary. We provide guidance and application support to students applying to partner institutions. Final decisions regarding course selection, applications, student finance, and enrolment remain with the student and the respective institutions.