This Privacy Policy explains how QA Associates Ltd, trading as ExamBox ("QA Associates", "ExamBox", "we", "us", "our"), collects, uses and protects personal data when you use our website at lewedesignn.wixstudio.com/exambox (the "Site"), and when you use our assessment, marking, staffing and training services.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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This document is a starting template built from the content of your site. It isn't a substitute for legal advice — please have it reviewed by a solicitor before publishing, particularly because some of the data described below relates to children (exam candidates), which carries extra legal responsibilities.

QA Associates Ltd ("QA Associates"), trading as ExamBox, is the data controller for the personal data described in this policy, except where stated otherwise (see Section 6).

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Registered/trading address: 81 Hickton Road, Swanwick, Derbyshire, DE55 1AG

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Contact:

• Phone: 0115 647 6245

• Email: info@qa-associates.co.uk

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[Insert company registration number and ICO registration number here.]

We work in partnership with Skillbox.me Ltd, our specialist staffing and events partner, and with our AI marking technology partner, referred to on our site as Excelas.ai, Where these partners process personal data on our behalf, this is set out below.

The personal data we collect depends on how you interact with us.

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2.1 Website visitors

• Technical data such as IP address, browser type, device information and pages visited, collected via cookies and similar technologies (see our separate Cookie Policy).

• Any information you submit through our "Talk to us" or "Contact" forms — typically your name, email address, phone number, organisation, and the content of your message.

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2.2 Schools, exam centres and prospective clients

• Contact details of staff at schools, colleges and exam centres who enquire about or use our services (name, job title, email, phone number, school/centre name and address).

• Quote and order details when you request pricing for mock exam marking or other services.

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2.3 Exam candidates (students)

Where we provide marking, moderation or assessment services (including through our AI-powered marking platform), we may process:

• Candidate name and/or candidate number, centre number and centre name.

• Exam scripts, answers and coursework submitted for marking.

• Marks, grades, feedback and moderation records.

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Please note: many candidates are children. In most cases, the school or exam centre that submits scripts for marking is the data controller for pupil data, and QA Associates/ExamBox (together with our AI marking partner) acts as a data processor, marking on the school's instructions under a data processing agreement.

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2.4 Job applicants and specialist staff

Through our "Join" page and our staffing services delivered with Skillbox.me Ltd, we may collect:

• CVs, application forms, references and right-to-work documentation.

• Availability, skills, experience and event/placement history.

• Emergency contact details for staff placed on events or assignments.

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2.5 Course learners

For CPD, BTEC and other qualification or verification services, we may collect learner details, enrolment information, assessment records and certification data as required by the relevant awarding body.

We use personal data for the following purposes:

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• Delivering our services — marking and moderating exam scripts, providing assessment feedback, and running verification and qualification services.

• Providing staffing services — matching and placing specialist staff on events and assignments with Skillbox.me Ltd.

• Managing enquiries and quotes — responding to contact form submissions and preparing quotes for mock exam marking.

• Recruitment — assessing job applications and placement suitability.

• Customer and school relationship management — communicating with schools and exam centres about their accounts and orders.

• Improving our Site — understanding how visitors use our Site via analytics cookies.

• Marketing — sending updates about our services, where you have consented or where permitted by law (e.g. existing customer communications).

• Legal and regulatory compliance — meeting record-keeping obligations to awarding bodies, exam boards or regulators.

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Legal basis for processing

Depending on the purpose, we rely on one or more of the following legal bases under UK GDPR:

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• Contract — to provide services you or your school have requested.

• Legitimate interests — to run and improve our business, respond to enquiries, and prevent fraud, provided this does not override your rights.

• Consent — for marketing communications and non-essential cookies.

• Legal obligation — to comply with regulatory, safeguarding or awarding body requirements.

We share personal data only where necessary, including with:

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• Skillbox.me Ltd — our staffing and events partner, for the delivery of specialist staffing, events and personnel services.

• Excelas.ai — our AI marking technology partner, for the processing of exam scripts as part of our AI-assisted marking platform.

• IT and hosting providers, including our website platform (Wix) and any email, CRM or storage providers we use to run the business.

• Schools, exam centres and awarding bodies, where necessary to deliver marking, moderation or verification services.

• Regulators or authorities, where required by law.

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We do not sell personal data to third parties.

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International transfers

If any of our processors (including AI marking or hosting providers) store or process data outside the UK or European Economic Area, we will ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement or adequacy regulations. 

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, safeguarding or awarding-body record-keeping requirements. Retention periods vary by data type — for example, exam scripts and marking records may need to be retained for a set period for moderation or appeals purposes.

Some of the personal data we process — exam scripts, candidate numbers and marks — relates to children. We take extra care with this data:

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• Wherever possible, we process this data as a processor acting on the instructions of the school or exam centre, which remains the data controller responsible for the pupil relationship.

• We do not use children's exam data for marketing purposes.

• Access to candidate data is restricted to staff and systems that need it to deliver marking and moderation services.

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Parents or guardians with questions about how their child's exam data is used should, in the first instance, contact their child's school, who can direct any request to us if needed.

Our Site uses cookies and similar technologies to operate, secure and improve the Site, and — where you consent — for analytics. Full details of the cookies we use and how to manage your preferences are set out in our separate Cookie Policy, available via the link in our website footer.

Under UK GDPR, you have the right to:

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• Access the personal data we hold about you.

• Request correction of inaccurate data.

• Request erasure of your data, in certain circumstances.

• Request restriction of processing, in certain circumstances.

• Object to processing based on legitimate interests or for direct marketing.

• Request data portability, where technically feasible.

• Withdraw consent at any time, where processing is based on consent.

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To exercise any of these rights, contact us at info@qa-associates.co.uk or 0115 647 6245.

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If you are not satisfied with how we handle your data, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse, including access controls, secure hosting and agreements with our processors requiring them to protect data to an equivalent standard.

Our Site may contain links to third-party websites, including LinkedIn and Facebook. We are not responsible for the privacy practices of those third-party sites, and we encourage you to review their own privacy policies.

We may update this Privacy Policy from time to time to reflect changes in our services, technology or the law. The date at the top of this page shows when it was last updated. We encourage you to review this page periodically.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

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QA Associates Ltd (trading as ExamBox) 81 Hickton Road, Swanwick, Derbyshire, DE55 1AG Phone: 0115 647 6245 Email: info@qa-associates.co.uk