Privacy Policy
Last updated 7 September 2026This Privacy Notice for Sirrond Limited (“we”, “us”, or “our”) describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:• Visit our website at https://www.sirrond.co.uk, our portals (including dashboard.sirrond.co.uk and school subdomains on sirrond.co.uk), or any website of ours that links to this Privacy Notice• Use our hosted platform for UK schools to collect, review, and approve work experience referrals. Sirrond provides a multi-tenant web service that helps schools and Sirrond manage work experience referral forms. Through school-specific portals, a student, parent/guardian, or employer can complete and submit a digital referral. Schools review submissions (approve, request changes, or reject). Completers can update forms via secure magic links when changes are requested. Sirrond staff perform final approval. The service also supports capturing paper forms by photograph and OCR, sending confirmation emails and PDF copies, and retaining submission data for a limited period for operational and compliance purposes.• Engage with us in other related ways, including any marketing or eventsQuestions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@sirrond.co.uk. Summary of key points
This summary provides key points from our Privacy Notice. Use the table of contents below to find the section you are looking for.What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.Do we process any sensitive personal information? Some information may be considered “special” or “sensitive” in certain jurisdictions. We may process student-related information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.Do we collect any information from third parties? We do not collect personal information from third-party data brokers.How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so.In what situations and with which parties do we share personal information? We may share information in specific situations described in this notice, including with schools, related form parties, and service providers who help us operate the Services.How do we keep your information safe? We have organisational and technical processes designed to protect your personal information. No electronic transmission or storage can be guaranteed 100% secure.What are your rights? Depending on where you are located, applicable privacy law may give you rights regarding your personal information. Contact us at support@sirrond.co.uk to exercise them.1. What information do we collect?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services (including submitting or reviewing a work experience referral), or otherwise when you contact us.Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services. It may include:• names• phone numbers• email addresses• job titles• contact or authentication data• address (including employer / placement address)• passwords (for authorised school and Sirrond staff accounts)Sensitive Information
When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:• student dataAll personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.2. How do we process your information?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.We process your personal information for a variety of reasons, depending on how you interact with our Services, including:• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order. (Retention: for as long as the account remains active, and then for a short period after access ends — or longer if required by law — after which the account data is deleted or anonymised.)• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service, including work experience referral forms, school review, Sirrond final approval, magic-link edits, and related PDFs. (Retention: referral and submission data are generally retained for 12 months, then deleted automatically, unless a longer period is required by law or needed to complete an active review.)• To send administrative information to you. We may process your information to send you details about our services, changes to our terms and policies, invites, password resets, submission status notices, and other similar information. (Retention: as long as needed to send the notice and handle related account or submission activity — generally for the life of the account, or up to 12 months for submission-related notices, then deleted or anonymised.)• To enable user-to-user communications. We may process your information to facilitate necessary communications between schools, Sirrond, students, parents/guardians, and employers in connection with a referral (for example confirmations, change requests, approvals, and rejections). (Retention: only as long as needed to send the relevant message and support the related submission or account process — typically aligned with the 12-month submission retention, or the life of the staff account for invite/access emails. Message content is not stored in full in our email logs.)• To save or protect an individual’s vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.• Protect the service and users from unauthorised access, spam, and misuse. We use authentication data, security checks (including bot protection), and time-limited access links to keep portals, forms, and accounts secure. (Retention: session/auth data for as long as the account is active or as needed for security; magic edit links typically expire after 14 days; security logs kept only as long as needed for investigation and then deleted or anonymised.)• Meet legal obligations and keep necessary operational records. We retain referral submissions and related review/decision records to operate the service lawfully and support schools’ and Sirrond’s work-experience processes. (Retention: submission records are generally kept for about 12 months, then purged automatically, unless a longer period is required by law or a school’s instructions.)• Manage school and Sirrond staff access to the service. We use names/emails and account data to invite users, complete setup, reset passwords, and administer dashboard access. (Retention: for as long as the user has an account / staff access, then deleted or anonymised within a reasonable period after access ends, subject to any legal retention need.)3. What legal bases do we rely on to process your information?
In Short: We only process your personal information when we believe it is necessary and we have a valid legal basis to do so under applicable law, such as with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.The UK GDPR and GDPR require us to explain the valid legal bases we rely on. We may rely on:• Consent. We may process your information if you have given us permission to use your personal information for a specific purpose. You can withdraw your consent at any time. See withdrawing your consent.• Performance of a Contract. We may process your personal information when necessary to fulfil our contractual obligations to you, including providing our Services, or at your request prior to entering into a contract with you.• Legitimate Interests. We may process your information when reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process personal information in order to:• Ensuring the confidentiality, integrity, and availability of the service and preventing fraud or abuse.• Complying with applicable law and running a lawful education-support service with an auditable record of submissions and decisions.• Administering contracted access for authorised school and Sirrond staff so they can use the service safely.• Legal Obligations. We may process your information where necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose information as evidence in litigation in which we are involved.• Vital Interests. We may process your information where necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.4. When and with whom do we share your personal information?
In Short: We may share information in specific situations described in this section and with specific third parties.We may need to share your personal information in the following situations:• Service providers. We share information with vendors and other third-party service providers who perform services for us or on our behalf and need access to such information to do that work (for example hosting, database and authentication, email delivery, security / bot protection, and OCR processing for paper forms). These providers process personal information only as instructed by us.• Schools, Sirrond staff, and related form parties. Referral information is shared as needed to operate the Services: with the relevant school for review; with Sirrond staff for final approval; and with students, parents/guardians, and employers where required for confirmations, change requests, approvals, rejections, or PDF copies.• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.5. Do we use cookies and other tracking technologies?
In Short: We use cookies and similar technologies as needed to operate and secure the Services.We may use cookies and similar technologies to gather information when you interact with our Services. These technologies help us maintain the security of our Services and your account, keep you signed in, prevent abuse, and assist with basic site functions. We also use browser storage (such as local storage) for features like saving an in-progress referral draft on your device.We do not use advertising cookies or third-party advertising networks on the Services. Where a third-party security provider (such as bot protection) sets cookies, those are used for security purposes.Most web browsers accept cookies by default. You can usually set your browser to remove or reject cookies. If you remove or reject cookies, some features of the Services (such as staying signed in) may not work properly.6. How long do we keep your information?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law. See section How do we process your information? for retention periods by purpose.When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.7. How do we keep your information safe?
In Short: We aim to protect your personal information through organisational and technical security measures.We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that unauthorised third parties will not be able to defeat our security. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.8. What are your privacy rights?
In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country of residence.In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the details in How can you contact us about this notice?.We will consider and act upon any request in accordance with applicable data protection laws.If you are located in the UK and are unhappy with how we have handled your personal information, you can make a complaint directly to us. This is in addition to the rights you have under the UK GDPR and the Data Protection Act 2018.How to contact us:• Email: support@sirrond.co.uk• Post: See How can you contact us about this notice?What happens after you complain• We will acknowledge your complaint within 30 days of receiving it.• We will investigate without unjustifiable or excessive delay.• We will keep you informed of progress and explain the outcome.If you are not happy with our final response, you can refer your complaint to the Information Commissioner’s Office, the UK supervisory authority.• Website: ico.org.uk/make-a-complaint• Helpline: 0303 123 1113• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AFIf you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.Withdrawing your consent
If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the details in How can you contact us about this notice?. This will not affect the lawfulness of processing before withdrawal, nor processing conducted on other lawful grounds.Account information
If you would at any time like to review or change the information in your account or terminate your account, you can:• Log in to your account settings and update your user account.• Contact us using the contact information provided.Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.If you have questions or comments about your privacy rights, you may email us at support@sirrond.co.uk.9. Controls for Do-Not-Track features
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.10. Do we make updates to this notice?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this Privacy Notice. If we make material changes, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.12. How can you review, update, or delete the data we collect from you?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email support@sirrond.co.uk.