Privacy Policy | Exam Centre London – Data Protection & Your Rights

Contents	Details
1. Who are we?	Exam Centre London is a trading name of HAFS Academy Limited (referred to as "HAFS Academy", "we", "us" or "our"). Company registration number: 07305161 (registered in England and Wales) Examination centre number: 13292 Registered office: 26 Maryland Road, Stratford, London, E15 1JW HAFS Academy is an approved examination centre and is the host centre for the exams booked through Exam Centre London. Your exam entries are made and your exams are sat directly with us; we do not pass your registration on to another exam centre. HAFS Academy Limited is the data controller for the personal data described in this notice.
2. Where do we collect your information from?	We collect personal data in the following ways: a) When you or your parent/guardian register or book an exam on our website. b) When you contact us by telephone, email, post, WhatsApp or in person. c) When you send us supporting documents, such as photo ID, previous results, candidate numbers (UCI/ULN) or evidence for access arrangements. d) On exam days, through ID checks, attendance registers, seating plans and invigilator reports. e) Through CCTV recording when you visit our premises. f) From awarding bodies, for example your candidate number, results and the outcome of any post-results service. g) From a school, college, tutor or other organisation that books an exam on your behalf. h) Through cookies and similar technologies when you use our website.
3. What information do we collect?	Identity and contact details: your full legal name (as it appears on your ID), date of birth, gender, address, email address and phone number, and parent/guardian contact details for candidates under 18. Exam details: the qualifications, subjects, options and exam series you are entered for, your candidate number, UCI/ULN, and previous results or coursework/endorsement marks where these are needed for your entry. Identification documents: details or copies of the photo ID used to confirm your identity. Payment records: the amount paid, date and booking reference. Card payments are processed by our payment provider. Health and access arrangements information: where you apply for access arrangements (such as extra time) or special consideration, we collect information about your needs, disability or medical circumstances and supporting evidence. This is special category data and is handled with extra care. Exam-day records: attendance, seating plans, and any incident, irregularity or suspected malpractice reports. Communications: messages, requests and correspondence you have with us. CCTV footage: recorded on our premises for security, safeguarding and exam integrity. Website data: technical information such as IP address, browser type and pages visited.
4. Why do we use your information, and on what legal basis?	To process your booking and enter you for your exams with the relevant awarding body – necessary for the performance of our contract with you. To run exams in line with Joint Council for Qualifications (JCQ) regulations and awarding body requirements, including identity checks, keeping required records, handling inspections and reporting malpractice – our legitimate interests in operating as an approved exam centre, and legal obligation where it applies. To apply for access arrangements or special consideration – your explicit consent (or your parent/guardian's consent where appropriate), and where required, reasons of substantial public interest under the Data Protection Act 2018. To take payments and keep financial records – performance of contract and legal obligation (for example, tax law). For security, safeguarding and exam integrity, including CCTV – our legitimate interests. To send you information about our services such as upcoming exam series, offers and surveys – our legitimate interests for existing customers who have not opted out, or your consent. You can opt out at any time (see section 10). To improve our website and services – our legitimate interests.
5. Who do we share your information with?	5.1 Awarding bodies As the host exam centre, we share your personal and exam details directly with the awarding body for your qualification (for example Pearson Edexcel, AQA, OCR, Cambridge International or WJEC/Eduqas) to make your entries, apply for access arrangements or special consideration, report irregularities and receive your results. Awarding bodies are independent data controllers, and their own privacy notices also apply. 5.2 JCQ and regulators We may share information with the JCQ, its centre inspectors, and regulators such as Ofqual where required for inspections, investigations or compliance. 5.3 Our staff and invigilators Authorised HAFS Academy staff, our exams officer and invigilators access your data only as needed to manage your booking and run your exams. 5.4 Service providers Trusted suppliers who help us operate, such as website hosting, email, IT and payment providers. They act only on our instructions and are bound by contracts requiring them to protect your data. 5.5 Parents, guardians and bookers We will only discuss a candidate's booking or results with a parent/guardian, school or other third party where they made the booking for a candidate under 18, or where the candidate has given us permission. 5.6 Where required by law Professional advisers, the police, courts or other authorities where we are legally required or permitted to do so. We will never sell your personal data.
6. How do we protect your personal data?	6.1 We use appropriate technical and organisational measures to protect your data, including access controls, secure storage of paper and electronic records, and training for staff and invigilators. 6.2 We only process your personal data for the purposes set out in this notice and aim to keep it accurate and up to date. Please tell us if any of your details change or are incorrect. 6.3 Where our service providers store data outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved data transfer agreements.
7. How long do we keep your information?	7.1 Booking and entry records: for as long as needed to deliver your exams, handle results, reviews of marking and appeals, and meet JCQ and awarding body record-keeping requirements. 7.2 Access arrangements evidence: for the period required by JCQ regulations. 7.3 Financial records: six years, as required for tax and accounting purposes. 7.4 CCTV footage: automatically overwritten after a short period, unless it is needed to investigate an incident or suspected malpractice. 7.5 Marketing contact details: until you unsubscribe or ask us to stop. 7.6 We review the data we hold regularly. When it is no longer needed, it is securely deleted or destroyed.
8. Candidates under 18	Many of our candidates are under 18. Where a candidate is under 18, we will usually collect their details from, and communicate with, the parent or guardian who made the booking. We take particular care with children's data and only collect what is necessary to book and run their exams.
9. Your rights	Under UK data protection law, you have the right to: • access the personal data we hold about you; • be informed about how your personal data is used; • have inaccurate or incomplete data corrected; • have your data erased in certain circumstances; • restrict or object to how we process your data in certain circumstances; • receive your data in a portable format, or have it transferred to another organisation; • withdraw your consent at any time, where we rely on consent; • complain to the Information Commissioner's Office (see section 11). To use any of these rights, email us at info@examcentrelondon.co.uk. We will respond within one month, and there is normally no charge. Some rights are limited where we must keep records to meet JCQ or awarding body requirements. Requests about your marked exam scripts or marks may need to go through the awarding body.
10. Marketing and cookies	You can stop receiving marketing messages at any time by clicking "unsubscribe" in any email, or by contacting us. Opting out will not affect messages about your exam booking. Our website uses cookies to make it work properly and to help us understand how it is used. You can control or delete cookies through your browser settings.
11. How to contact us	Exam Centre London (HAFS Academy Limited) Email: info@examcentrelondon.co.uk Phone: 0208 616 2526 Post: 26 Maryland Road, Stratford, London, E15 1JW This privacy notice was last updated in September 2026.

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