Data Protection Policy

Introduction

Learn with Leaders Ltd ("we", "us", "our") is committed to protecting the personal data of every person who interacts with our programmes, website, and services. This Data Protection Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all personal data processed in connection with our residential academic programmes, including the Pre-Med Summer Programme at Jesus College, Cambridge, and any other programmes we operate.

Who We Are

Learn with Leaders Ltd is the data controller responsible for your personal data.

If you have any questions about how we handle your personal data, please contact us at the email address above. We aim to respond to all data-related enquiries within five working days.

Personal Data We Collect

We collect only the personal data necessary to deliver our programmes and fulfil our legal obligations. This includes:

From students

• Full name, date of birth, nationality, and country of residence
• School/institution name, year of study, and academic interests
• Contact details (email address and phone number)
• Personal statement and motivations for applying
• Dietary requirements, medical conditions, and accessibility needs
• Emergency contact details
• Passport or travel document details (where required for residential accommodation)
• Photographs and video footage taken during the programme (with consent)

From parents and guardians

• Full name, relationship to student, and contact details
• Consent declarations and signed participation agreements
• Payment and billing information (processed via our secure payment provider)

From our website

• IP address, browser type, and device information
• Pages visited and time spent on site
• Form submissions and enquiries
• Cookie and tracking data (see our Privacy & Cookies Policy)

Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. The bases we rely upon are:

Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

How We Use Your Data

We use personal data solely for the purposes for which it was collected. Specifically, we use it to:

• Process applications and communicate acceptance decisions
• Prepare and deliver the residential programme, including accommodation and catering arrangements with Jesus College, Cambridge
• Meet our duty of care and safeguarding obligations for students aged 16–18
• Issue certificates of attendance and programme documentation
• Process payments and issue receipts
• Send pre-programme and post-programme communications
• Comply with legal and regulatory requirements
• With explicit consent: share photographs or testimonials in marketing materials

We do not use personal data for automated decision-making or profiling.

Sharing Your Data

We do not sell, rent, or trade personal data. We share data only where necessary and only with:

Jesus College, Cambridge

The Intellectual Forum at Jesus College receives limited student data (names, dietary requirements, accommodation needs) solely for the purposes of delivering the residential programme. Jesus College acts as a data processor on our behalf and is bound by appropriate data processing agreements.

Service providers

We use trusted third-party service providers for payment processing, email communications, scheduling (Calendly), and website analytics. Each provider is subject to a data processing agreement and may only use data for the purposes we specify.

Legal obligations

We may disclose personal data where required by law, court order, or to protect the safety of individuals in our care.

International transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place (such as UK adequacy decisions or standard contractual clauses) in accordance with UK GDPR requirements.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and in accordance with our legal obligations.

After the relevant retention period, data is securely deleted or anonymised.

Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data where there is no lawful basis for continued processing
• Right to restrict processing — to request that we limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests, including direct marketing
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, please contact us at team@learnwithleaders.com. We will respond within one calendar month. Where requests are complex or numerous, we may extend this by a further two months, in which case we will notify you.

Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These measures include:

• Encrypted storage and transmission of personal data (SSL/TLS)
• Access controls limiting data to authorised staff only
• Regular review of our data handling practices
• Staff awareness of data protection obligations
• Use of reputable, GDPR-compliant third-party service providers

In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay.

Processing Data of Minors

Our programmes are designed for students aged 16–18. We take additional care with the personal data of minors and apply the following safeguards:

• Parental or guardian consent is required for all students under 18 at the time of application
• We do not use the personal data of minors for marketing purposes without explicit parental consent
• Photographs and footage of minors are only published with signed consent from a parent or guardian
• We operate a comprehensive safeguarding policy in line with UK statutory guidance for residential programmes

Changes to This Policy

We review and update this policy at least annually, or whenever there is a material change to our data processing activities. The current version number and effective date are shown at the top of this page. Where changes are significant, we will notify enrolled students and guardians directly.

Contact Us

For any questions, requests, or concerns relating to this policy or the handling of your personal data, please contact:

You also have the right to contact the ICO directly: ico.org.uk · 0303 123 1113