Exercising your data rights - Data Request Service

You have the right to see what personal information we hold about you and ask for this data to be rectified, restricted from further processing, erased or provided to you in a portable format. We call this a Data Request Service.

Making a data request

Our online Data Request form is designed to make it quick and easy to exercise your data rights. Alternatively, you can contact us.

When you make a Data Request we need to:

Confirm your identity

We will need to confirm your identity so we can locate the correct personal data.

You can expedite this by logging in, using your Gradintelligence username and password prior to submitting a Data Request form.

If you cannot remember your account login details, try our account recovery process.

If you are unable or unwilling to do this, we will need to ask you some identity verification questions. If we are unable to verify your identity using this method, and you are a student or graduate of a partner institution, we will refer you to the partner institution so they can confirm your identity.

If we are unable to confirm your identity we will not be able to locate your personal data and process your Data Request.

Clarify the nature of your Data Request

To process a Data Request, we also need to know what you want us to do and what personal data your request relates to.

You can do this by filling in the online Data Request form, or by providing information about the nature of your Data Request when you contact us. We will also follow up after receiving your request, if we need any further clarification.

Approve your Data Request

If you are a student or graduate registered by a partner institution and your Data Request relates to Institution Student Records data, we are required to refer your Data Request to your institution’s Data Protection Officer for their approval or instructions, as they are the Data Controller of this category of personal data.

We will approve your Data Request when we have;

  • confirmed your identity
  • clarified what you want us to do
  • clarified which personal data your request relates to
  • received approval from the institution’s DPO (if necessary)

If we reject your Data Request, we will explain why. You have the right to complain to the Information Commissioner’s Office about our decision and/or seek judicial remedy.

Fulfilling approved data requests

Your Data Request will be fulfilled depending on its type, as follows:

Access Requests

We will provide a report of the personal data we control that can be accessed online, via the Data Request Service, or send it to you by post or email.

Rectification Requests

Rectification requests will be fulfilled by providing you with instructions to help you correct the personal data yourself, or we will update it for you and inform you when this has happened.

If the error is in personal data that has been supplied by your institution, the institution will be asked to rectify your personal data. We will inform you when this has happened.

Processing Restriction Requests

We will help you to implement processing restrictions using user settings and preferences, or our customer services team will block your account and flag the account to prevent any further processing. We will inform you when this has happened.

Data Erasure Requests

If you request Data Erasure, your Gradintelligence user account will be closed and Gradintelligence student data will be permanently erased. We will inform you when this has happened.

We retain an anonymous record of your service use for statistical purposes.

If you are a student or graduate registered by a partner institution, we will retain limited personal data about you necessary for the institution to continue processing your personal data.

Data portability Requests

We will provide instructions to help you download a portable copy of the personal data we hold via the Data Requests Service, or send it to you by email. Portable data will be in HTML format.