Last updated: 10 September 2026
Richmond College is committed to protecting the privacy and personal information of our students, applicants, staff, partners, website visitors, and other individuals who interact with our services.
This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our websites, learning platforms, applications, and related services.
1. Who We Are
Richmond College provides educational and academic services, including student registration, course delivery, assessment, academic administration, payment management, student communication, and online learning services.
For privacy-related enquiries, you may contact us at:
Richmond College
2. Information We Collect
Depending on how you interact with Richmond College, we may collect the following types of information:
Personal identification information
Contact information
Educational information
Account information
Passwords are stored using secure cryptographic hashing and are not stored in readable form.
Payment and financial information
Where payments are processed by third-party payment providers, Richmond College does not normally store full payment-card details.
Communication information
Technical information
3. How We Collect Personal Information
We may collect information when you:
We may also receive information from authorised agents, education partners, awarding bodies, payment providers, or other organisations involved in providing your educational programme.
4. How We Use Your Information
We use personal information only where reasonably necessary for legitimate educational, administrative, legal, security, or contractual purposes.
This includes:
5. Email Communications
Richmond College uses email as an important method of communication with students, applicants, staff, agents, partners, and other users.
We may send emails regarding:
Some emails are transactional or administrative and are necessary for us to provide our services.
Where required by law, promotional or optional marketing messages will only be sent where an appropriate lawful basis exists, and recipients will be able to opt out.
6. Email Delivery Providers
We may use specialist third-party email delivery providers to send emails reliably and securely.
For example, Richmond College may use Mailgun to process and deliver transactional and administrative emails.
When an email is sent, limited information may be processed by the email provider, such as:
These service providers act on our behalf and are expected to process information in accordance with applicable data-protection requirements and contractual safeguards.
7. Learning Management System
Our Learning Management System may process information necessary to manage education services.
This can include:
Access to this information is restricted based on the user's authorised role.
For example, students, instructors, administrators, agents, and other authorised staff may have different levels of system access.
8. Legal Basis for Processing
Depending on the circumstances, we may process personal information because:
Where processing relies on consent, consent may generally be withdrawn, subject to applicable legal requirements.
9. Sharing Personal Information
We do not sell personal information.
We may share information only where necessary with appropriate organisations or service providers, including:
We aim to share only the information necessary for the relevant purpose.
10. International Data Transfers
Some third-party service providers may process information in countries outside the country in which the student or institution is located.
Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are used, where required by applicable data-protection law.
These safeguards may include contractual protections and recognised international data-transfer mechanisms.
11. Data Retention
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet our academic, contractual, financial, safeguarding, regulatory, and legal obligations.
Different categories of information may have different retention periods.
For example, certain academic records may need to be retained for longer periods because they relate to qualifications, certifications, student progression, or regulatory requirements.
When information is no longer required, it may be securely deleted, anonymised, or archived where appropriate.
12. Data Security
We use reasonable technical and organisational safeguards designed to protect personal information against:
Security measures may include:
However, no internet-based service can guarantee absolute security.
13. Passwords and Account Security
Users are responsible for maintaining the confidentiality of their login credentials.
Users should:
Richmond College staff will not request your password by email.
14. Cookies
Our websites and applications may use cookies or similar technologies.
These may be used for:
Some cookies are essential for the operation of our services.
Where legally required, users may be given choices regarding non-essential cookies.
15. Children's and Young People's Data
Some educational services may involve individuals under the age of 18.
Where we process personal information relating to children or young people, we take additional care to ensure the information is handled appropriately and only for legitimate educational, administrative, safeguarding, contractual, or legal purposes.
Where parental or guardian consent is legally required, we will seek the appropriate authorisation.
16. Your Data-Protection Rights
Depending on the laws applicable to you, you may have rights including the right to:
These rights are not absolute and may be subject to legal, regulatory, academic, contractual, or record-retention requirements.
17. Accuracy of Information
Users should provide accurate and up-to-date information.
If your contact details or other personal information change, please notify Richmond College so that our records can be updated.
18. Third-Party Websites
Our website or learning platform may contain links to third-party websites or services.
Richmond College is not responsible for the privacy practices of external websites.
You should review the privacy policies of those services before providing personal information.
19. Automated Processing
We may use automated systems to support routine administrative processes.
However, Richmond College does not intend to make legally significant decisions about students solely through automated processing unless appropriate safeguards and legal grounds are in place.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in:
The latest version will be published on our website.
The "Last updated" date at the top of this page indicates when the policy was most recently revised.
21. Contact Us
If you have questions about this Privacy Policy or how Richmond College processes personal information, please contact:
Richmond College
For privacy or data-protection requests, please include sufficient information for us to identify and respond to your request.
