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Effective: 11/04/2019


The following Privacy policy is made in compliance with GDPR (General Data Protection Regulation). Spotlight Multimedia is aware of the importance of the protection, use and sharing of any information regarding its learners and website users. The following policy will inform you of our data processing practices.


The following section outlines our use of any personal information including the way we obtain, process, store and protect learner and user information. This policy also outlines the rights of its learners and site users, and the obligations of Spotlight Multimedia to its learners and site users.  


The following policy refers to ‘site users’ as those who choose to visit and use the site ‘’ and learners as those who have enrolled upon a course run by Spotlight Multimedia. 



  1. Why do we collect personal information?


Spotlight Multimedia collects and processes personal data, in order to provide our learners and users with our services and to meet our statutory obligations to the Education and Skills Funding Agency (ESFA) and to our Partner Havering Adult College, who fully or in part fund our courses. 


2. What personal information do we collect?


We collect the following information in order to provide training and to meet our legal obligations;

2.1a Personal Information


  • Details about yourself including your name, date of birth and gender;

  • Contact details – including address, telephone number, and email address;

  • Details of your previous qualifications, employment, and educational history;

  • Information about your residency, and previous address if applicable;

  • Information about medical or health conditions, including whether or not you have a learning disability or difficulty;

  • Ethnicity;

  • Household information (this is collected only for ESFA and is not used by Spotlight Multimedia).

  • Emergency contact details for the purpose of emergency situations, learners may choose to provide their GP surgery details if preferred. 


2.1b For what purpose do we use this data 


  • To identify you when you contact us 

  • To fulfil our legal and contractual obligations

  • To process any enquiries submitted via the site. 

  • To communicate with you with regards to the services in which you have expressed legitimate interest in. 

  • Whereby consent has been provided, to advertise and provide information regarding our services. 

  • We use device information to improve the functionality and design of the site 

  • We use device information to access how users interact with our site, in order to make informed marketing and advertising decisions. 

  • In line with your preferences and browser settings, for targeted Marketing campaigns 


2.1c How is this collected? 


Personal information is usually obtained directly from yourself; device information is obtained as your browse through the site. You can control the device information we receive by amending your cookie preferences. 


2.2 Device Information


When you visit the site, certain information is automatically collected from your device, we refer to such information obtained from your device as ‘device information’. This information includes the following. 


  • IP address

  • Web browser

  • Cookies stored on your device

  • Time zone 

  • The webpages you’ve visited whilst browsing

  • Search terms or other websites which referred you to the Site

  • Information regarding site interaction


2.1a We collect Device Information using the following technologies:


  • “Cookies” are small amounts of data generated by a website and saved by your browser 

  • “Log files” records actions and events that occur as a user browses the site, recorded data includes your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.

  • “Web beacons,” “pixels” and “tags,” are electronic files that track and record information about how users browse the Site.



3 Information on Users and Cookies


Cookies are a downloadable file which record data regarding activities on a website. When you visit a site, a cookie acts as an identification card. Cookies store information such as prior visits to a site, site preferences, device information. Such information is used in order to aid the analysis of our visitors. For more information regarding cookies, visit the following website:



3.1 Use of Cookies


At Spotlight Multimedia we use cookies and Google Analytics (an analytical web service provided by Google) for the following purposes;


  • To track, manage and monitor website traffic. 

  • To Track how visitors reach our site 

  • To track the pathways our visitors take 

  • To aid and influence our marketing decisions 

  • To improve site design and user experience 


3.2 How to Control and Delete Cookies


If you wish to restrict cookies or block cookies, you can do so through your browser settings. The help function in your settings will can assist you in doing so. For more information on types of cookies, how they work and how to control them, visit the following


4 Data Retention


Spotlight Multimedia maintains any information you have provided when submitting an enquiry or course confirmation, this information can and will be deleted upon request. 

All data related to enrolment will be confidentially destroyed after seven years after your last enrolment. 


5. Where do we store data? 


Data will be stored on our information system as well Havering Adult College’s information system. In addition to this, a hardcopy of enrolment forms will be stored in a locked room at Spotlight Multimedia’s Romford centre and a copy also stored at Havering Adult College in locked cabinets.


6. Do we process information outside of the EEA? 


Your information will not be transferred to countries outside the European Economic Area by Spotlight multimedia nor by our partner Havering Adult College. 


7. What if I do not provide personal data? 


Certain data is required in order to meet our legal obligations, failure to provide such information will result in us having to terminate your enrolment. Failing to disclose information regarding disabilities or learning difficulties may result in a possible lack of suitable support. 


8. Who has access to data? 


Staff at Spotlight Multimedia and Havering Adult College will have access to your personal information.


It may also be shared with third parties where there is a legal obligation, including ESFA, Learner Records Service (LRS) and Student Loans Company. Device information gathered via the site may also be shared with third parties in order to make informed marketing decisions, Spotlight Multimedia makes use of Google Analytics for such purposes. For more information about how google analytics uses your data click here: You can also opt-out of Google Analytics here:



9. What rights do you have? 


In compliance with GDPR, as a data subject, you have the right to the following

  • Access and obtain a copy of your data on request;

  • Request correction of your data;

  • request erasure of your data or processing of your data to be stopped in some circumstances, for example where the data is no longer necessary for the stated purposes of processing;

If you would like to exercise any of the rights described above, please email call01708 715615


10. Changes


Spotlight Multimedia reserves the right to update and amend this privacy policy when necessary.Updates will be made in order to reflect changes in legal regulations, operational or procedural changes. The most updated version of Spotlight Multimedia’s Privacy Policy will be displayed on this site. We encourage our users to periodically check for any changes within this privacy policy.


11. Contact us 


If you have any causes for concern or have any additional questions or comments to make regarding our privacy policy, please contact us by emailing or by calling 01708 715615.

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