Privacy Notice


Qualification Check Ltd (“Qualification Check”, “we” or “our”) is committed to ensuring your personal information is protected.  This privacy notice describes how Qualification Check, collects, uses and protects your information.

How we collect your information

The information we collect comes either directly from you when you choose our I’mVerified service, or your prospective employer uses our Global Verification service to verify your qualifications, or our trusted third-party integrations such as TrustID who we use to verify photographic ID document.

We also collect your information when you create an account to use our service as a business user.

The type of information we collect

We collect the following type of information:

If you use our I’mVerified service we will collect your first name, middle name, last name, date of birth, email address and qualification details. Where we also need to verify photographic ID we may collect your date of birth and nationality.

When an employer provides your information, we collect first name, middle name, last name, date of birth and qualification details.

If you are a business user, we collect first name, last name, business email address and telephone number.

How we use your information

Under data protection regulations we must have a legal basis to process your personal data.  The legal bases are:

  1. To perform our contract with you;
  1. To comply with legal obligations;
  1. For our legitimate interests, for example to fulfil our contracts with universities or institutions who have engaged us to verify your identity or qualifications. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are permitted by law to do so).
  1. With consent, which we will only rely on where we obtain your active consent to use your personal data, and only for the specific purpose we’ve requested.

We rely on the following legal bases:

To register you as a new user on the I’mVerified service: we use your contact details, and name to perform our contract with you.

To carry out a verification service, we will need to contact the academic institution where you received your qualification. We will share your personal data as follows with the relevant academic institutions:

If you are a user on the I’mVerified service: we use your contact details, name, and qualification details to perform our contract with you.

If you are using I’mVerified through an institution or organisation: we will use your contact details, name, and qualification details relying on your consent to do so (whether this is consent received directly from you or via an institution).

To administer and protect our business and website: we use your contact details, name, and any technical information which are necessary for our legitimate interests (running our business, ensuring the website is functional, preventing fraud and security issues).

To send you relevant marketing communications: we use your name and contact details, and rely on our legitimate interest as legal basis for processing your data (to carry out marketing and develop and grow our service offerings). Where you subscribe to our newsletter, we rely on your consent to provide you with marketing communications. You can opt out of marketing communications at any time using the links in the email.  

Who we will share your information with

We need to share your information with the relevant organisations, universities and institutions to verify your qualification as follows:

  • The institution where the qualification was awarded;
  • The institution or organisation who has requested the verification;
  • TrustID: who provide ID verification services. Their privacy policy can be found here:

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Storing your information

Your personal information will be stored on systems owned or operated by QualificationCheck or those of our specific suppliers and will only be stored inside the United Kingdom (UK) or European Economic Area (EEA), or a country approved by the UK or EU.

Within Qualification Check your information will be stored on our secured systems in accordance with the Qualification Check Information Security Policy. Where your information is stored in countries outside the EEA or an approved country, we will ensure it is protected by encryption and that we ensure that a similar degree of protection is afforded to it by using appropriate safeguards as set out by law.

If we need to manually verify your qualification, this is carried out by our agents who are not based in the UK or EEA, but we will ask your consent to do that. We will ensure that our agents protect your personal data to a similar degree by using appropriate safeguards.


We will only retain your personal data as long as it is reasonably necessary for the purposes we collected it for. We will consider the amount of data we have on file, the nature and sensitivity of that data, and the risk of harm if there is an unauthorised disclosure when deciding on the retention period.

Where you are a I’mVerified user with a user account, we will retain all personal data on your profile (name, contact details, qualification details, identity information and verification information) whilst your user account is active. If you delete your account, we will also delete all personal data we hold.

Where we are verifying your information for an institution, we retain your verification information for a maximum of 24 months from the date of the verification process being completed.

Your Rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

  • Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    • If you want us to establish the data’s accuracy;
    • Where our use of the data is unlawful but you do not want us to erase it;
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact the Data Protection Officer/Privacy Manager at [email protected].

No fee usually required. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you are not happy how we use your information or how we have responded to your request, you have the right to complain to the Information Commissioner’s Office at We would however appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Use of cookies

We may use cookies and similar technologies on our website.  Cookies are small text files that may be stored on your computer or mobile device when you visit our website.  Cookies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences.  We use cookies to track your use of our site, but we do not use cookies to make decisions about you or to send you marketing information electronically. Please see our cookie policy for more details.

Third Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

How we will tell you about future changes to this privacy notice

Any changes we make to our privacy notice will be put on our website.  Please check for updates from time to time so you are always fully aware of what information is collected and how it is used.

How to contact us

If you have any questions or concerns about our use of your personal information, please contact the Data Protection Officer/Privacy Manager at [email protected]

Last updated July 2024