Personal data and privacy policy

1. Introduction

The Association of Graduate Careers Advisory Services (AGCAS) is committed to safeguarding your privacy and ensuring that your personal data is protected.

2. Information that we collect about you

In this privacy policy, your "personal data" means information or pieces of information relating to you or that could allow you to be directly or indirectly identified. We may collect personal data about you from different sources, including collecting personal data: (i) from you directly; (ii) when you visit the website; and (iii) from other sources.

2.1 Types of personal data we collect from you directly

We may collect personal data from you directly when you provide us with information so that you can:

  • access resources on the website
  • register as a member
  • attend professional development opportunities, such as events, training and conferences
  • apply for a volunteering opportunity
  • receive communications or mailings
  • purchase a service or resource from us
  • complete a survey
  • make a comment or enquiry
  • contact us

Please be assured that the only personal data we will collect is the information you provide to us voluntarily.

The types of data we may collect from you directly include your:

  • Name
  • Employer details
  • Job title
  • Contact details, including personal and work postal address, email and telephone numbers
  • Dietary or additional need requirements when attending events, training and/or conferences
  • Bank details for reimbursement of expenses in relation to any activities carried out on behalf of AGCAS
  • Special category data including ethnicity, age, gender, sexual orientation and disability.

2.2 Types of personal data we collect when you visit the site (cookie)

Please view our Cookie Policy.

2.3. Photography

Photographs will be taken at AGCAS events, training and conferences for use only in AGCAS communication and marketing materials, including its website and social media channels.

You have the right to object or restrict your image being taken or used. If you would like to exercise this right, please contact us as set out below.

3. How we use your personal data

Subject to your prior consent where this is required under UK General Data Protection Regulations, we may use your personal data:

  • To process your membership application or event booking
  • To process expenses claims
  • To provide our services
  • To process your volunteering application
  • For monitoring purposes to assess the effectiveness of our equal opportunities and diversity efforts
  • To respond to your queries or comments
  • To evaluate the use of our Site and services
  • To prevent or detect fraud or other crimes and/or verify your identity
  • To verify/check your credit/payment status
  • To process payment instructions

In the member directory, which is in the members only (password protected) area of the website, the email addresses of all individual AGCAS members are available to view, unless individuals have specifically requested those details should not be displayed. These details are only available to view by AGCAS Full Members via their secure unique username and password.

4. Marketing messages

We may send you, by post, social media or email, details of our services and other information that we think may be of interest to you based on information you have given to us. You may unsubscribe from such communications at any time using the unsubscribe link that you will find at the bottom of every marketing email we send or by contacting us directly by email or by phone: +44(0)114 251 5752.

Should you unsubscribe from our marketing messages you will miss regular communications about our services and updates.

5. Processing your information

We may share your personal data with, or pass it on to, other companies who directly support our activities and Site administration. We may use third parties to help us process and analyse your personal data, to give us insights that we can use to improve our services.

If you attend any events, training and conferences, we may share your personal data with our suppliers and other third parties to allow delivery of the services. Any such suppliers or third parties are not authorised by us to use your personal data in any other way and will be required by us to implement measures to protect your personal data.

Please note that we may need to disclose your personal data if we are required to do so by law, or by a warrant, subpoena or court order.

6. Retention of your information

We will retain a record of your personal data in order to provide you with high quality and consistent services. We will retain your personal data in accordance with law and regulation and never retain your personal data for longer than is necessary.

We will delete your personal data after six years of your latest membership subscription lapsing.

7. Where we transfer and process your information

We may need to transfer your personal data to a location outside of the United Kingdom ("UK"), including to countries that do not offer the same level of protection with respect to personal data as required in the UK, on a need-to-know basis for analysis and administrative purposes. By subscribing to and using our services, you acknowledge and consent to the potential transfer of your personal data. We will ensure that we will place obligations on the recipient of the data to provide an adequate level of protection to the standard as required in the UK.

8. Protecting your personal data

We maintain appropriate administrative, technical and physical safeguards to protect the personal data you provide to us against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use and other unlawful forms of processing.

The website may contain hyperlinks to other websites provided by third parties. We do not control these third party websites or any of the content contained on those websites. Once you have left our website, we cannot be responsible for the protection and privacy of any data you provide. You should exercise caution and look at the privacy statement for the websites you visit.

9. Your rights and who to contact

Please do not hesitate to contact us if you have any questions, comments or concerns about this personal data and privacy policy. You have the right to tell us if you would like to:

 9.1. Access and correct your personal data

You have the right to access the personal data we hold about you in most circumstances. This is called a ‘Subject Access Request’. If we agree that we are obliged to provide this data to you (or someone else on your behalf), we will provide it to you or to them free of charge.

Before providing personal data to you or to another person on your behalf, we may ask for proof of identity and for information about your interactions with us to ensure that we can locate your personal data. If any of the personal data we hold about you is inaccurate or out of date, you may ask us to correct it.

If you would like to exercise these rights, please contact us as set out below.

9.2. Stop or limit our processing of your data

You have the right to object to us processing your personal data if we are not entitled to use it any more, to have your information deleted if we are keeping it too long, or have its processing restricted in certain circumstances.

If you would like to exercise this right, please contact us as set out below.

9.3. Request the data in a readable format

You have the right to obtain and reuse the personal data for your own purposes.

If you would like to exercise this right, please contact us as set out below.

10. Contact us

If you would like to exercise one of your rights as set out above, or if you have a question or a complaint about this policy or the way your personal data is processed, please contact us by one of the following means:

By email

By Telephone: +44(0)114 251 5752

By post: AGCAS, Unit R8d Riverside Building, Sheaf Bank Business Park, Sheffield, S2 3EN

You also have the right to lodge a complaint with the UK regulator, the Information Commissioner. Go to to find out more.

11. Changes in our privacy policy

We may change this privacy policy from time to time by posting the updated version of the privacy policy on the Site. We encourage you to visit this area frequently to stay informed.

This personal data and privacy policy was most recently updated in January 2021.