Free Courses & Opportunity Fund Privacy
Free courses and the SIT Opportunity Fund
Effective: 4 October 2026
This notice explains how we handle course enquiries, applications, waiting lists and sponsorship requests. Registering interest does not reserve a seat. Applications can reserve a place only where an approved funded cohort is open.
Who we are and how to contact us
SIT Learning is part of SIT TECHNOLOGY LIMITED, company number 12901045, registered in England and Wales. Our registered office is 34 Blenheim Avenue, Coventry, England, CV6 4FY. SIT TECHNOLOGY LIMITED is responsible for the information covered by this notice.
For privacy questions, access requests, corrections or complaints, email info@sit-learning.com, with “Privacy” in the subject, or write to our registered office. You can also ask the Monrovia campus team to pass on a request. Include your application reference where available, but do not send passwords or payment-management links.
Information we collect
Course forms collect your name, the contact details needed to reply, your area, course and session preferences, learning goals, and declarations about adult eligibility and attending in Monrovia. Email is optional if you provide a valid phone number and choose a phone reply. We record the request reference, date, course and terms versions, permissions, staff decisions, reservation status and enrolment outcome.
Sponsor forms collect contact and organisation details, country, support preferences, a message, any indicative unpaid pledge, and separate CRM and marketing choices. When payments become available, our records include transaction or subscription references, amount, status and reconciliation history. PayPal handles payment credentials; the Fund does not store card details.
Do not put identity-document numbers, passwords, bank details or medical information in the open message field. Contact staff first if you need to discuss additional support. We also use keyed duplicate checks and short-lived network-based submission controls to protect forms from misuse.
Why we use it
- Enquiries and staff coordination: our legitimate interests in answering requests and running a practical learning and sponsorship service.
- Applications and course delivery: steps you request before entering a learning agreement and administering that agreement; eligibility, capacity and funding checks also support fair, reliable administration.
- Security, duplicate prevention and relevant complaints: our legitimate interests in protecting the service, keeping accurate records and resolving disputes.
- Required accounting records: applicable legal obligations.
- Optional CRM sharing and sponsor marketing: your separate permission. These choices are not required to request a course place or discuss sponsorship.
The required form fields let us identify the request, contact you and check the stated eligibility conditions. Without them we cannot accept the online request; contact SIT if you need help. Providing them is not a legal obligation.
Reservations and decisions
A successful application to an approved open funded cohort provisionally reserves one available place for seven days, ending sooner if the cohort ends. The confirmation gives the expiry and reference. Interest and waiting-list requests hold no seat. The system checks availability and duplicate submissions; staff make the final eligibility and enrolment decision. Contact us for review if the form rejects your request or you need help before a reservation expires.
Who can access records
Authorised SIT administration and teaching staff in the UK and Monrovia use records for their responsibilities. Website hosting, backup and technical support providers process information needed to operate the private WordPress records system. Our website email transport uses Google’s Gmail service through FluentSMTP. The website email log is configured to expire after 14 days; correspondence in the business mailbox follows the relevant retention category below.
Separate permission is requested before sending course or sponsor information to Zoho Bigin. Delivery from these free-course and Fund forms is currently paused while its connection, destination mapping and transfer arrangements are verified. Permission may be recorded locally, but no CRM copy is sent by this workflow while it is paused. Before optional CRM delivery starts, we will identify the destination and applicable international-transfer safeguards and update this notice. Contact us for information about providers, processing locations and safeguards.
Payment collection is currently unavailable. Before collection opens, the payment journey will identify the receiving organisation, provider and payment terms. We do not provide sponsors with applicants’ personal records. Relevant information may be disclosed to professional advisers or authorities where necessary and lawful.
How long we keep records
| Record | Retention |
|---|---|
| Future-course interest | Up to 12 months after your last meaningful contact, or earlier when the information is no longer needed. Automated messages do not restart this period. |
| Waiting lists and unsuccessful or withdrawn applications | Close the waiting list when its intake closes. Keep a minimal request and outcome record for up to 12 months after the final decision, withdrawal or closure to resolve questions and complaints. |
| Essential enrolled-learner records | 6 years after course completion or withdrawal. Keep only necessary registration, accepted offer, funding, attendance summary, results and certificate details for accountability, verification and relevant claims. |
| Detailed assignments and routine support information | Normally 12 months after final assessment or appeal closes. Review sensitive support information when support ends and remove it sooner when unnecessary. |
| Sponsor enquiries without payment | 12 months after the last meaningful contact unless an active relationship or separate valid marketing permission justifies continued use. |
| Accounting and sponsorship payment records | 6 years from the end of the last company financial year they relate to, or longer where an applicable accounting or tax requirement applies. |
We keep minimal permission and unsubscribe evidence to demonstrate choices and prevent unwanted contact, reviewed annually. Unsubscribing does not authorise further marketing. We may retain genuinely anonymous totals for impact reporting.
Relevant records may be retained longer for an active complaint, legal hold, safeguarding matter or applicable funder requirement, with a recorded reason and review date. SIT reviews the schedule annually and checks records due for disposal monthly. Disposal includes relevant website, mailbox, CRM and staff-held copies. Backup copies must remain outside ordinary use until replaced or deleted under the hosting provider’s backup cycle; any restoration must reapply recorded deletions. This is a staff-managed retention process, not a promise of automatic deletion.
Your choices and rights
You can request access, correction, deletion or restriction and, where applicable, portability. You may object to processing based on legitimate interests. You can withdraw optional permission at any time without affecting earlier lawful processing. Some rights depend on the reason we hold the record, and we may need to retain information to meet a legal obligation or resolve a relevant claim.
You can object to direct marketing at any time. Use the unsubscribe link in sponsorship follow-ups or contact info@sit-learning.com. Course requests do not subscribe learners to sponsor marketing. Cancelling marketing does not cancel a recurring payment agreement.
Contact us using the details above. We may check your identity proportionately before disclosing or changing records. Phone-only applicants can ask staff for help. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint, or to another competent authority where applicable.