Who we are
Data Controller
| Company name | Clavent Ltd |
| Company number | 17278057 |
| ICO registration | ZC189544 |
| Registered address | Coventry, United Kingdom |
| Contact email | admin@clavent.co.uk |
| Website | clavent.co.uk |
Clavent Ltd is the data controller for all personal data processed under this notice. We operate two specialist divisions: Student Advisory — supporting students and academic institutions — and Recruitment — connecting candidates with employers.
01
What data we collect
We collect only what is necessary for the service you are enquiring about:
| Category | Data collected |
|---|---|
| Contact enquiry | Full name, email address, phone number, enquiry type, message |
| Students | Name, email, phone, institution, course of interest, finance status, notes |
| Candidates | Name, email, phone, job title, salary expectation, CV (if provided), notes |
| Employers / Institutions | Organisation name, contact name, email, phone, sector, notes |
| Technical data | Browser type, pages visited, session data (no individual profiling) |
We do not collect sensitive personal data (e.g. health, ethnicity, religion) unless you explicitly provide it in a message to us. We do not knowingly collect data from anyone under the age of 13.
02
How we collect your data
- The enquiry form on our website (clavent.co.uk)
- Direct email or telephone contact with our team
- Referrals from partner institutions or employers
- Publicly available professional information (e.g. LinkedIn, job boards) for recruitment purposes
03
Why we use your data
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Responding to your enquiry | Legitimate interests / Contract |
| Matching students with university pathways | Contract / Legitimate interests |
| Matching candidates with job opportunities | Contract / Legitimate interests |
| Maintaining internal records | Legitimate interests |
| Complying with legal obligations | Legal obligation |
| Sending relevant service updates (if consented) | Consent |
We will never sell your personal data to third parties or use it for unrelated marketing without your explicit consent.
04
Who we share your data with
We share data only where necessary:
- Partner universities and institutions — when progressing a student application, with your knowledge
- Employers — when putting forward a candidate for a role, with your knowledge
- Service providers — including our database provider (Supabase, hosted in the EU) and website hosting (Hostinger)
- Legal or regulatory authorities — if required by law
All third-party providers are bound by appropriate data processing agreements and comply with UK GDPR.
05
How long we keep your data
| Data type | Retention period |
|---|---|
| Enquiries (no further action taken) | 12 months |
| Student records | 3 years from last contact |
| Candidate and employer records | 3 years from last contact |
| Placement records | 6 years (legal / financial obligations) |
After the retention period, data is securely deleted. You may request earlier deletion at any time — see Your Rights below.
06
International transfers
Clavent operates in both the United Kingdom and Bangladesh. Staff in Bangladesh may access personal data for the purpose of delivering our services. Where this occurs, we ensure appropriate safeguards are in place, including internal data access controls and confidentiality obligations, to protect your data to the same standard required under UK GDPR.
Our database infrastructure is hosted within the European Economic Area (EU — Frankfurt region), which maintains an adequacy decision with the UK.
07
Your rights
Under UK GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate or incomplete data
- Erasure — request deletion of your data ("right to be forgotten")
- Restriction — ask us to limit how we use your data
- Portability — receive your data in a portable format
- Object — object to processing based on legitimate interests
- Withdraw consent — at any time, where processing is based on consent
To exercise any of these rights, contact us at admin@clavent.co.uk. We will respond within 30 days.
08
Cookies
Our website uses only essential session cookies required for the site to function. We do not use advertising cookies, tracking pixels, or third-party analytics that profile individual users.
09
How to complain
If you have concerns about how we handle your data, please contact us first at admin@clavent.co.uk and we will do our best to resolve it.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
10
Changes to this notice
We may update this Privacy Notice from time to time to reflect changes in our services or legal requirements. The latest version will always be available at clavent.co.uk/privacy. We encourage you to review it periodically.