Privacy policy

Before launch: this policy is drafted to be accurate about how the platform actually works, but it has not been reviewed by a lawyer in your jurisdiction. Have counsel check it, and confirm the controller identity and any required representative before you go live.

1. Who we are

Admission.ly operates admission.ly and is the controller of the personal data described here. Contact us at privacy@admission.ly.

2. What we collect

• Account data — name, email address, password hash, phone number if you give one, country of residence, role.
• Application data — the institution and programme you chose, your personal statement, intake, and the status history of the file.
• Documents — files you upload against a document request. These frequently contain sensitive information such as identity documents and academic records; treat them accordingly, and upload only what was asked for.
• Communications — messages you send in the portal, support tickets, and enquiries submitted through public forms.
• Financial records — invoices raised to you, their status, and payment receipts. We do not store card details.
• Technical data — request logs needed to operate and secure the service.

3. Why we process it, and on what basis

• To provide the service (contract) — creating your account, processing applications, delivering documents and messages to the right parties, raising invoices.
• To keep the platform safe (legitimate interests) — abuse prevention, fraud detection, security logging.
• To meet legal obligations (legal obligation) — financial records, responding to lawful requests.
• Optional measurement (consent) — only if you allow it. No optional measurement script loads unless you have consented.

4. Who we share it with

Data is shared on a need-to-know basis, scoped to the file it belongs to.

• The institution you applied to receives your application and the documents attached to it. It becomes a controller of that data under its own policy.
• A partner agency that owns your file sees that file only. It does not see your other applications, or documents on files it is not part of.
• Service providers — hosting, email delivery and payment processing, under contract and only for those purposes.

We do not sell personal data, and we do not share it for third-party advertising.

5. International transfers

Applying abroad means your data goes abroad: an application to an institution in another country is transferred to that country by design. Where a transfer leaves the UK or EEA, we rely on an adequacy decision or standard contractual clauses.

6. How long we keep it

• Account data — while your account is open, then deleted or anonymised.
• Application records and documents — while the application is live, and for a defined period afterwards so a decision can be evidenced.
• Invoices and financial records — for the period required by law.
• Security logs — a short rolling window.

7. Your rights

Depending on where you live you may have the right to access, correct, delete, port, restrict or object to our processing of your data, and to withdraw consent at any time. Ask from your portal or email privacy@admission.ly. We respond within one month. You also have the right to complain to your data protection authority.

8. Deleting your account

You can request deletion at any time. We delete or anonymise your data except where a legal obligation requires retention, and we will tell you what was kept and why. Note that an institution which already received your application holds it under its own policy, and you will need to ask them separately.

9. Security

Passwords are hashed. Documents are stored outside the public web root and served only through an authorised route that re-checks your entitlement on every request. See our security page for how to report a vulnerability.

10. Children

The service is for applicants aged 16 or over. If you believe a younger person has created an account, tell us and we will remove it.

11. Changes

We will post material changes here with a new review date, and notify account holders where the change affects them.