Terms of Booking
These terms and conditions apply to all students bookings made at the Ashburton Chefs Academy Ltd.
- Terms & Conditions
- Assessment Appeals
- Access to Fair Assessment
- Complaints Procedure
- Disciplinary Procedure
- Sharing information with relatives/third-parties
- Your place is not secured on a course or accommodation until you have paid the relevant deposit.
- All deposits are non-refundable in the event of cancellation.
- You have up to 14 days cooling off period from booking (unless within 8 weeks of the course start).
- All course and accommodation balances become due 8 weeks before the start of the course.
- Cancellations within 8 weeks of the course start date can result in you losing your course fees. Read Cancellation Policy
- Students are required to abide by a Student Code of Conduct.
- Students staying at Finlake or Academy House are required to abide by the Student Rules of Residence.
- These Terms and Conditions of Enrolment (“the Terms and Conditions”) apply to students enrolling on a Course (“the Course”) run by Ashburton Chefs Academy Ltd (“the Academy”).
- Acceptance of a place on the Course is deemed acceptance of these Terms and Conditions.
- Application for enrolment on the Course must be made on the Chefs Academy Enrolment Form (“the Enrolment Form”).
- Submission of an Enrolment Form does not guarantee a place on the Course.
- Offers of acceptance will be made by the Academy in writing.
- A place on the Course cannot be reserved unless the deposit (“the Deposit”) as set out in the Academy Fees List (“the Fee List”) has been paid in full and any visas or loans required by the student have been secured.
- If the Academy is unable to offer you a place on your chosen course any Deposit and Fees paid will be returned in full.
- The Course dates and times are as set out on the Academy website.
- The Course runs from Monday to Friday, including Bank Holidays.
- The Academy will be entitled to change the timing and/or content of any element of the Course and to substitute any tutor at any time.
- Details of the qualifications you will be submitted for are set out the Academy website.
- All Course and accommodation fees (“the Fees”) are set out within the Fees section of the relevant course page on our website.
- Deposits are non-refundable, subject to Clause 5.2 below.
- Following acceptance by the Academy of your application and payment of the Deposit, you will be liable for the balance of the Fees.
- All Fees and outstanding balances must be paid not less than 8 weeks before the start of the Course (“the Enrolment Threshold”). If Fees are not paid by the Enrolment Threshold, the Academy will be entitled to reallocate your place subject to Clause 5 below.
- All Fees must be paid in accordance with Clause 4.4 regardless of any application for a Deko Loan (the Loan). If you successfully apply for a Loan, any monies received by the Academy from your Loan provider will be forwarded to you as soon as reasonably practicable.
- In the event of expulsion from the Course, no refund of Course or Accommodation Fees will be made.
- The Academy will be entitled to cancel the Course, or part thereof, at any time subject to the repayment of any Deposit and Fees received in respect of the Course or the part of the Course that has been cancelled.
- For bookings made at least 14 days before the Enrolment Threshold, if you decide to cancel your booking you may do so at any time during the period ending at 5pm on the day falling fourteen days after the date of payment of the Deposit. In these circumstances all monies paid by you including the Deposit will be refunded.
- For bookings made less than 14 days before the Enrolment Threshold, the cooling off period will extend to the Enrolment Threshold and not beyond. For example, bookings made 5 days before the Enrolment Threshold would be entitled to a 5 day cooling off period.
- For any cancellation made after fourteen days of the payment of the Deposit but before the Enrolment Threshold, Fees paid will be refunded less the Deposit. Deposits and/or fees may be transferred to future course dates subject to Clause 5.7.
- Bookings made after the Enrolment Threshold are not subject to the “cooling off” period set out in Clause 5.2 above.
- If you wish to cancel your booking after the Enrolment Threshold the Academy will attempt to resell your place on your behalf. The Academy will list your place for resale within 1 business day of receiving written notice. The Academy will take reasonable steps to resell your place, it may be necessary to discount the cost of your place to complete a sale, subject to your agreement.
- If the Academy is able to sell your place you will be entitled to a refund equal to the amount your place was resold for, excluding your non-refundable Deposit. Payment will be made to you not less than 7 business days after the Academy has received the cleared funds from the resale of your place.
- If, after the successful resale of your place you wish to transfer your balance to an available course on a future date, your balance and deposit will be transferred to this future booking. Any future course must be taken within 12 months of the start date of your original course. You will be required to pay any difference between your balance and the cost of the future booking. Transfer of deposits and/or fees may only be made once.
- If the Academy has been unable to resell your place, you will forfeit all course Fees and will not be entitled to receive any refund.
- Notice of any cancellation of a booking must be made to the Academy in writing.
- Should you fail any externally accredited exams and are offered the option to resit the exams you will be required to pay any associated exam fees charged by the external body together with Academy costs as set out in Appendix 2.
- An administration charge ("The Administration Fee") is applied in the case of all cancellations of £35 per student.
- International candidates, who have applied for but been declined for a Short-Term Study Visa, will, upon presentation of the relevant letter from the UK Borders Agency, will be refunded any course fees paid less the Administration Fee of £50.
- Once the Course has begun, no refund will be made if you fail to attend all or any part of the Course or if you fail required exams.
- No refund will be due for breaches of the Student Code of Conduct, Rules of Residence or other relevant requirements.
- Refunds that are due will be made within 7 business days of approval.
- All refunds are made to the source of the initial payment to comply with anti-money laundering requirements ie. fees paid by a credit card can only be refunded to the same card or initial bank transfers can only be refunded to the originating account.
- Students staying in Academy accommodation (“the Accommodation”) will be required to adhere to the Rules of Residence.
- Students who lose the right to accommodation through misconduct may be given 24 hours notice to vacate the Accommodation and will not be entitled to replacement accommodation by the Academy. In all instances where a student’s Accommodation is terminated through breach of the Rules of Residence the student will not be entitled to any refund.
7. Student Conduct
- Each student will be given a copy of the Academy’s Student Code of Conduct (“the Code”), which they will be asked to sign. Failure to abide by the Code may result in disciplinary action being taken by the Academy.
- Students must comply with all rules and regulations issued by the Academy from time to time. Any matters arising in relation to the Code will be dealt with by the Head of the Academy in accordance with the Disciplinary Procedure set out in Appendix 5 annexed hereto.
8. Assessments and Appeals
- The Academy adopts a Fair Assessment Policy as set out in Appendix 3 annexed hereto.
- If a student wishes to appeal against any assessment the Assessment and Appeals Procedure must be followed as set out in Appendix 2 annexed hereto.
- All students are required to wear Academy standard uniform when training in the kitchen. During theory sessions students are permitted to wear casual clothes.
- Close-toed, non-slip footwear must be worn in the kitchen at all times. Students will not be admitted to the kitchen without the correct footwear.
- Students are responsible for laundering their own chef wear.
- Tea towels and oven cloths are supplied and laundered by the Academy.
- All enrolled students of the Course should have a valid travel and/or student tuition fees insurance policy in place. The Fees do not include insurance.
- The Academy makes no guarantees in relation to the provision of any policy, and does not accept any liability arising from any claim made.
- Students staying in Academy Accommodation must insure their personal belongings.
11. Complaints Procedure
- Students wishing to make a complaint must follow the procedure set out in Appendix 4 annexed hereto.
- The Academy will not accept responsibility for the loss of any personal possessions.
- The Academy will not be liable for any loss suffered by you that is indirect, special or consequential.
- The Academy will not be liable for any loss suffered by you resulting from any event that is beyond the reasonable control of the Academy.
- No failure or delay by the Academy in enforcing any of its rights under these Terms and Conditions shall be deemed to be a waiver of such rights.
- This Contract shall be governed by English law.
- Subject to the regulations of the particular examining body, the Head of Academy shall have the power to decide whether a candidate who has failed in any examination shall be permitted to be presented for re-examination without further class attendance.
- No Student will be permitted to re-take any practical units unless all necessary Guided Learning Hours and Theoretical Units of the course have been completed including any written assignments and the requisite Total Qualification Time has been met.
- Any re-examination must be undertaken while the Student is registered with the relevant Awarding Body. If the Student’s membership has expired, any further registration fees will be paid by the Student.
- Where re-examination of practical units is required, there will be a cost of £150 per day, or part thereof, plus any external examination fees that might be payable.
Student Assessment Appeals Policy
Right of AppealAll Students have the right to appeal the outcome of an assessment.
Induction InformationAll Students are informed of the procedure regarding appeal during induction.
Grounds for Appeal
- If the Student is dissatisfied with the result of an assessment;
- If the Student is dissatisfied with the re-assessment opportunities offered;
- If the Student is dissatisfied with the time allowed for the assessment;
- If the Student's assessment performance has been affected by ill health. In this case, the appeal must be supported by a medical certificate.
Appeal StagesThis appeal procedure should only be initiated after an unsuccessful initial enquiry to the class Assessor.
Stage Appeal To
- First: Course Tutor
- Second: Head of Academy
- Third: External Accreditation Body
- No person who has been involved in an assessment enquiry/ appeal at one stage should adjudicate within the appeals stage, for the same complaint, at higher level.
- At each stage of appeal, appropriate consultation must take place with the internal moderator or with other subject specialists.
Student Assessment Appeals Procedure
- A dissatisfied student must, before instigating the Appeals Procedure and within seven days of receiving the assessment, inform the course tutor of their dissatisfaction. The course tutor should consider the student's performance, discuss with another appropriate tutor and inform the student of the outcome of the enquiry by/at the following meeting of the class.
- If the student is not satisfied with the outcome of the enquiry or any stage of the appeal and wishes to continue their right of appeal he/she must indicate this to the appropriate person (as above) within three working days of receiving the previous result. A meeting to hear the appeal will then be arranged within seven days.
- Students should contact the Course Administrator for details of how to contact the External Accreditation Body.
Access to Fair Assessment Policy
This policy covers the arrangements for fair assessment for students taking any course at the Ashburton Chefs Academy. It is not limited to those courses that are assessed towards an externally accredited course. Students are made aware of the existence of this policy and have open access to it on paper in a folder at the Ashburton Chefs Academy as well as this website.
All tutors teaching at the Ashburton Chefs Academy are made aware of the contents and purpose of this policy. This policy is reviewed annually and may be revised in response to feedback from students, tutors, and external organisations.
Every student taking a course at the Ashburton Chefs Academy will be assessed fairly. That means that:
- Assessment will be a test of what the student knows, what they understand, and what they are able to do.
- For any particular course, every student will be assessed using the same overall set of exercises and criteria.
- Assessments will be standardised across different tutors and classes to ensure that all students have been judged against the same standards.
Procedure for Appeals by Students
If a student feels that they have not been assessed fairly then they should use the Appeals & Complaints Procedure to appeal the assessment decision of their tutor. However, the first step is always to discuss the situation with the tutor concerned.Top
- Before making a complaint, students should attempt to resolve any issues informally. This attempt may involve the student either addressing the issue directly with the staff concerned, and/or talking to the Course Tutor or Student Welfare Officer to help them resolve the issue.
- A complaint must be made in a timely manner, usually within one week of the issue arising.
If after attempting to resolve the issue informally the student wishes to raise a formal complaint, they must
contact the Course Administrator in writing with the following details:
- Student details;
- Details of the complaint with supporting evidence where appropriate;
- A summary of the attempts made by the student to resolve the issue informally;
- The outcome of the complaint that the student is looking for.
- The Course Administrator will acknowledge the receipt of the complaint, normally within five working days.
- The Course Administrator will keep detailed records and will normally meet with the student to discuss their complaint and clarify what attempts the student has made to resolve the complaint informally. The student may not be represented in their absence at this meeting; however, the student may be accompanied by a friend or colleague who may speak in support but not instead of them during the meeting.
- An investigation will be undertaken by the Head of Academy (or a their nominee). Once concluded the Course Administrator will produce a written report outlining the complaint, the findings and any proposed action, and return the report and documentary evidence to the student, relevant staff and the Head of Academy.
- The report will normally be sent to the student within 30 working days of receiving the formal complaint. If the investigation and completion of the report will take longer than 30 working days the student will be informed of any revised timeframe.
- If the student remains dissatisfied with the outcome of the complaints process they may escalate their complaint to the Head of Academy directly or if appropriate, a relevant External Accredited Body.
- Students must adhere to the Student Code of Conduct (“the Code”).
- Students staying at Finlake or Academy House must adhere to the relevant Rules of Residence (“Rules of Residence”).
- If a student breaches the Code and/ or Rules of Residence, the Head of the Academy has the discretion to deal with such breaches as he deems appropriate.
- Minor breaches will incur a verbal warning.
- Further minor breaches will incur a written warning.
- If, following a written warning, the Student continues to breach the Code, the Academy reserves the right to expel the Student. No Course or Accommodation Fees will be refunded.
In the event of serious breaches, the Head of the Academy has the right to expel a Student immediately without
the need for a verbal or written warning. In such circumstances no Course or Accommodation Fees will be refunded.
Breaches that may result in immediate expulsion include, but are not limited to:
- verbal or physical abuse of Academy staff or fellow students
- disruptive behaviour
- possession or use of drugs or alcohol at the Academy
- wilful damage to Academy, Finlake or Ashburton Court property
Sharing information with relatives/third-parties
Privacy rights of the student
The Data Protection Act protects an individual's rights to privacy with regards to their personal data. It establishes a set of principles and conditions about the use and disclosure of personal data with which the Academy must comply.
This means that we cannot pass on information about its students unless it is permitted to do so under the Act: so the policy of the Academy is not to disclose personal data about its students to anyone unless the student has given fully-informed consent for the information to be released.
For full details of how we handle your data please see our
How does the student provide consent?
During enrolment the student is asked if they wish to authorise us to communicate with any third-party for specific scenarios, such as welfare issues or academic related issues (such as attendance or academic performance).
In addition, the student can give us written authorisation whilst attending the Academy to share information with a specified person about a particular matter whilst studying with us.
The information that a student can consent to share at the time of enrolment is limited to:
- Academic: Attendance, Grades, Performance, Outcomes, Exams & Resits, Events.
- Welfare: Health issues or concerns affecting personal welfare.
- Accommodation: General information, Warnings, Eviction notices.
Prior consent can be removed by writing to us details of the changes you wish to make. You can contact us here.
What can the Academy share with parents?
Parents or relatives, particularly those who are contributing to tuition fees sometimes ask for information about the academic progress of their child or to try and find out where they are if they have not been in touch.
The Academy will not be able to disclose this sort of personal data (even to parents) without prior consent from the student (unless in exceptional circumstances of welfare).
If a student has given their consent for us to discuss their information with a parent, we are happy to comply - however we will only communicate critical information and expect general communication to be between the student and the relative/third-party.
In all circumstances the student would be informed prior to any communication with third-parties to confirm their consent.
If no consent is recorded on a student's file there can be no communication by the Academy with a parent/third-party.
Communication with a third-party payee of fees
Where a relative/third-party is paying course fees on your behalf we will, by necessity, have a relationship with them and you will need to consent to the sharing of some information between us and them to allow us to complete your booking. This will be limited to general course and transactional information such as bank details, payment terms, request for payments, completion of payments or refunds, and invoice breakdowns. If a student does not wish to have such data shared they will need to pay fees from their own bank account.
How we can help if a parent/relative has serious welfare concerns?
There may be circumstances when a parent/relative may have major concerns about a student - perhaps they have not heard from them for some time, concerned about an illness or possibly a worrying message you have received. In such cases if you leave contact details/correspondence with us, we will pass them on and encourage the student (assuming the individual is a student with us) to make contact. If the individual is not a student at the Academy the details will be destroyed.
The Data Protection Act does permit the Academy to disclose information in certain exceptional circumstance such as life or death situations. In such cases the need to obtain consent before disclosing personal data may be waived and we would contact the relevant parties such as emergency services, next of kin or emergency contact.
If the Academy has serious welfare concerns regarding a student we would contact the person nominated as the Emergency Contact by the student.Top
Student Code of Conduct
The Chefs Academy is a professional learning environment and so all students are required to abide by a Student Code of Conduct for the benefit of fellow students, staff and the wider public.
- Students should make every effort to maintain a good attendance record and positive approach to work. Students must complete the required Guided Learning Hours and independent study hours to meet the requisite Total Qualification Time.
- Students are required to follow the required dress code and maintain a clean and professional appearance whilst at the Academy.
- Students are expected to be punctual when attending class. Regular late attendance can result in disciplinary action and could affect your grades.
- Jewellery should be kept to a minimum. Students should not wear any types of nail polish.
- All coursework should be completed and handed in on time. Failure to do so can result in a mark of ‘Fail’ being recorded for that particular piece of work.
- Mobile phones are not to be used within the classroom or kitchens during lesson time.
- The recording, either audio or visual of staff or other students without prior consent is forbidden.
- The Academy is a professional training & work environment. Aggressive, abusive, racist, sexist or vulgar language or behaviour to staff or fellow students will not be tolerated at the Academy and will result in disciplinary action being taken.
- Students are expected to treat the Academy environment with respect. Appropriate behaviour must be adhered to at all times within the Academy building. Any wilful damage to Academy property will be charged directly to the student and may result in disciplinary action being taken.
- The Academy cannot accept responsibility for students’ personal possessions.
- Any student found to be in possession or under the influence of alcohol or illegal substances will be asked to leave the Academy immediately.
- Students should only eat in the dining areas provided on the premises.
- Smoking is only permitted in designated areas.
- If a student has a grievance relating to any aspect of their course or persons behaviour they should follow the Students Complaints Procedure. Complaints may also be made to the British Accreditation Council (BAC). Details
- All students should inform the Academy of any changes to their contact details or those of their next of kin.
Student Covid-19 Rules
As part of our strategy to reduce the risks to students and staff from Covid-19, we require all students to adhere to the following rules:-
- Students must enter the building using the front door at all times. Students must be temperature checked on arrival each day. If a student’s temperature is outside of the recommended guidelines, they will not be able to attend the school until further checks have taken place. Students must sanitize their hands when entering the school building.
- Students must use the dining room table allocated to them and work on the corresponding workstation within the kitchen.
- Students must wear face masks when entering the building, using the toilet and in any communal areas. Face masks must be worn by any student using the minibus.
- Students must use the toilet that has been allocated to their kitchen, each toilet will be unisex. Aprons will be removed in kitchen and left on the student’s section before visiting the toilet.
- Students should remain vigilant at all times when in the building and try to avoid gathering in groups or being in close contact with others unless necessary and the correct PPE is worn.
- Students must pay attention to signage both on dining room doors and observe the floor markings in the public areas of the school to ensure safe practices are adhered to.
- Students should arrive at the Academy wearing their chef whites, shoes can be changed in the dining room. A boot bag will be provided to each student so that kitchen shoes can be taken home on a Friday. It is the student’s responsibility to remember to bring their kitchen shoes to the Academy on Monday morning.
- Students using the smoking area must adhere to the social distancing guidelines, this will also apply to any evacuation in the event of a fire or fire drill.
- Students should not enter the walk-in fridges in the kitchens, unless asked to by the tutor, only one person is permitted to be in the fridge at any time.
- Students should remain vigilant to the risks of Covid-19 while off-site from the Academy, including avoiding working in any high-risk employment (e.g. in a care home) without the consent of the Academy Director. Students must take personal responsibility for their behavior and ensure that they limit their exposure to the risks of Covid-19 at all times.
- Students must adhere to all current government guidelines and follow any further instructions that are issued by the Academy.
Rules of Residence
These Rules of Residence apply to the accommodation at both Finlake and Academy House that we offer exclusively to Chefs Academy students.
- You will be given your keys to the accommodation and your room on your arrival. Lost keys will be replaced at a charge of £25 per key.
- No overnight guests are permitted on the premises.
- Noise should be kept to a minimum after 9pm in consideration of other residents as well as neighbours. Residents should be respectful at all times to other guests and visitors to the site. The Academy reserves the right to terminate your accommodation without compensation or refund where your unreasonable behaviour might impair the enjoyment, comfort or health of other residents, this may include but is not limited to excessive noise, excessive drinking, verbal or physical abuse.
- Rooms and shared spaces such as kitchens and lounges are to be kept clean and tidy to the standard expected, spot checks will be made. You are jointly responsible with other residents for keeping your environment clean and tidy. You are expected to take rubbish to the bins provided within the site.
- It is your responsibility to report any damage to us so that the appropriate charges can be made.
- Smoking is not permitted within the property. You make smoke in designated areas only.
- The use of all drugs and illegal substances is strictly prohibited.
- You are responsible for insuring your personal belongings.
- Cars are parked at the owners risk.
- No pets including fish, rodents and reptiles shall be permitted in the accommodation.
- Accommodation staff will carry out an inspection of bedrooms and public areas during the final week of residency. Any charges for damage will be notified to the student prior to their departure from the accommodation and where necessary, deducted from the security deposit.
- The Academy has the right to terminate your residency if the Rules of Residence are breached. No refunds will be due if you breach these terms.
- Who We Are
- Why we request your information
- How we collect your information
- What information do we collect and store
- How we will use your information
- Sharing information with relatives/third-parties
- Information Security and Third Parties
- International Data Transfers
- Retention of Data
- Your Rights
- Making a complaint and dispute resolution
- Updates to the Policy
- Contact Us
When we use your personal information, we are regulated under the UK's Data Protection Act (2018) and the General Data Protection Regulation (GDPR) which applies across the European Union (including the United Kingdom) and we are responsible as the ‘controller’ of your personal information under those laws.
These are the key principles of the GDPR regulation by which we are bound:
- Customers must have given consent to processing of personal data.
- Processing of customer data must be limited to the specific purpose.
- Data must be accurate, relevant and limited to what is necessary in relation to the purposes.
- Data must be kept for no longer than is necessary, unless kept purely for historical research purposes or statistical purposes.
- Data must be processed in a secure and confidential manner.
- The customer has the right to know what data is registered and to have the data deleted (“right to be forgotten”).
1. Who We Are
The Ashburton Group Ltd is a business with registered offices at Old Exeter Road, Ashburton, Devon, UK TQ13 7LG primarily offering cookery training.
We also offer gift vouchers, cookery equipment and offer accommodation to support our core business.
The Ashburton Group Ltd (Registered in England & Wales with company number 06968861) is the holding company of the following registered companies:
- Ashburton Cookery School Ltd: Leisure Cookery Courses & Shop Sales
- Ashburton Chefs Academy Ltd: Vocational Chef Training
- Ashburton Facilities Ltd: Student Accommodation
- Ashburton Lodges Ltd: Student Accommodation
This privacy statement applies to the activity offered by all companies within the Ashburton Group Ltd.
Depending on the services you use we may share your personal information within our group of companies.
You will need to consent to this to utilise our services.
2. Why we request your information
When you use our services we will collect and store personal information you give us to facilitate your booking. We only collect personal information to enable us to fulfil orders, answer enquiries and meet our obligations as a provider of accredited qualifications.
To safely deliver cookery courses we are obliged to request information related to food allergies and any special dietary requirements or health issues that we will need to provide support for.
If you are booking a course on behalf of someone else, you will need to provide personal information on their behalf and you will need to obtain their consent to do so - or alternatively, refer them to contact us to give us details themselves.
3. How we collect your information
We will collect the information below in different ways depending on how you choose to make contact with us and the circumstances.
When you contact us or book online directly through our website or use a voucher, you will need to tell us some basic personal information required to enable us to contact you or fulfil your booking.
When you order directly through our website, you will have the option of registering a customer account. We recommend you do this since this will give you access to view and manage your data at any time.
Phone Orders & Enquiries
When you contact us via phone for an enquiry or to place an order for a course, event, accommodation or product we will ask for your personal details necessary to fulfil your request.
If you are applying for a Chefs Academy course, you will be required to complete a written application form with personal information and you may choose to post it directly to us (you can also email it). Such information will be treated in confidence in line with data handling requirements.
When you are attend a course at any of our training centres we may ask you for personal details to fulfil our services - such as asking for the name you wish to be printed on a certificate of completion, or asking for further details about a food allergy etc.
If you attend an interview for a Chefs Academy course we may ask for and record some personal information such as work history to best understand your skill level and ambitions.
4. What personal information do we collect and store
Listed below is the information that we could request to provide services.
- Purchaser Personal Information - your name and in some cases, date of birth.
- Purchaser Contact Information - your address, phone numbers and email address.
- Purchaser Payment Information - debit or credit card details.
- Help-desk Requests - we maintain records of conversations made via email.
- Marketing Consent - we ask if you would like to receive our marketing.
Cookery Course & Accommodation Bookings
In addition to the purchaser details:-
- Attendee Information - name
- Attendee Contact - email, mobile phone number
- Attendee Health - Any food allergies, disabilities or health issues that we need to be aware of to safely deliver services.
- Parental Consent - For services delivered to minors.
In addition to the purchaser details:-
- Recipient Details - name, email, postal address.
Chefs Academy Courses & Accommodation
In addition to purchaser details:-
- Student Personal Information - name, date of birth, nationality, work experience, passport & visa (if oversees student).
- Student Contact Information - address, phone numbers and email.
- Student Health Information - food allergies, dietary restrictions, pre-existing medical conditions or disabilities that may require additional learner support.
- Next of Kin Information - contact details in case of emergency.
- Financial Agreements - a record of financial agreements made with third-parties to pay for a course - such as Career Development Loan.
- Transactional Information - a record of payments made to or received to our companies.
- Proof of Identity - for oversees transactions to comply with anti-money laundering obligations.
- Order History - a record of the services you have used over time.
- Website Usage - data about your usage of our website services.
- Consents - any permissions that you provide us with, this may relate to contact preferences, or permissions passing details onto third parties.
- Social Media Information - comments made on discussion forums, blogs, social media in connection with our products and services.
5. How we will use your information
The General Data Protection Regulation states that we are only allowed to use personal information if we have a genuine reason to do so. This includes providing it to third parties outside of the Ashburton Group.
The Ashburton Group Ltd and its subsidiary companies will only use your personal information for one of the following reasons:
- To deliver a service you have requested.
- When it is our legal duty.
- When you consent to it.
- When it is in our legitimate interest.
A legitimate interest is when we have a valid business reason to use your information. We will only use this reason when we think it is in your best interest so that you can have the best possible experience.
6. Sharing information with Relatives/Third Parties
Parents or relatives, particularly those who are contributing to tuition fees sometimes ask for information about the academic progress of their child or to try and find out where they are if they have not been in touch.
The Academy will not be able to disclose this sort of personal data (even to parents) without prior consent from the student (unless in exceptional circumstances of welfare) because of the Data Protection Act which protect's an individuals rights to their personal data.
If a student has given their consent for us to discuss their information with a parent, we are happy to comply - however we will only communicate critical information and expect general communication to be between yourself and the relative/third-party.
Communication with a third-party payee of fees
Where a relative/third-party is paying course fees on your behalf we will by necessity have a relationship with them and you will need to consent to the sharing of transactional and general course information between us and them to allow us to complete your booking. This will be limited to general course and transactional information such as bank details, payment terms, request for payments, completion of payments or refunds, and invoice breakdowns. If a student does not wish to have such data shared they will need to pay fees from their own bank account.
Further details can be read on our Sharing information with relatives/third-parties section.
7. Information Security and Third Parties
We take the security of your information seriously and work hard to protect ourselves and your information from unauthorised access. We also protect against unauthorised disclosure, alteration or destruction of information we hold. In particular:
- We encrypt the transmission of data to our websites using ssl.
- We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
- We restrict access to areas of our systems where personal information is stored to those employees who need to know that information in order for us to be able to carry out our day-to-day business activities. The people who access these areas are subject to strict contractual confidentiality obligations.
The majority of personal data is held in our own systems and databases on secure servers located in the UK and managed by ourselves.
We also utilise some third-party software and data may be shared across these systems which we have listed below. We have vetted the security of these services as being of good quality and we encourage you to read the privacy statements of these companies on their websites.
8. International Data Transfers
We will generally only send your data outside of the European Economic Area (‘EEA’) to:
- Follow your instructions (e.g. right to portability); or
- Comply with a legal duty;
If we do transfer information to third parties outside of the EEA, we will make sure that it is protected in the same way as if it was being used within the EEA.
9. Retention of Data
We will need to keep your personal information for as long as you are a customer of the Ashburton Group Ltd or one of our group companies.
After your relationship with the Ashburton Group Ltd or subsidiary companies ends, we may keep your data for up to 5 years for the following scenarios:
- To maintain records according to rules and regulations that apply to us - such as may be required by awarding bodies or HMRC.
- To maintain records relating to financial agreements until such agreements have been completed.
- To maintain a record of your achievements with us to validate queries about course certificates that we issue.
- To respond to any queries or complaints.
In some circumstances, we will keep your data for longer than 5 years if we cannot delete it for regulatory or legal reasons. If we do, we will continue to ensure that your privacy is protected and we will only use it for the specified reasons.
10. Your Rights
Right to Be Informed
We will inform you about the data we collect on you at the time of collection and seek your consent to do so.
Right to Access
You have a right to request access to the personal information we hold about you either verbally or in writing. We will respond within one month of receiving the request.
Right to Rectification
If you have an online customer account you will be able to edit your personal details at any time.
If you do not have an online customer account login you may contact us at any time at our contact page to request access to this or alternatively contact us and we will update your details for you.
Right to Erasure
You will be able to request that we remove all personal information we hold about you, if there is no need for us to keep it (ie. if you don't have active or future services with us.
Please contact us with your request via our Contact Page and we will respond within one month.
If there are regulatory or legal reasons why we need to keep or use your data, we will advise you of this when a request is made.
Right to Data Portability
You can make a request for us to provide personal information you have supplied to transfer to a third party if it is supplied to us through an online system that allows for portability in a machine readable format.
Right to Object
You have the right to object to the processing of your data for direct marketing at any time. On any marketing email that you receive from us you find a link to be able to unsubscribe instantly, or contact us if you wish to stop receiving any messages.
For further information on each of these rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO).
We will never pass your details on to third parties for marketing purposes. Where you are an existing customer or have previously requested the use of our products or services, we may use your personal information to tell you about relevant products and offers. You can opt out at any time by clicking unsubscribe on any email communications we send to you, or alternately by changing your preferences within the online customer area.
However, we may still use email to provide you with information related to your orders, statements, legal notices and other important information such as changes to your existing products and services to ensure best service and meet any legal obligations to you.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. Cookies allow us to distinguish you from other users of the website, helping us to provide you with a good experience when you browse our website and also allowing us to improve our website.
See our Cookies policy, for further information on Cookies and how we use them.
13. Making a complaint and dispute resolution
If you are dissatisfied with any response you receive from us, you may refer your complaint to the ICO. Find out more on their website.
14. Updates to the Policy
15. Contact Us
- We will ensure that every aspect of our activity is conducted in accordance with sound environmental practice (with the requirements of environmental legislation and approved codes of practice) to pursue sustainability and the prevention of pollution.
- We will minimize waste, recycle materials whenever possible, ensure all waste is disposed of in a safe and responsible manner.
- We aim to identify negative impact on environmental aspects and prioritise action to reduce them.
- We will set environmental targets and goals designed to improve our environmental performance and regularly review progress.
- All employees are made aware of this policy and their responsibilities for environmental issues.
The Ashburton Chefs Academy operates an energy conservation policy to ensure that all non-critical equipment is switched off when not needed. We will always seek to purchase products that are environmentally friendly, re-usable, recyclable, biodegradable and that do not damage the environment.
Whenever possible, Ashburton Chefs Academy:
- Re-uses incoming packaging materials
- Purchases local, sustainable produce based on low food miles to reduce carbon emissions
- Supports local economy
- Assists customers to use products and services in an environmentally-sensitive way
- Encourages all suppliers to raise similar environmental standards
This policy statement is on display at our company premises.