Your Rights and Our Commitments

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Data Protection & Privacy

Your Personal Information is Safe with Us.

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We take your privacy seriously and handle all personal data in accordance with UK data protection laws (GDPR and Data Protection Act 2018).

What We Collect and Why:

• Personal details for course enrollment and academic records

• Assessment results and learning progress for qualification purposes

• Communication preferences to keep you informed about your studies

• Learning analytics to personalise your educational experience

Your Rights:

• Access your personal data at any time

• Correct any inaccurate information we hold

• Request deletion of your data (subject to legal requirements)

• Object to certain types of data processing

• Data portability - get your data in a usable format

How We Protect Your Data:

• Bank-level encryption for all data transmission and storage

• Role-based access controls - only authorised staff can access your information

• Regular security audits and staff training on data protection

• Secure cloud infrastructure with automatic backups

Data Retention:

• Student academic records: 7 years after course completion

• Assessment data: 3 years for quality assurance

• Marketing data: 2 years from last contact (unless consent withdrawn)

Contact:

For any data protection queries, contact our Data Protection Officer at hi@nexsy.io

2

Complaints Policy

Your Voice Matters - How to Raise Concerns.

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We're committed to providing excellent service, but if something goes wrong, we want to hear from you and put it right.

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What You Can Complain About:

• Quality of teaching, course content, or learning support

• Incorrect or misleading information about our services

• Administrative issues (fees, enrollment, resources)

• Unacceptable behaviour by staff or other learners

• Health and safety concerns

How to Make a Complaint:

Step 1: Informal Resolution (Recommended first step)

• Speak directly with your tutor, assessor, or relevant staff member

• Most issues can be resolved quickly through open discussion

• You'll receive a response within 5 working days

Step 2: Formal Complaint

• Submit a written complaint within 10 working days of the incident

• Include specific details: what happened, when, who was involved, and your desired outcome

• We'll acknowledge your complaint within 5 working days

• Full investigation and response within 14 working days

Support Available:

• Help with completing complaint forms if needed

• Bring a friend, family member, or advocate to meetings

• Interpreter services if English isn't your first language

• Alternative formats for those with accessibility needs

External Review:

If you're not satisfied with our response, you can appeal to relevant external bodies, including awarding organisations or the Office of the Independent Adjudicator.

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Contact:

Submit complaints to your assessor or email hi@nexsy.io with "Complaint" in the subject line.

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Appeals Policy

Fair Assessment - Your Right to Appeal

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If you disagree with an assessment decision, you have the right to a fair and independent review.

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What You Can Appeal:

• Assessment Plans - methods, timing, or location of assessments

• Assessment Process - if the assessment didn't follow the agreed plan

• Assessment Decisions - if you believe the judgment was unfair

The Appeals Process:

Step 1: Discussion with Assessor

• First, discuss your concerns directly with your assessor

• They'll explain their decision and the criteria used

• Many issues are resolved at this stage

Step 2: Formal Appeal

• Submit a written appeal within 5 working days of receiving feedback

• Appeals are reviewed by our Internal Quality Assurer (independent from your assessor)

• We'll investigate thoroughly, including reviewing all evidence and interviewing relevant parties

• You'll receive a written response within 15 working days

Step 3: External Appeal

• If still unsatisfied, you can appeal to the awarding organisation

• We'll provide all necessary documentation to support the external review

Your Rights During Appeals:

• No disadvantage to making an appeal

• Fair and impartial investigation

• Right to bring support to any meetings

• Clear written explanation of decisions

Important:

Appeals must be based on procedural issues, new evidence, or concerns about fairness, rather than simply disagreeing with academic judgment.

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Equality and Diversity

Creating an Inclusive Learning Environment

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We're committed to providing equal opportunities for all learners regardless of age, disability, gender, race, religion, sexual orientation, or any other characteristic.

Our Commitment:

• Inclusive teaching methods that accommodate different learning styles

• Reasonable adjustments for learners with disabilities or additional needs

• Zero tolerance for discrimination, harassment, or bullying

• Cultural sensitivity in all our interactions and materials

Support Available:

• Individual learning plans tailored to your needs

• Assistive technology and accessibility tools

• Flexible study arrangements where possible

• Dedicated support staff for specific needs

If You Experience Discrimination:

• Report concerns immediately to your tutor, assessor, or Internal Quality Assurer

• We'll investigate promptly and confidentially

• Support is available throughout the process

• Right to appeal decisions through our formal procedures

Making Our Learning Inclusive:

We regularly review our materials, methods, and facilities to ensure they're accessible to all learners. Your feedback helps us improve.

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Safeguarding

Your Safety and Well-being

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We're committed to creating a safe learning environment where everyone can thrive.

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Our Responsibilities:

• Protect learners from harm, abuse, or exploitation

• Create a culture where concerns can be raised safely

• Respond promptly and appropriately to safeguarding concerns

• Work with external agencies when necessary

Types of Concerns We Address:

• Physical, emotional, or psychological abuse

• Neglect or exploitation

• Radicalisation or extremist influences

• Online safety and cyberbullying

• Mental health and well-being issues

How to Report Concerns:

• Speak to any member of staff you trust

• Contact our designated safeguarding officer

• Use our confidential reporting systems

• Emergencies: contact emergency services (999)

Support Available:

• Confidential counselling and support services

• Liaison with external support agencies

• Academic adjustments during difficult periods

• Ongoing monitoring and check-ins

Important:

We take all safeguarding concerns seriously and will always prioritise your safety and well-being.

6

Recognition of Prior Learning (RPL)

Your Experience Counts

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Already have skills and knowledge relevant to your chosen course? Our RPL process can help you avoid repeating learning you've already mastered.

What is RPL? Recognition of Prior Learning allows you to gain credit for knowledge and skills you already possess from:

• Previous education and qualifications

• Work experience and professional training

• Voluntary work and life experiences

• Professional development and certifications

The RPL Process:

Stage 1: Initial Guidance

• Discussion with our advisors about your experience

• Assessment of whether RPL is appropriate for your chosen qualification

• Explanation of evidence requirements and process

Stage 2: Evidence Gathering

• Collect evidence that demonstrates your existing knowledge and skills

• Map your experience against specific learning outcomes

• Prepare a portfolio with supporting documentation

Stage 3: Assessment

• Qualified assessors review your evidence

• May include professional discussions or practical demonstrations

• Fair and transparent evaluation against course standards

Stage 4: Decision

• Clear written outcome with detailed feedback

• Credit awarded for demonstrated competencies

• Guidance on remaining learning requirements

Benefits of RPL:

• Faster route to qualification

• Recognition of your valuable experience

• Reduced course duration and fees

• Builds confidence in your existing abilities

Support Available:

• Dedicated RPL advisors to guide you through the process

• Help with evidence gathering and portfolio preparation

• Clear guidance on requirements and standards

7

Registration and Certification

Your Journey to Qualification

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Understanding how registration and certification work ensures you get the recognition you deserve for your studies.

Registration Process:

• Enrol with Nexsy Academy for your chosen course

• We register you with the appropriate awarding organisation

• You'll receive confirmation of registration and learner ID

• Registration includes access to our LMS and support services

Throughout Your Studies:

• Regular progress monitoring and feedback

• Assessment opportunities are tracked and recorded

• Quality assurance processes ensure fair and consistent standards

• Internal verification of all assessment decisions

Certification Process:

• Completion is confirmed when all requirements are met

• Quality assurance review of your achievements

• Submission to the awarding organisation for final certification

• Certificate issued directly from the awarding organisation

Your Responsibilities:

• Maintain accurate personal information

• Complete all required assessments and activities

• Inform us of any changes that may affect your studies

• Adhere to academic integrity requirements

Quality Assurance:

• All processes meet the awarding organisation's standards

• Regular external verification and quality reviews

• Comprehensive records are maintained for audit purposes

• Continuous improvement based on feedback and outcomes

Timescales:

• Registration: Within 5 working days of enrollment

• Certification: 6-8 weeks after completion confirmation

• Replacement certificates: Available through the awarding organisation