Last updated: February 2026
The National Council for the Training of Journalists (NCTJ), registered as NCTJ Training Limited, is the controller of your personal information. This privacy notice explains how we collect, use, store and share personal data across all areas of our work, including qualifications, training, website services, marketing communications and bursary schemes.
If you have any questions, please contact us using the details below.
Contact details
Post: Station Road, New Granary, Station Road, Newport, Essex, CB11 3PL
Telephone: 01799 544014
Email: [email protected]
Information for young people (aged 13 and over)
We sometimes collect information from young people aged 13–17, particularly when they sign up for updates or take part in campaigns aimed at those exploring journalism careers.
We explain how your data is used in clear, straightforward language.
• You must be at least 13 years old to give us your information online.
• If you are under 18, you have the same data protection rights as adults, including the right to see your data, ask us to correct it, or ask us to delete it.
• We only collect the information we need, and we never sell your data.
• You can unsubscribe from updates at any time.
At sign-up points aimed at teenagers, we will ask you to confirm “I am 13 or over”.
If you would like any part of this privacy notice explained more simply, please contact us.
What personal information we collect and why
We collect different types of information depending on how you interact with us.
- Education, qualifications and student administration
We collect and use:
• names and contact details
• date of birth
• gender
• account information for our online systems
• exam entries, results and qualification records
• information relating to (Special Educational Needs and Disabilities), reasonable adjustments and additional support needs
• information relating to complaints or compliments
We use this information to:
• register and administer qualifications
• deliver assessments
• provide results, transcripts and certificates
• support learners with reasonable adjustments
• maintain accurate records for audit and regulatory purposes
- Journalism Diversity Fund (JDF) applications
For applicants to the JDF, we collect additional special category data, including:
• racial or ethnic origin
• religious or philosophical beliefs
• health information
• sexual orientation
This information is used solely for the purpose of administering the bursary, assessing eligibility, monitoring diversity and ensuring fair decision-making. It is subject to additional safeguards.
- Marketing, communications and website use
We collect and use:
• names and contact details
• addresses
• marketing preferences
• records of consent (where applicable)
• website usage information, such as pages visited
We use this information to send updates you have asked for, promote our qualifications, courses and events, and understand how people use our website so we can improve our services.
- Providing services, goods and event administration
We collect and use:
• names and contact details
• date of birth (where relevant)
• addresses
• account access information
We use this information to deliver products and services, manage bookings, arrange events, process payments and maintain accounts.
Cookies and analytics
Our website uses cookies to provide essential functionality and help us understand how people use the site.
Necessary cookies
These enable core functions such as page navigation, secure log-ins and shopping cart features.
They are essential for the website to work and do not require consent.
Analytics cookies
We use Google Analytics to collect anonymous information about how visitors use our website, including:
• pages visited
• links clicked
• browser type and device information
• approximate location (based on IP address)
This helps us evaluate and improve our website and understand what content is useful to users.
Analytics cookies only run if you give consent through our cookie banner.
You can turn analytics cookies on or off at any time using the options provided in the banner. If you select “I do not accept cookies”, analytics tools will not run.
Google Analytics may process information outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as the UK Addendum to the EU Standard Contractual Clauses.
We retain analytics data only for as long as necessary for reporting and improvement.
Lawful bases for using your personal information
Under UK data protection law, we must have a lawful basis for using your data. The bases we rely on are:
- Contract
Used when we need your information to provide a service or qualification you have registered for.
Examples:
• administering exams and assessments
• issuing results and certificates
• maintaining learner accounts
• delivering events or products you have purchased
- Legitimate interests
Used when the processing is necessary for our work as an awarding organisation and does not unfairly affect your rights.
Our legitimate interests include:
• ensuring accurate qualification records
• supporting centres, assessors and moderators
• communicating important service updates
• maintaining website functionality and security
- Consent
Used when you choose to receive marketing communications or when you apply for the JDF using special category data.
• You may withdraw consent at any time.
• Withdrawing consent will not affect the services we provide where consent is not the lawful basis.
- Explicit consent
Used for JDF special category data. We will always explain why this information is required and how it will be used.
Where we get your personal information
- Directly from you when you complete forms, create an account, apply for a bursary, book an exam, register for an event or subscribe to updates.
• From training providers, exam centres or partners who help deliver our qualifications and services.
Who we share your information with
We only share data where necessary and with appropriate safeguards in place. We may share personal information with:
- Assessors, moderators and examiners involved in delivering or quality assuring qualifications
• Training providers offering NCTJ-accredited courses
• Judges and selection panels, where relevant (for example, Journalism Diversity Fund)
• Technology providers, including website hosting, CRM systems and online assessment platforms
• Email and communications services that send updates on our behalf
• Payment processors
• Regulators and authorities, where legally required
We do not sell your personal information.
International transfers
Some of our service providers may process personal data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.
A list of our data processors and sub-processors is available on request.
How long we keep your information
We keep your personal information only for as long as necessary for the purpose it was collected.
For qualification records, we keep data for extended periods so we can verify results and re-issue certificates if needed.
For full details, please see our data retention policy.
How we keep your information secure
We use technical and organisational measures to protect personal data, including access controls, secure systems, encryption, staff training and regular security reviews. Only authorised staff and trusted partners can access personal information.
Your data protection rights
You have the following rights under UK data protection law:
- Right of access – to request copies of your personal data
• Right to rectification – to have incorrect or incomplete data corrected
• Right to erasure – to ask us to delete your data
• Right to restrict processing – to limit how your data is used
• Right to object – to object to processing based on legitimate interests or to direct marketing
• Right to data portability – to request transfer of your data to another organisation
• Right to withdraw consent – at any time, where consent is used
We will respond to rights requests within one month.
To exercise these rights, please contact us using the details at the top of this notice.
Marketing communications
If you subscribe to updates, you can unsubscribe at any time by:
• clicking the link at the bottom of any email, or
• contacting us at [email protected]
Cookies and website analytics
For information on how we use cookies and analytics tools, please see our cookie policy.
How to complain
If you have concerns about how we use your personal information, please contact us first. You can find the NCTJ’s complaints policy and procedure here: https://www.nctj.com/about-nctj/policies/
You can also contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
https://www.ico.org.uk/make-a-complaint
Updates to this privacy notice
We may update this notice from time to time. The latest version will always be published on our website.
