How your information is used and where it is processed

Last updated 2 October 2026

Who is responsible

Your institution decides why and how your information is used. In law it is the controller. OLT ERP Limited runs this platform for your institution and uses your information only on its instructions. It is the processor.

To see, correct or delete your information, or to ask about it, contact your institution. Its privacy notice explains why it collects your information, its legal basis and how long it keeps it.

Survey answers

  • You choose whether to take part. Nothing is saved unless you agree. The platform records when you agreed and which wording you agreed to.
  • Your answers are stored against a random participant number. If the survey asks for your email address, or you came from a personal invitation, your institution can link your answers to you.
  • If you have a mentoring page, you can withdraw your consent there to a survey you took through a personal invitation. Your institution is then asked to delete those answers. Requests like this are due within 30 days.

Mentoring records

If your institution uses mentoring, your mentor's private notes are encrypted, and only your mentor can read them. After you leave, your mentoring record is reduced once the period your institution sets has passed. Your name, contact details, roll number, notes and summaries are erased. Dates and counts are kept for statistics.

Where it is processed

  • The platform, its database and its analysis services run on Amazon Web Services (AWS) in London, in the UK (region eu-west-2). The database is encrypted.
  • Backups: automatic database backups are kept for 7 days in London. Backups occasionally taken for maintenance are also kept in London.
  • Logs: application logs, which can include IP addresses and staff user names, are kept for 30 days in London.
  • Email from the platform, such as a link to your mentoring page, is sent through Amazon Simple Email Service in London.
  • AI features: when staff use them, for example to draft a questionnaire or to find themes and sentiment in written answers, the text the feature works on is sent to Anthropic's Claude model through Amazon Bedrock. It is processed in AWS data centres in the UK or the European Union (Bedrock's EU routing). According to AWS, Bedrock doesn't store this text, use it to train models or share it with Anthropic. Staff see the results, and these can be saved as part of a report.
  • Page styles and icons are partly loaded from the jsDelivr content network. Like any website you visit, it receives your browser's IP address and details.

For institutions in India, this means your information is processed outside India: in the UK, and for AI features possibly in the European Union.

Laws that apply

  • In the UK: the UK GDPR and the Data Protection Act 2018.
  • In India: the Digital Personal Data Protection Act, 2023 and its Rules, which are coming into force in stages. Until then, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.

This page describes how the platform is run. It doesn't replace your institution's own privacy notice.