Legal Setup on The Ambassador Platform

This article can be shared with your legal colleagues to help them understand our service and our data protection processes.

The Ambassador Platform is an Experience Communication Management (XCM) platform which helps institutions to build relationships with prospects.

There are three components:

  • An Ambassador App

  • An Admin Dashboard for administrators (your staff)

  • Widgets which embed on your website where prospects can create accounts to have chat conversations with your ambassadors.

The Ambassador Platform is a Data Processor, our customers are Data Controllers.

To use our service, we require our customers to link their Privacy Policy into the 'Legal' page of the Admin Dashboard. This Privacy Policy will then be shown to all users when they create an account as well as The Ambassador Platform's Privacy Notice.

If you reference all of your Data Processors in your Privacy Policy, you might like to add our name to that list.

If you'd like to add specific wording about our service and how we process data to your Privacy Policy, our lawyers have prepared the following Extract pertaining to our service which you can use:

[Insert institution name] may share your personal data with The Ambassador Platform, a third party service provider that provides an online service that helps universities to communicate with prospective students through student-led conversations and content. To process your personal data when you use The Ambassador Platform service, [Insert institution name] will primarily rely on your consent, which will be notified to you at the time. Depending on how you interact with The Ambassador Platform service, [Insert institution name] may also rely on other legal grounds to process your personal data. This includes the [insert institution name] and Ambassador Platform’s legitimate interests. For example, [Insert institution name] or the Ambassador Platform will rely on its legitimate interests to anonymise or aggregate your data or to prevent or detect fraud of The Ambassador Platform service. [Insert institution name] may also need to process your personal data to comply with a legal obligation or to protect your vital interests. For more information about how your personal data will be processed when using The Ambassador Platform service [Insert institution name] suggests you see their Privacy Notice.

The Ambassador Platform also uses cookies on [insert institution's name] website and you can find out more about these cookies by visiting their Cookie Policy.

More information about Terms and Conditions on The Ambassador Platform is available here.

Our default data protection particulars are:

The subject matter and duration of the processing of any personal data:

The Ambassador Platform will hold account information of ambassadors and prospects as well as text, photos, videos and chat conversation transcripts. This data will be processed by The Ambassador Platform on behalf of the customer for as long as the customer wishes. The Ambassador Platform reserves the right to delete data of accounts that have been inactive for three years.

The nature and purpose of the processing of any personal data:

The Ambassador Platform processes personal data in order to facilitate creation and sharing of content such as text, images and videos; communication services between users of the platform; and provide a more personalized user experience.

The type of personal data being processed:

First name, second name, email address, profile picture, IP addresses, phone number, and nationality. Optionally, customers can also request the following information from prospective students who engage with them through the platform: postcode, date of birth, etc.

The categories of data subjects:

Institution staff members, institution ambassadors, and prospects.


Please get in touch with our Customer Success team you have any questions or would like support.