Privacy Policy De Monfort University International College
The Oxford International Education Group has written this Privacy Notice to explain how we keep your data safe and respect your privacy. Below you will find information explaining how we do this: what data we process about you, why we process that data and the legal bases for processing that data.
This Privacy Notice also applies to all the different companies that are part of the Oxford International Education Group:
- Oxford International Juniors
- Oxford International English Schools
- Oxford International Teacher Training
- Oxford International English Test Centre
- Oxford International China
- BEO Masters
- BEO Programmes
- International College Dundee
- Bangor University International College
- De Montfort University International College
- University of Greenwich International College
All of these companies as well as Oxford International Education and Travel Ltd and the Oxford International Education Group Administrative staff (in marketing, sales, finance etc) follow the same guidelines with regard to Data Protection. If you have any questions please contact us:
Data Compliance Manager
Oxford International Education Group
259 Greenwich High Road
London SE10 8NB
protectingdata@oxfordinternational.com
The following companies that also are part of Oxford International Education Group are acting as controllers in respect of their own data and are registered independently with the ICO. For their privacy policies please click on the following links:
YOUR RIGHTS
Under certain circumstances, you may have certain rights regarding how your personal data is used and kept safe, including the right to:
Right of Access: You have the right to a copy of the information we hold about you.
Right to Object: You may object to the use of personal data if it would cause, or is causing, damage or distress. You have the right to object to any decisions taken using automated processes. You also you have the right to object to certain types of processing such as direct marketing.
Right to be Forgotten: Under certain circumstances, you can ask for the data we hold about you to be deleted from our systems.
Right to Rectification: If data we hold about you is inaccurate or incomplete, you have the right to correct or complete that data.
Right to Restriction of Processing: Where certain conditions apply you have a right to restrict the processing of data.
Right of Portability: You have the right to have the data we hold about you transferred to another organisation.
Some of these rights may not apply where we are legally obliged to keep or share your personal data. If you wish to exercise any of these rights, please contact our Data Compliance Manager (see below).
COMPLAINTS
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance. To make a complaint, please email our Data Compliance Manager protectingdata@oxfordinternational.com.
Alternatively, you can make a complaint to the Information Commissionerâs Office in the UK via the options listed below, although we would be grateful for the opportunity to address your concerns before you contact the ICO.
How to contact the ICO:
- Report a concern online at https://ico.org.uk/make-a-complaint/
- Call +44 303 123 1113
- Or write to: Information Commissionerâs Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK
NOTICES
Oxford International creates life-enhancing learning experiences for students worldwide. Whether you are a student or parent; whether you work with us or for us, we are committed to keeping your data safe and respecting your privacy. On this page you will find privacy notices that show what data we process about you, why we process that data and what the legal bases are for processing that data. Please select the Privacy Notice that applies to you to see more information:
- Privacy Notice for Students, Parents and Guardians
- Privacy Notice for English Language Level Test (ELLT) Candidates
- Privacy Notice for Agents
- Privacy Notice for Job Applicants
- Privacy Notice for Employees
- Privacy Notice for Passengers
- Privacy Notice for Homestay Providers
PRIVACY NOTICE FOR STUDENTS, PARENTS AND GUARDIANS
This privacy notice explains how we collect, store and use personal data about students. Oxford International Education and Travel Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education and Travel Ltd and its group companies.
The table below shows the data that we process about students, the reasons for processing this data and the lawful bases for processing this data. Cells marked with an asterisk (*) indicate that parent or guardian data may also be processed in the same way, where a student requires parental consent.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Your name, date of birth, gender, addresses, email addresses and phone numbers. Your relationship to the student* | To identify you to communicate with you and for marketing purposes | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Your nationality, ethnic background, any special educational needs, special requirements or disabilities | To provide appropriate information and assistance for you | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Next of kin and emergency contact numbers | To contact your family or close friends in the event of an emergency | To protect your vital interests |
| Your passport, BRP and visa details | To meet government immigration regulations | Compliance with a legal obligation |
| Bank account details* | To manage payments and refunds | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Your educational records and test or exam results from previous schools | To offer you the most appropriate courses | Fulfilment of a contract with you |
| Your medical information, including medications you take, allergies and dietary requirements | To help you manage your health while you are with us | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Your educational records and test or exam results from Oxford International | To manage your progress while studying with us | Fulfilment of a contract with you |
| Your attendance records and booking in/out records for school and residence | To meet government immigration and safeguarding regulations To assist with debt collection | Fulfilment of a contract with you |
Compliance with a legal obligation Necessary for our legitimate interest (to manage debt collection) | ||
| Details of your welfare such as how you are getting on at Oxford International, safeguarding or child protection records and any problems or issues you may have had | To look after your wellbeing and meet government safeguarding regulations | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Details of any behaviour issues or exclusions | To manage discipline in the schools | Necessary for our legitimate interests (to manage school discipline) |
| Details of fee payments and any debt you might owe OIEG | To assist with debt collection | Necessary for our legitimate interest (to manage debt collection) |
| Images | For maintaining security | Compliance with a legal obligation |
| For marketing our services | Where you have given us consent | |
| CCTV footage* | For security management | Compliance with a legal obligation |
| Necessary for our legitimate interests (to maintain building and personal security) | ||
| Data about your use of information and communications systems, including Internet use | To meet our safeguarding obligations | Compliance with a legal obligation |
| To administer and protect the school | Necessary for our legitimate interests (to secure our buildings) |
Where we have obtained consent to use student data, this consent may be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE STUDENT, PARENT OR GUARDIAN DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| The Department for Education | To provide data on international students |
| The Local Education Authority | To provide data on international students |
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Service providers | For running surveys, providing taxi or excursion services, providing security services |
| Financial organisations* | For processing payments |
| Our auditors | For carrying out legal audits of company accounts |
| Health and social welfare organisations | To manage student wellbeing |
| Professional advisers and consultants | To assist us in developing our business |
| Police forces, courts, tribunals* | For dealing with legal issues |
| Your family and representatives | To share details of your academic progress or to tell them about attendance or behaviour issues |
| Exam Boards | To enter you for exams |
| UCAS | To enable you to apply to universities in the UK |
| Marketing services, such as those offered by Facebook | To identify other students who may be interested in studying with Oxford International. No decisions will be taken about you based on this profiling |
| University Partners | To enable you to progress to your chosen course of study with the partner university |
TRANSFERRING STUDENT, PARENT AND GUARDIAN DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING STUDENT, PARENT AND GUARDIAN DATA
We will keep personal information about you while you are an active student. We create and maintain records for each individual student. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as a student with Oxford International. Once your time as a student with us has ended, we will retain these records and delete them in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR ENGLISH LANGUAGE LEVEL TEST (ELLT) CANDIDATES
This privacy notice explains how we collect, store and use personal data about ELLT Candidates. Oxford International Education and Travel Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education and Travel Ltd and its group companies.
The table below shows the data that we process about students, the reasons for processing this data and the lawful bases for processing this data.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Your name, date of birth, gender, nationality, addresses, email addresses and phone numbers | To identify you to communicate with you | Fulfilment of a contract with you |
| For marketing our services | Compliance with a legal obligation | |
| Where you have given us consent | ||
| Your educational records and test or exam results from previous schools | To offer you the most appropriate test level | Fulfilment of a contract with you |
| Your test or exam results from Oxford International | To provide you with an accurate assessment of your English language level | Fulfilment of a contract with you |
| Recordings of your oral assessment | For comparison purposes or in case there is a query from you | Fulfilment of a contract with you or legitimate interest |
| Necessary for our legitimate interests (to maintain building and personal security) |
Where we have obtained consent to use candidate data, this consent may be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE ELLT CANDIDATE DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| The Department for Education | To provide data on international students |
| The local Education Authority | To provide data on international students |
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Financial organisations | For processing payments |
| Our auditors | For carrying out legal audits of company accounts |
| Professional advisers and consultants | To assist us in developing our business |
| Police forces, courts, tribunals | For dealing with legal issues |
| Your representatives | To share details of your academic performance in the test |
| University Partners | To enable you to progress to your chosen course of study with the partner university |
TRANSFERRING ELLT DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING ELLT CANDIDATE DATA
We will keep personal information about you while you are an active student. We create and maintain records for each individual student. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as a student with Oxford International. Once your time as a student with us has ended, we will retain these records and delete them in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR AGENTS
This privacy notice explains how we collect, store and use personal data about agents. Oxford International Education and Travel Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education and Travel Ltd and its group companies.
The table below shows the data that we process about agents and agencies, the reasons for processing this data and the lawful bases for processing this data.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Names, address, email addresses, phone numbers | To communicate with you about students you have sent to Oxford International; to ensure you have up-to-date information so you can provide accurate information to potential students | Fulfilment of a contract with you |
| Bank account details | To process commission payments | Fulfilment of a contract with you |
| Joining information, references | To register your agency with Oxford International | Necessary for our legitimate shared interests |
| Details of students you have sent to us | To administer our business, to manage agreed recruitment targets | Fulfilment of a contract with you |
| Images | For marketing our services | Where you have given us consent |
| CCTV footage | For security management if you have visited our schools | Compliance with a legal obligation |
| Necessary for our legitimate interests (to maintain building and personal security) | ||
| Financial details, bank account information, commission agreements, payment records | To administer our business, to make commission payments | Fulfilment of a contract with you |
Where we have obtained consent to use agent data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE AGENT DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| The Department for Education | To provide data on international students |
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Service providers | For running surveys |
| Financial organisations | For processing payments |
| Our auditors | For carrying out legal audits of company accounts |
| Health and social welfare organisations | To manage student wellbeing |
| Professional advisers and consultants | To assist us in developing our business |
| Police forces, courts, tribunals | For dealing with legal issues |
TRANSFERRING AGENT DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING AGENT DATA
We will keep personal information about you while you are an active agent. We create and maintain records for each agent. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as an agent for Oxford International. Once your time as an agent with us has ended, we will retain this file and delete the information in it in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR JOB APPLICANTS
This privacy notice explains how we collect, store and use personal data about applicants. Oxford International Education and Travel Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education and Travel Ltd and its group companies.
The table below shows the data that we process about applicants, the reasons for processing this data and the lawful bases for processing this data.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Details that appear on CVs and cover letters such as names, address and date of birth, education/professional qualifications | To assess your suitability for the role you have applied for and for progressing your application | To perform an employment contract with you, in the event you are successful |
| Interview notes/results from assessments | To assess your suitability for the role you have applied for | Necessary for our legitimate interests (to make recruitment decisions) |
| References from former employers | A pre-employment check to assess your suitability for the role you have applied for | Necessary for our legitimate interests (to make recruitment decisions) |
| Right to work information | To assess your eligibility for the role you have applied for | Compliance with a legal obligation |
| Pre-employment checks such as criminal record checks | A pre-employment check to assess your suitability for the role you have applied for | Compliance with a legal obligation; to fulfil regulatory checks |
| Salary, benefits and bonus information | For the purposes of making an offer of employment | To perform an employment contract with you, in the event you are successful |
| We may also collect data about âspecial categoriesâ of sensitive personal information such as your race or ethnicity, religious beliefs, disability, sexual orientation | For equal opportunities monitoring | Compliance with a legal obligation |
| If we need to make reasonable adjustments as part of the recruitment process | For the purposes of ensuring a fair selection process | Compliance with a legal obligation |
Where we have obtained consent to use applicant data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE JOB APPLICANT DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Service providers | For running surveys |
| Financial organisations | For processing payments |
| Our auditors | For carrying out legal audits of company accounts |
| Professional advisers and consultants | To assist us in developing our business |
| Police forces, courts, tribunals | For dealing with legal issues |
In addition, your personal data may be shared internally with other employees who are involved in the recruitment process, employees in HR who have responsibility for recruitment and on-boarding, employees in IT for setting up systems and permissions, and employees in security for access to our premises.
TRANSFERRING JOB APPLICANT DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING JOB APPLICANT DATA
We will keep personal information about you while you are an active applicant. We create and maintain files for each applicant. The information contained in these files is kept secure and is only used for purposes directly relevant to your position as an applicant. Once the application process is finished, we will retain this file if your application is successful in accordance with our Staff Privacy Notice, or delete it after 12 months, in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR EMPLOYEES
This privacy notice explains how we collect, store and use personal data about employees. Oxford International is the âdata controllerâ for the purposes of data protection law.
The table below shows the data that we process about employee and agencies, the reasons for processing this data and the lawful bases for processing this data.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Name, date of birth, gender | To administer our relationship with you | Fulfilment of a contract with you |
| Telephone number, email address, postal address | To administer our relationship with you | Necessary for our legitimate interests (to manage the workforce) |
| Next of kin and emergency contact numbers | To contact family or close friends in the event of an emergency | To protect your vital interests |
| Bank account details, payroll records, National Insurance number, tax status information, salary, annual leave, pension & benefits information, marital status | To process salary payments | Fulfilment of a contract with you |
| To provide tax and related data to HMRC | Compliance with a legal obligation | |
| Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process | To administer the business | Compliance with a legal obligation |
| To facilitate safe recruitment, as part of our safeguarding obligations towards pupils | Necessary for our legitimate interests (recruitment) | |
| Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships | To administer our business | Necessary for our legitimate interests (to manage the workforce) |
| Performance information; outcomes of any disciplinary and/or grievance procedures; absence data | To administer our business | Fulfilment of a contract with you |
| Necessary for our legitimate interests (to support effective performance management) | ||
| Copy of driving licence | To ensure legal, insured use of vehicles | Compliance with a legal obligation |
| Images | For maintaining security | Compliance with a legal obligation |
| For marketing our services | Where you have given us consent | |
| CCTV footage | For security management | Compliance with a legal obligation |
| Data about your use of the organisationâs information and communications systems, including Internet use | To meet our safeguarding obligations | Compliance with a legal obligation |
| To administer and protect the business | Necessary for our legitimate interests (to secure our buildings) | |
| Criminal record information | To meet our safeguarding obligations | Compliance with a legal obligation |
| Medical and disability information | To meet the requirements of our accrediting bodies | Necessary for our legitimate interests (to meet the requirements of accrediting bodies) |
Where we have obtained consent to use employee data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE EMPLOYEE DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| The Department for Education | To meet our obligations for sharing data with the government |
| The Local Education Authority | To meet our obligations for sharing data with the government |
| Government departments | To meet our legal obligations on matters such as tax and social security |
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Service providers | Such as companies that run surveys for us or provide travel or insurance services or venues that are hosting events for Oxford International including seasonal programmes or conduct criminal record checks |
| Financial organisations | For processing payments, administering pensions |
| Our auditors | For carrying out legal audits of company accounts |
| Police forces, courts, tribunals | For dealing with legal issues |
| Other education providers | Where we have partnerships |
| Security providers | For DBS checking services |
| Other employers | To provide an employment reference on your behalf and where you have given your consent to the prospective employer to contact Oxford International |
TRANSFERRING EMPLOYEE DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING EMPLOYEE DATA
We will keep personal information about you while you are an active employee. We create and maintain records for each member of staff. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as an employee of Oxford International. Once your time as an employee with us has ended, we will retain this file and delete the information in it in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR PASSENGERS
This privacy notice explains how we collect, store and use personal data about students. Studytrips Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Studytrips Ltd and its group companies.
The table below shows the data that we process about passengers, the reasons for processing this data and the lawful bases for processing this data. Cells marked with an asterisk (*) indicate that parent or guardian data may also be processed in the same way, where a student requires parental consent.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Your name, date of birth, gender, addresses, email addresses and phone numbers. Your relationship to the student.* | To identify you to communicate with you | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Your nationality, ethnic background, any special educational needs, special requirements or disabilities | To provide appropriate information and assistance for you | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Next of kin and emergency contact numbers | To contact your family or close friends in the event of an emergency | To protect your vital interests |
| Your passport, BRP and visa details | To meet government immigration regulations | Compliance with a legal obligation |
| Your medical information, including medications you take, allergies and dietary requirements | To help you manage your health while you are with us | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Details of your welfare such as how you are getting on at Oxford International, safeguarding or child protection records and any problems or issues you may have had | To look after your wellbeing and meet government safeguarding regulations | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| Details of any behaviour issues or exclusions | To manage discipline in the schools | Necessary for our legitimate interests (to manage school discipline) |
| Images | For maintaining security | Compliance with a legal obligation |
| For marketing our services | Where you have given us consent | |
| CCTV footage* | For security management | Compliance with a legal obligation |
| Necessary for our legitimate interests (to maintain building and personal security) |
Where we have obtained consent to use passenger data, this consent may be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE PASSENGER DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| Regulatory bodies, such as ABTA, CAA or the British Council | To comply with regulatory inspections |
| Service providers | For running surveys, providing taxi or excursion services, providing security services |
| Financial organisations* | For processing payments |
| Our auditors | For carrying out legal audits of company accounts |
| Health and social welfare organisations | To manage student wellbeing |
| Professional advisers and consultants | To assist us in developing our business |
| Police forces, courts, tribunals* | For dealing with legal issues |
| Your family and representatives | To share details of your academic progress or to tell them about attendance or behaviour issues |
TRANSFERRING PASSENGER DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING PASSENGER DATA
We will keep personal information about you while you are an active passenger. We create and maintain records for each individual student. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as a passenger/customer of Studytrips Ltd. Once your time as a passenger/customer with us has ended, we will retain these records and delete them in accordance with our Data Retention Policy.
PRIVACY NOTICE FOR HOMESTAY PROVIDERS
This privacy notice explains how we collect, store and use personal data about Homestay Providers. Oxford International is the âdata controllerâ for the purposes of data protection law.
The table below shows the data that we process about Homestay Providers, the reasons for processing this data and the lawful bases for processing this data.
| The data or type of data we process | The purpose of processing that data | The lawful bases for processing this data |
|---|---|---|
| Name, date of birth, gender, marital status | To administer our relationship with you | Fulfilment of a contract with you |
| Telephone number, email address, postal address | To administer our relationship with you | Necessary for our legitimate interests (to manage the workforce) |
| Bank account details, National Insurance number, tax status information | To process payments | Fulfilment of a contract with you |
| To provide tax and related data to HMRC | Compliance with a legal obligation | |
| References | To facilitate safe recruitment, as part of our safeguarding obligations towards pupils | Compliance with a legal obligation |
| Images | To fulfil our contractual obligations with you | Compliance with a legal obligation |
| Criminal record information | To meet our safeguarding obligations | Compliance with a legal obligation |
| Medical and disability information | To fulfil our contractual obligations with you | Necessary for our legitimate interests (to meet the requirements of accrediting bodies) |
Where we have obtained consent to use Homestay Provider data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.
WHEN DO WE SHARE HOMESTAY PROVIDER DATA?
When it is legally necessary, or allowed under data protection law, we may need to share information about you with the organisations listed in the table below, for the listed reasons.
| Organisation Name | The Reason for Sharing |
|---|---|
| The Local Education Authority | To meet our obligations for sharing data with the government |
| Government departments | To meet our legal obligations on matters such as tax and social security |
| Regulatory bodies, such as Ofsted or the British Council | To comply with regulatory inspections |
| Our auditors | For carrying out legal audits of company accounts |
| Police forces, courts, tribunals | For dealing with legal issues |
| Security providers | For DBS checking services |
| Students, parents and agents | To fulfil our contractual obligations with you when making a booking |
TRANSFERRING HOMESTAY PROVIDER DATA INTERNATIONALLY
Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area.
We will only transfer personal data to a country or territory outside the European Economic Area:
- where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Information; or
- where we have put in place appropriate safeguards to ensure that your Personal Information is protected (for example where both parties involved in the transfer have signed standard data protection clauses adopted by the European Commission);or
- the above does not apply but we are still legally permitted to do so, for example if the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further detail about the safeguards that we have in place in respect of transfers of Personal Information outside of the EEA and where applicable a copy of the standard data protection clauses that we have in place, by contacting us at protectingdata@oxfordinternational.com
STORING HOMESTAY PROVIDER DATA
We will keep personal information about you while you are an active partner. We create and maintain records for each Homestay Provider. The information contained in these records is kept secure and is only used for purposes directly relevant to your role as a Homestay Provider for Oxford International. Once your time as a Homestay Provider with us has ended, we will retain this file and delete the information in it in accordance with our Data Retention Policy.
CONTACT US
If you have any questions, concerns or would like more information about anything mentioned in our privacy notices, please contact our Data Compliance Manager protectingdata@oxfordinternational.com
(Last Updated: 21st April 2020