Oxford International College Privacy Policy
(PREAMBLE)
Oxford International School Ltd 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.
EU REPRESENTATIVE
In compliance with the EU GDPR, as we are continuing to process personal data of EU nationals, we have appointed Rickert Law as our representative in the EU. They can be contacted as follows:
Rickert Rechtsanwaltsgesellschaft mbH
Oxford International School Ltd
Colmantstral1e 15
53115 Bonn
Germany
Email: art-27-rep-ois@rickert.law
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 Officer (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 Officer at protectingdata@oxcoll.com,.
Alternatively, you can make a complaint to the Information Commissioner’s 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 Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK
CONTACT US
If you have any questions, concerns or would like more information about anything mentioned in this privacy policy, please contact our Data Compliance Manager at protectingdata@oxcoll.com,
PRIVACY NOTICE FOR STUDENTS, PARENTS AND GUARDIANS
This privacy notice explains how we collect, store and use personal data about students. Oxford International School Ltd is the data controller.
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 for marketing purposes | Fulfilment of a contract with you |
Where you have given us consent Necessary for our legitimate interest (to promote our schools and our educational activities) |
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 Where you have given us consent |
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 |
|
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 Where you have given us consent |
Your educational records and test or exam results from Oxford International School Ltd | 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 | 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 School Ltd, 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 | Necessary for our legitimate interest (for keeping our staff and students safe) |
For marketing our services | Where you have given us consent Necessary for our legitimate interest(to promote our educational activities and show prospective students/parents what we do here) |
CCTV footage* | For security management | |
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 National Student Database | To provide data on international students To provide data on international studentd |
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 well being |
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 or for debt collection |
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 School Ltd. No decisions will be taken about you based on this profiling. |
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 claire.wellstood@oxcoll.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 School Ltd. 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.
