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.
