Oxford International Education Group is the trading name of Oxford International Education and Travel Ltd and its subsidiaries. We have 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/brands that are part of the Oxford International Education Group:
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
We have appointed a Data Protection Officer whose role is to inform and advise us about, and to ensure that we remain compliant with, data protection legislation. The Data Protection Officer should be your first point of contact if you have any queries or concerns about your personal data.
Our current Data Protection Officer is Bulletproof Cyber Ltd who can be contacted as follows:
Address: Units H/J/K Arlington Business Park, Gateway 1000, Whittle Way, Herts, SG1 2FP; Phone number: 01438500090: Email address: dposupport@bulletproof.co.uk
We also have an EU Representative who can be contacted as follows:
Rickert Rechtsanwaltsgesellschaft mbH
Bradford International College Ltd
Colmantstrasse 15
53115 Bonn
Germany
art-27-rep-oxfordinternationaltravel@rickert.law
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:
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 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:
Or write to: Information Commissioner’s 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
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
for marketing purposes
for debt collection 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)
Necessary for our legitimate interests (for the running of our business)
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
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 assist with the running of our school)
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 To assist with debt collection
Necessary for our legitimate interest (to manage debt collection)
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
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, debt collection
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 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. 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 GENERAL RESEARCH PARTICIPANTS
This privacy notice explains how we collect, store and use personal data about prospective students and existing students for general research purposes. Oxford International Education and Travel Ltd is the data controller. This notice applies to the personal data we collect from you and personal data which is passed to us by third parties.
The table below shows the data that we process about the research participants, 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 and to communicate with you and your demographic for marketing purposes
Where you have given us consent
Necessary for our legitimate interest (to better understand our customers’ needs and to promote our schools and our educational activities)
Your nationality, ethnic background, any special educational needs, special requirements or disabilities
To identify you and to communicate with you and your demographic for marketing purposes
Where you have given us consent
Necessary for our legitimate interest (to better understand our customers’ needs and to promote our schools and our educational activities)
Your employment status
To identify you and to communicate with you and your demographic for marketing purposes
Where you have given us consent
Necessary for our legitimate interest (to better understand our customers’ needs and to promote our schools and our educational activities)
When do we share research participant 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
University Partners
To share research outcomes with partner university
STORING RESEARCH PARTICIPANT DATA
We will keep personal information about you while you are an active research participant. Personal information will be pseudonymised when the research is produced a secure record will be held. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as a research participant with Oxford International. Once your time as a research participant has ended, we will retain these records and delete them in accordance with the specified timeframe you have consented to with the third-party researcher or through our marketing team.
PRIVACY NOTICE FOR ENGLISH LANGUAGE LEVEL TEST (OXFORD 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
For debt collection purposes
Necessary for our legitimate interest (to promote our educational activities and advertise our services)
Where you have given us consent
Necessary for our legitimate interests (For the running of our business)
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
For debt collection purposes
Fulfilment of a contract with you
Necessary for our legitimate interests (for the running of our business)
Recordings of your oral assessment
For comparison purposes or in case there is a query from you
Fulfilment of a contract with you
Necessary for our legitimate interests (to ensure we maintain a quality of teaching or to deal with any complaints you may have)
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 OXFORD 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 OXFORD 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
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.
STORING OXFORD 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 (including all its subsidiaries). 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 ca n provide accurate information to potential students
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
Necessary for our legitimate interest (to promote our activities or advertise our services)
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, the British Council, the UKVI
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
University Partners
To enable us to secure commission for you and for our legitimate interest (in development of university relationships)
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 ‘special categories’ of sensitive personal information such as your race or ethnicity, religious beliefs, disability, sexual orientation
For equal opportunities monitoring
Where you have given us consent
If we need to make reasonable adjustments as part of the recruitment process
For the purposes of ensuring a fair selection process
Where you have given us consent
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.
COMPANIES WE USE TO PROCESS DATA FOR GENERAL ENQUIRIES AND JOB APPLICATIONS:
– AI Recruit Ltd, Trading as ai.r
PRIVACY NOTICE FOR EMPLOYEES
This privacy notice explains how we collect, store and use personal data about employees. Oxford International Education and Travel Ltd is the ‘data controller’ 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
Necessary for our legitimate interests (recruitment)
To facilitate safe recruitment, as part of our safeguarding obligations towards pupils
Compliance with a legal obligation
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
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 interests (to promote our educational services and schools)
CCTV footage
For security management
Necessary for our legitimate interest (maintaining the security of the building)
Data about your use of the organisation’s 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 administer our relationship with you (in relation to sick pay, occupational health, making reasonable adjustments and complying with H&S law)
Fulfilment of a contract with you
Compliance with a legal obligation
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 HOMESTAY PROVIDERS
This privacy notice explains how we collect, store and use personal data about Homestay Providers. Oxford International is the ‘data controller’ 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
Religion
To administer our relationship with you
To match you with the most appropriate student and cater for dietary restrictions related to religion (eg Kosher/Halal)
Fulfilment of a contract with you
Explicit consent
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
For marketing purposes
Where you have given us consent
Criminal record information
To meet our safeguarding obligations
Compliance with a legal obligation
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.
Privacy Notice for Website Users
This privacy notice explains how we collect, store and use personal data about users of our website. 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 website users, 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
Information about your computer and about your visits to and use of this website such as your IP address, geographical location, device, internet browser and operating system, how you got to the site, time, day and length of the visit and which pages you click on.
To administer the website, improve your browsing experience, enable you use of the services available on the website Provide third parties with statistical information about our users- but this information will not be used to identify any individual user Deal with enquiries or complaints made by or about you relating to the website.
Legitimate interest Consent (where you have consented to the use of non-essential cookies*
Information that you provide us with for the purposes of registering with us to find out more information about our courses for example
To provide appropriate information and assistance for you Send you communications relating to the Admissions process which we think may be of interest to you by email or similar technology. You can inform us at any time if you no longer require these communications by emailing us at…. Deal with enquiries or complaints made by or about you relating to the website.
Fulfilment of a contract with you Legitimate interest Consent
Information that you provide us with for the purpose of subscribing to our website services and email notifications
To send you email notifications you have specifically requested. Send you communications relating to the Admissions process which we think may be of interest to you by email or similar technology. You can inform us at any time if you no longer require these communications by emailing us at…. Deal with enquiries or complaints made by or about you relating to the website.
Consent Legitimate interest
WHEN DO WE SHARE WEBSITE USER DATA
Organisation Name
The Reason for Sharing
With Third Party Companies and Individuals, service providers who facilitate our website, host the website on our behalf and who assist us in analysing how our website is used.
To improve our website and the services provided for you
The Local Education Authority
To provide data on international students
Regulatory bodies, such as Ofsted or the British Council
To comply with regulatory inspections
Professional advisers and consultants
To assist us in developing our business
Police forces, courts, tribunals*
For dealing with legal issues
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
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.
Cookies
Where you use our Websites, we will process your Personal Information collected by using cookies in accordance with our Cookie Notice. Please click here to view our Cookie Notice.
TRANSFERRING DATA INTERNATIONALLY
our 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
SECURITY
Our Websites are hosted on servers in the EEA. We employ appropriate security measures to help protect your Personal Information and guard against access by unauthorised persons. Information storage is on secure computers in a locked and certified information centre and information is encrypted wherever possible. We undergo periodic reviews of our security policies and procedures to ensure that our systems are secure and protected. However, as the transmission of information via the Internet is not completely secure we cannot guarantee the security of your information transmitted to our Websites.
STORING WEBSITE USER DATA
Please refer to our cookie policy for further information about how long cookie data is stored. Non anonymised website data is kept for 5 days. If you have made an enquiry with us via a form or have completed an application form via the website please also read the student/parent/guardian privacy policy or the agent/employee privacy policy. For further information about how long various records are kept please request a copy of our Data Retention Policy at protectingdata@oxfordinternational.com.
Links to other sites
Our site contains links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over, and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
Changes to our Privacy Policy
We may update our Privacy Policy from time to time and we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page which will become effective immediately.
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: 5th October 2021)AI Recruit Ltd, Trading as ai.r
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This website uses cookies to improve your experience while you navigate through the website. Out of these cookies, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyze and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may have an effect on your browsing experience. You can view our cookie list here.
these help us to analyse data about web page traffic and improve our website to tailor it to customer needs; we only use this information for statistical analysis purposes.
these allow for a more tailored experience on the website, and allow for interaction with social media platforms or provide you with targeted advertising based on your online activity
