Oxford
Sixth Form College Privacy Policy
Privacy notice for
Students, Parents and Guardians
This privacy notice explains how Oxford Sixth Form
College collect, store and use personal data about students. Oxford Tutorial
College Ltd trading as Oxford Sixth Form College is the data controller, and
for the purposes of data protection law, this privacy notice applies to Oxford
Tutorial College Ltd trading as Oxford Sixth Form College.
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
|
Fulfilment of a contract with you
|
|
For marketing purposes
|
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
|
|
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 Sixth Form College
|
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, 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
students and staff safe)
|
|
|
|
Images
|
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
|
|
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 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.
|
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 carole.nyssen@oxfordsixthformcollege.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.
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
Law, Oxford Tutorial College 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 Protection 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 Protection Officer, Marc Lewis at marc.lewis@oxfordsixthformcollege.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 protection officer Marc Lewis at marc.lewis@oxfordsixthformcollege.com
