Privacy Policy

OI Digital Institute is a division operated by Oxford International Education Group

OIDI Ltd 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.

OIDI Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to OIDI Ltd and its subsidiary companies. Our EU GDPR Representative is

OIDI Ltd
Colmantstrasse 15
53115 Bonn
Germany

Email: art-27-rep-oidiltd@rickert.law

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

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 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

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

Privacy Notice for Students, Parents and Guardians

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 OIDI 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

To assist with debt collection

Necessary for our legitimate interest (to manage school discipline and debt collection)

Details of your welfare such as how you are getting on at OI Digital Institute 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 management

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 students, parents 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 OI Digital Institute. 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

Privacy notice for agents

This privacy notice explains how we collect, store and use personal data about agents. OIDI Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to OIDI 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 OI Digital Institute; to ensure you have up-to-date information so you can provide accurate information to potential students

Fulfilment of a contract with you

 

 

 

Joining information, references

To register your agency with OI Digital Institute

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 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

Privacy Notice for job applicants

This privacy notice explains how we collect, store and use personal data about applicants. OIDI Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to OIDI 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.

Privacy notice for employees

This privacy notice explains how we collect, store and use personal data about employees. OIDI 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

Compliance with a legal obligation

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 OIDI Ltd 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 OIDI Ltd

 

Privacy Notice for Website Users

This privacy notice explains how we collect, store and use personal data about users of our website. OIDI Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to OIDI 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 OI Digital Institute. 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.

Booking Terms and Conditions

Our booking terms and conditions can be downloaded here

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 at protectingdata@oxfordinternational.com.

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