Privacy Policy

Introduction

Our World English Schools Limited are committed to respecting and protecting the privacy of anyone using our site and the confidentiality of any information that you provide us with. The purpose of this statement is to set out how we use any personal information that we may obtain from you.

Data Protection Act 2018 (‘the Act’)

We are registered under the Data Protection Act and comply with the Act in all our dealings with your personal data.

Use and collection of personal information

Our site uses Google Analytics, this collects and analyse anonymous usage information, enabling us to better understand how our site is used. When you visit the Site, we recognise only your domain name and not your e-mail address. We will see your e-mail address only if you fill out the Online Contact Form, send us an e-mail message or send us your email address.

If you provide personally identifiable information about yourself such as your name, address, telephone number (“Personal Data”) by registering on a page, by completing an Online Contact Form, or by email or telephone, by filling out a survey, by emailing us or otherwise by voluntarily telling us about yourself or your activities, we will collect and retain that Personal Information. We will only use it for the reason you contacted us, for example, if you ask for the newsletter you will only get the newsletter, if you wanted a quote for our services, we won’t add you to the newsletter list etc.

We only keep your personal data for as long as we need to in order to use it as described above, and/or for as long as we have your permission to keep it. We can reassure you that all efforts are taken to ensure that it is safe, as required by the UK Data Protection Legislation; we follow strict security measures in the storage and disclosure of Personal Information to prevent unauthorised access. We never sell, rent, or share your information with anyone else. However, with regards to order(s), we will share personal data with our delivery companies or if we are under a legal duty to disclose or share your personal data in order to comply with or meet any legal obligation.

When you view the Site we store some information on your computer. This information will be in the form of a “Cookie”. “Cookies” are small pieces of information that are stored on your browser on your computer’s hard drive. Our cookies do not contain any personally identifying information, but they do enable us to tailor the Site to reflect your interests and preferences. Most web browsers automatically accept cookies, but you can usually change your browser to prevent all Cookies or receive a warning before a Cookie is stored. To find out more about cookies, including seeing what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Disclosure

We may disclose your Personal Information to any of our subsidiary or affiliated companies, to our agents or representatives or to other users for the purposes set out above. This may mean that your Personal Information is transferred outside the European Economic Area (“EEA”). By submitting your Personal Information to us you consent to such transfer even if such transfer is out of the EEA. Please let us know at the address above if you do not consent to the transfer of your Personal Information in this manner.

We may also disclose your Personal Information to third parties where you request certain services or information through the Site. If those services are provided by a third party that third party may need to have your Personal Information in order to fulfil your request and you consent to the transfer or your Personal Information for the purposes of fulfilling your request, even if that third party is not within the EEA.

We do not currently sell, trade or rent Personal Information to third parties. However, we may choose to do so in the future but only with trustworthy third parties. Should you not wish us to do use your Personal Information for this purpose please e-mail or write to us at the contact address listed above.

Protection of Personal Information

As required by the UK Data Protection Legislation, we follow strict security measures in the storage and disclosure of Personal Information to prevent unauthorised access.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Student Data Protection Privacy Notice

This notice sets out the principles that the Company will follow in relation to Personal Data that it holds about all Student Data Subjects. If you require any clarification of the terms of this notice, whether information amounts to Personal Data and/or whether certain actions amount to processing data, you should contact the Head
Office.

Definitions regarding student data

“Personal Data” means data relating to an individual student who can be identified from that data alone.

“Sensitive Personal Data” means Personal Data which consists of information regarding a student’s racial or ethnic origin or physical or mental health/condition.

“Data Subject” the student applying for summer school stay and/or parent/guardian giving consent.

“Processing” includes the holding, obtaining, recording, organising, retrieving, consulting, using, adapting, altering, disclosing, transferring, disseminating and destroying of information. Processing extends to any operation or set of operations carried out on information or data.

Processing Student Data

The Company processes Personal Data (both manually and electronically), including Sensitive Personal Data, for a number of reasons, including but not limited to: Registering students to courses, accommodation and transport, controlling payment of courses, issuing visa support letters (where necessary), offering Unaccompanied Minor services

Sensitive Personal Data is only processed by the Company for health and safety purposes whilst in loco parentis.

Collection of Data

The Company collects and records Personal Data from various sources, including obtaining information from Data Subjects themselves and their parent/guardian and where applicable, booking agent.

In some circumstances, data may be collected indirectly from monitoring devices (including but not limited to closed-circuit television and other security systems and internet-access logs and recordings).

Save for data collected from the Company’s security systems, data collected indirectly from monitoring devices are not routinely accessed but access is possible. Data collected from monitoring devices are accessed and reviewed regularly. Such data may be processed in circumstances including but not limited to the investigation of security breaches, abuse of the Company’s Information Technology Systems, or where the data is required for regulatory purposes.

Transferring Data

Personal Data may also be transferred to third parties to process on the Company’s instructions subject to confidentiality arrangements approved by the Company. These included:

  • Payments: Bank transfer to/from the company/client
  • Data forms: Booking, transport, medical, consent to travel, emergency contact details,
  • Passports and visas (where an agent or intermediary is used)
  • Campus: Student data as listed above will be shared with members of the Senior Management Team at the appropriate campus

Retaining Data

The Company endeavours to ensure that the Personal Data held is accurate and that inaccurate, irrelevant and excessive information is either deleted or rendered anonymous as soon as reasonably practical. However, the Company may retain some Personal Data (including Sensitive Personal Data) in order to comply with legal and regulatory obligations and for other legitimate business reasons.

Your Responsibilities

  • Parent/Guardian: You must notify the Head Office immediately of any changes which could cause the Personal Data (supplied about your child/ward) held by the Company to be incorrect.
  • Agent: If you are in possession of Personal Data and Sensitive Data (including but not limited to data contained in booking forms, invoices and receipts, contact lists or medical details) you are obliged to ensure that such data is kept in a safe place and is not accessed by unauthorised persons. You should use secure filing cabinets and password protected computer applications as appropriate.

The Company will make Personal Data held about a student available to a parent/guardian/agent upon written request. If you wish to exercise this right you should contact the Head Office. You may be required to pay a small administration fee.

Consent

By consenting to this privacy notice you are giving Our World English Schools Ltd permission to process and transfer data specifically for the purpose identified above.

  • Booking form: contains personal data about the student, parent/guardian and sensitive data about the student
  • Transfer form: personal data
  • Emergency Contact form: personal data
  • Medical form: sensitive personal data about the student
  • Letter of Consent to Travel: personal data

General

You may request details of personal information which we hold about you under the Data Protection Act 2018 or EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”). If you would like a copy of the information held on you please write to Data Controller, Our World English Schools Ltd, c/o St Bees School, Wood Lane, St Bees, Cumbria, CA27 0DS, United Kingdom we will respond within one calendar month on receipt of your request. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us [info@ourworldenglish.com] as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Our EU GDPR representative is:
Rickert Rechtsanwaltsgesellschaft mbH, Colmantstraße 15, 53115 Bonn, Germany
Email: art-27-rep-owe@rickert.law