Privacy Policy

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:

 

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/concerns/
  • Call +44 303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK

 

CONTACT US

If you have any questions, concerns or would like more information about anything mentioned in this privacy policy, please contact our Data Compliance Manager protectingdata@oxfordinternational.com


 

PRIVACY NOTICE FOR STUDENTS, PARENTS AND GUARDIANS

This privacy notice explains how we collect, store and use personal data about students. Oxford International Education 1 Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education 1 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 processThe purpose of processing that dataThe 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
Compliance with a legal obligation
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
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
Compliance with a legal obligation
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
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 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 Compliance with a legal obligation
For marketing our services Where you have given us consent
CCTV footage* For security management Compliance with a legal obligation
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 NameThe 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
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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

 

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 AGENTS

This privacy notice explains how we collect, store and use personal data about agents. Oxford International Education 1 Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education 1 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 processThe purpose of processing that dataThe 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 can provide accurate information to potential students Fulfilment of a contract with you
Bank account details To process commission payments 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
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 NameThe 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

 

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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

 

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 1 Ltd is the data controller, and for the purposes of data protection law, this privacy notice applies to Oxford International Education 1 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 processThe purpose of processing that dataThe 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 Compliance with a legal obligation
If we need to make reasonable adjustments as part of the recruitment process For the purposes of ensuring a fair selection process Compliance with a legal obligation

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 NameThe 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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

 

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. Oxford International 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 processThe purpose of processing that dataThe 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 Compliance with a legal obligation
To facilitate safe recruitment, as part of our safeguarding obligations towards pupils Necessary for our legitimate interests (recruitment)
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
CCTV footage For security management Compliance with a legal obligation
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 meet the requirements of our accrediting bodies Necessary for our legitimate interests (to meet the requirements of accrediting bodies)

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 NameThe 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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

 

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.

 


 

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