Wimbledon School of English - Privacy Policy
Our Privacy Policy governs any kind of processing where we are acting as a data controller or co-controller (including collection, use, transfer, storage and deletion) of personally identifiable information. This policy applies to our processing of data collected through any means, actively as well as passively, from persons located anywhere in the world. Any question regarding our processing of personal data may be directed to data@wimbledon-school.ac.uk
Please read the following policy carefully to understand what information we may collect from you, how we may use it, and your rights in respect of our use.
We will be guided by the following principles when processing data:
Information collected
We collect information on you:
Our students
What personal data do we need from you?
Before you start and during your relationship with us we will collect, store and process the following personal data:
Permission to collect and store data of students under the age of 18 is obtained directly from the child’s parents or legal guardian through our parental consent form.
Who has access to your personal data?
We are committed to restricting access to personal data to just those individuals who may need it to meet their or the school’s obligation. The specific data each individual has access to is limited to only that which is necessary for them to be able to carry out their function. For us this means the following may have access to some or all of your data:
Who do we share your personal data with outside of the school?
In order to fulfil our regulatory and contractual obligations we will need to share your personal data with third parties outside of the school. We have also chosen to outsource some of our operational requirements and our outsourced suppliers also need access to your personal data. In all cases we have committed to limiting the personal data that we share to only that which is necessary for them to be able to carry out the function we have contracted with them to perform. However, we take your privacy seriously and will therefore, never sell your personal data to anyone and will take precautions to keep it secure. Your data may be shared with:
How long do we retain your personal data?
We will retain all your personal data for the duration of your contract and then for a further 5 years to enable us to meet our regulatory and legal obligations; to ease administration should you wish to return to undertake further studies; and to keep you up to date with news from Wimbledon School of English which may be of interest to you. After 5 years all records will be deleted.
Our Homestay Providers
What personal data do we need from you?
Before you start and during your relationship with us we will collect, store and process the following personal data:
Who has access to your personal data?
We are committed to restricting access to personal data to just those individuals who may need it to meet their or the school’s obligation. The specific data each individual has access to is limited to only that which is necessary for them to be able to carry out their function. For us this means the following may have access to some or all of your data:
Who do we share your personal data with outside of the school?
In order to fulfil our regulatory and contractual obligations we will need to share your personal data with third parties outside of the school. We have also chosen to outsource some of our operational requirements and our outsourced suppliers also need access to your personal data. In all cases we have committed to limiting the personal data that we share to only that which is necessary for them to be able to carry out the function we have contracted with them to perform. However, we take your privacy seriously and will therefore, never sell your personal data to anyone and will take precautions to keep it secure. Your data may be shared with:
How long do we retain your personal data?
We will retain all your personal data for the duration of your contract and then for a further 2 years to enable us to meet our regulatory and legal obligations. After 2 years all records will be deleted.
Our Educational Travel Operators
What personal data do we need from you?
Before you start and during your relationship with us we will collect, store and process the following personal data:
Who has access to your personal data?
We are committed to restricting access to personal data to just those individuals who may need it to meet their or the school’s obligation. The specific data each individual has access to is limited to only that which is necessary for them to be able to carry out their function. For us this means the following may have access to some or all of your data:
Who do we share your personal data with outside of the school?
In order to fulfil our regulatory and contractual obligations we will need to share your personal data with third parties outside of the school. We have also chosen to outsource some of our operational requirements and our outsourced suppliers also need access to your personal data. In all cases we have committed to limiting the personal data that we share to only that which is necessary for them to be able to carry out the function we have contracted with them to perform. However, we take your privacy seriously and will therefore, never sell your personal data to anyone and will take precautions to keep it secure. Your data may be shared with:
How long do we retain your personal data?
We will retain all your personal data for the duration of your contract and then for a further 5 years to enable us to meet our regulatory and legal obligations. After 5 years all records will be deleted.
Legal bases for processing your data
The General Data Protection Regulation (GDPR) establishes 6 legal bases on which we can process your data: these are Consent, Contract, Legal Obligation, Vital Interests, Public Task and Legitimate Interests. For further information about these legal bases and fuller definitions, please refer to the ICO website
We use different legal bases for processing your data depending on the purpose for collecting your data in the first instance:
We will make it as easy as we can for you to opt out of unwanted processing under Consent, providing it does not restrict our ability to provide you with the primary service you have requested.
We collect data for a wide range of purposes. Data is managed to ensure that it is either erased from our system when it is no longer required for the purpose for which it was collected, retained for legal reasons, or minimised and retained.
We are co-processors of information relating to marketing and booking clients with partners overseas (for example ETOs, schools, government and national sponsors). As such, we may transfer some data outside of the EU, but this will be limited to data necessary for the performance of a contract made in the interests of the individual (which is an exemption to the 8th principle of the GDPR legislation). We remain responsible for the data held, processed or sent via our systems. We are not responsible for the security and processing of data which is held, processed or sent via our partners’ systems. However, we require all of our partners overseas to confirm that they will process data securely in line with the requirements of GDPR or the equivalent in their country. We do not sell your data at any time.
Special Category Data/Criminal Record Data
We may request health data from potential students and employees. This data has special protection under the GDPR under the specific conditions listed in Article 9 (2) of the GDPR that processing is necessary either to protect the vital interests of the data subject, (or of another natural person where the data subject is physically or legally incapable of giving consent), or where processing is necessary for the purposes of preventive or occupational medicine or the assessment of the working capacity of an employee.
The school has safeguarding responsibilities and carries out DBS checks on all staff and other people who are likely to have direct supervisory responsibility for or unsupervised contact with young people under the age of 18. We may process and record securely risk assessments of these DBS checks where the disclosure is not clear. These risk assessments will be disposed of securely when that person no longer has supervisory responsibility or unsupervised contact with young people under the age of 18 on behalf of the school.
Children under 18
We collect or store personal information about children under the age of 18 in the context of managing bookings and directly related products, and for safeguarding purposes. Permission is obtained directly from a legal adult guardian to collect this information through our Parental Consent Form. As part of this process, we request special category data relating to the health of the child, which we manage through Vital Interest.
We also gain consent from parents for the use of photos or video taken during their child’s stay at Wimbledon School of English through the Parental Consent Form.
Information collected via our website
How we will use information collected by our website
We may use information held about you in the following ways:
Links from our website
Our website contains links to and from websites operated by individuals and companies over which we have no direct control. If you follow a link to any of these websites, please note that these websites have their own privacy and terms of use policies and that we do not accept any responsibility or liability for these policies. We advise you to check these policies before you submit any personal data to these websites.
Cookies
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
We use a single cookie, “sessionid”, to identify you when you visit our website, keep you logged in as you navigate our website, and store temporary information during the course application process. This functional cookie does not identify any individual, and is required for the correct operation of our website.
Our service providers use cookies and those cookies may be stored on your computer when you visit our website. These cookies do not contain any information that is personally identifiable to you.
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.
What to do if you believe that the information we have collected and are using is incorrect?
It is important for both you and us that we hold up to date and accurate information and that the accuracy is maintained during your relationship with us. For this reason we shall be conducting annual internal audits of the data we hold.
If you become aware of any inaccuracies or you change address, telephone number, email, etc., it is your responsibility to bring this to our attention as quickly as possible. Please inform us as soon of any changes by emailing data@wimbledon-school.ac.uk
You also have the right to withdraw consent to the processing of information for which you have previously given consent.
You may also request access to the data we hold on you. Provision of such information will be subject to:
a) The payment of a fee (currently fixed at £10)
b) The supply of appropriate evidence of your identity.
We may withhold personal information that you request to the extent permitted by the law.
To make any of these requests relating to your personal data, please contact us at: data@wimbledon-school.ac.uk or contact the Operations Director (tel: +44 20 8947 1921)
What to do if you have a concern or complaint about how we store, use or share your personal data?
Initially, we would encourage you to raise this with the appropriate department depending on the nature of the concern or complaint who should be able to resolve the matter informally. If following this you do not believe that your concern has been adequately addressed, than you should raise your complaint in writing to our Operations and Examination Centre Director at Wimbledon School of English, 41 Worple Road, Wimbledon, London SW19 4JZ, UK.
In the unlikely event that we have been unable to address your concern internally, you may call the Information Commissioner’s Office helpline on 0303 123 1113.
Changes to our Privacy Policy
Any changes we may make to our Privacy Policy in the future will be posted on our website in this document. Please check from time to time to ensure that you are aware of any changes to our Privacy Policy.
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