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, email addresses and phone numbers. |
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, 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 |
||
|
Your passport |
To meet government immigration regulations |
Compliance with a legal obligation |
|
Bank account details* |
To manage payments and refunds |
Fulfilment of a contract with you |
|
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) |
|
|
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 |
|
Financial organisations* |
For processing payments |
|
Our auditors |
For carrying out legal audits of company accounts |
|
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 |
|
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 |
|
Financial organisations |
For processing payments |
|
Our auditors |
For carrying out legal audits of company accounts |
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.
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
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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 |
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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 |
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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.