IEUK Data Protection & Privacy Policy

Imperial English UK is registered as a data controller with the Office of the Information Commissioner under the Data Protection Act 1998.

This privacy policy is intended to give you an understanding of how and why we use the information that you give us.

Imperial English UK keep information about individuals that includes learners, staff, business owners, consultants, business and academic individuals. It is important to us that we protect your privacy and personal data.

When you join us, use our website and social media pages or provide us with your information you are consenting to this privacy policy and the ways in which we use your information as outlined in this policy. If you do not agree with this policy then please do not give us your information or use our products, services, sites and social media.

Please contact us at [email protected] if you have any questions about such matters. It is very important for you to read the policy we may provide when we collect personal data about you. A copy of the policy is available on the website. Please note that this policy supplements the other policies and is not intended to override them. We keep this policy under review and therefore it gets updated from time to time.

What we do

We provide English language learning and teaching services in the UK and overseas. The services include setting up the academies, offering courses, organising short UK visits, delivering teacher training programmes and providing consultancy services for education related projects and activities.

What we recognise

The Data Protection Act protects individuals’ rights concerning information about them held by us. We respect its legal obligations to protect that information under the Data Protection Act 1998.

What is Personal Data?

Personal Data is defined as “any information relating to a person”.

The definition of personal data is quite broad and the personal data we collect from the user will vary depending on the context of interactions with us and the services that we are providing to you. It may include, but is not limited to, the following information:

Personal and Contact Data: application documents, payment information, sponsorship information, qualifications, transcripts, references, visa information, agents, classes, reports, registers and any correspondence, feedback, survey responses and any usernames, use of our website, products, services, medical reports on health, ongoing treatment, involvement in criminal activities.

Main purposes: To assess applications from candidates for admission and assist in the admissions process; accommodation issues; to process proper and up to date records of academic progress; fees and charges administration/collection; administration; legal issues and obligations (eg Health & Safety record); communications/mailings; references; disciplinary matters; legal obligations, provision of healthcare, registration with NHS, registration with local police, accommodation provision, decision making process and business activities.

Main sources and disclosures: Applications forms (paper copy and online), Inquiry Forms (online); Inquiry calls, personal visits, family; local authority (and other governmental bodies); examinations results; scholarships; student sponsors, other examination boards; other educational institutions; employers; legal representatives; admissions officers; data subject; websites, referral.

How we use your information

We will use your personal information for the following reasons:

• to give you with the services you have paid for / requested for
• to give you information you have asked for (e.g. student magazine)
administrative purposes (e.g. applications, payment, registration & inductions)
• to follow laws and regulations in relation to requests from statutory agencies (such as the Information • Commissioner’s Office, British Council, English UK, Police, HMRC, UKBA, Overseas Governmental bodies etc)
• to tell you about changes to our services
• to reply to any questions or enquiries
• to market and promote our services and products by electronic means (email or SMS)
• to use social media
• to make decisions for doing business
• to provide your information to other businesses who provide services on our behalf
• to share with our affiliated businesses and organisations
• with any individual or organisation who makes a request online for authentication of awards issued by us
• with social media platforms, including but not limited to Facebook, Google, Google Analytics, LinkedIn, in pseudonymised or anonymised forms. Our website offers the possibility to share content on social media channels, e.g. Facebook. The respective social media provider will directly gather the learner's personal data only after the learner is registered as a visitor to their site. Please refer to the privacy policy of the social media providers to learn more about what personal data is collected and used.

We do not:

analyse your personal information as part of any profiling

use any kind of automated decision-making

make use of any other additional external information about our users, either obtained directly or via third parties

pass this personal data onto any third party unless it is necessary to carry out the service you have requested.

Your consent

We will ask for consent at the point of collecting your data. Sometimes we may process data without consent when we are legally allowed to do so and where it is in our interests. This is provided we respect your rights.

You can withdraw your consent at any time, note this may mean withdrawal of access to certain products and services. Any time you do not wish to receive further information about us and our services, or you wish to change your contact details or preferences, contact us at [email protected] or call 0121 2360660 . You can also write to us at Imperial English UK, 9 Margaret Street, Birmingham, B3 3BS, UK.

If you want no further contact from us, and if we are legally required to store the information this will continue to be saved until the legal expiry date and we will keep basic contact information in order to stop sending you unwanted materials in future, and to ensure that we do not accidentally store details for the same person multiple times.

How long do we keep your data for?

We will only keep your information for as long as we need it to provide you with the services or information you have requested, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with people that have asked us not to. When we no longer need this information we will dispose of it securely.

What are the fees and duration for data access?

We are usually able to provide personal data within a month of the initial request. There is no fee for this service.

Where do we store your personal data?

Your information may be kept on paper, on computers/the Cloud. The data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by persons operating outside the EEA. If we do send your personal data outside the EEA we will ensure that the recipient implements appropriate measures to protect your information. By submitting your details you agree to this transfer.

All information you provide to us is stored on our secure servers.

The internet is not completely secure. We will do our best to protect your personal data, but we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Who has access to your information?

We allow our staff and associates to access and use your information for the purposes for which you have provided it to us (such as administering the services you have subscribed to). We will only share your information with third parties where it is directly relevant to the services you have requested.

Your rights

We understand that privacy and data are sensitive and important. You have a number of rights in relation to your data and these are;

The right to be informed: This privacy policy details how and why we collect, store and use your personal data

The right of access: You have the right to access the data and information we hold about you. Please see below for details on how to request this information

The right to rectification:We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by contacting us using the contact details below

The right to erasure: You can request that we delete the information we hold on you. However, if we are legally required to store the information, this will continue to be saved until the legal expiry date. If this is because you no longer want to hear from us, then we will keep basic contact information to ensure we do not contact you again in the future. If we completely erase your records, then we would not be able to ensure we do not contact you again.

The right to data portability: You have the right to request your data be provided in an easy to use format to another supplier

The right to object:You can opt out of hearing from us at any point by contacting us.

Rights in relation to automated decision making and profiling

You have a right to access the personal information we hold about you and in certain circumstances to be provided with a copy of that information.

What type of consent is required to process the data?

Valid consent is required to process the data for adults and parental consent is required to process the personal data of children.

Privacy Statement: Cookies Usage

Cookies are very small text files that are stored on your computer when you visit some websites. We sometimes use cookies on our website to collect the learners / visitors information.

Changes to this Policy

We may make changes to this policy and will let you know about these changes by displaying them on this website. Changes will begin to have effect at the time they are displayed. The version of the policy that will apply to the learner is the one which is current at the time we contact the learner, the learner uses this website or services.

Complaints

If you are unhappy with the way in which your personal data has been handled you are entitled to;

write to the Administrator at [email protected] to work to resolve the issue to the satisfaction of the data subject

make a complaint to the Information Commissioner's Office.

Consent

I confirm that I have received the Imperial English UK policy on the Data Protection Act and Privacy Statement.

I confirm I will comply with and consent to Imperial English UK processing and disclosing relevant personal data as set out above, including the processing of sensitive personal data for the purposes specified. I also agree that Imperial English UK can use my image and/or personal details in any promotional materials and social media.