Privacy notice for teachers
Effective: May 25, 2018
1. About this document
This privacy notice explains how and why OxBridge Centre UK Ltd. (herein referred to as we, our, us, the centre) collects, uses and shares personal data. In addition, this document aims to inform and explain the rights of teachers and applicants in relation to the personal data we hold.
OxBridge Centre UK Ltd. is the data controller of the personal data of the teachers and applicants and is subject to the General Data Protection Regulation (GDPR 2018).
- Personal Data
Data from which a person can be identified, including data that, when combined with other readily available information, leads to a person being identified.
Obtaining, recording or holding data
- Data subject
The person whose personal data is held or processed.
- Data controller
A person or organisation that determines the purposes for which, and the manner in which, personal data is processed.
3. How we collect your information
We may collect personal data of teachers and applicants in a number of ways, for example:
- from the information provided by an applicant to us when interacting with the centre during the recruitment process;
- when an applicant completes an application form or submit any supporting documents;
- when an applicant or a teacher communicates with the centre by telephone, email, or via text;
- in various other ways as a teacher interacts with us during the time the teacher is associated with us;
- from third parties such as a referee during the recruitment process.
4. The types of information we process
We collect a range of personal data including, but not limited to the followings:
- Personal information (such as name, date of birth, gender, nationality)
- Contact information (such as mobile number, address of residence, email address)
- Education background (such as GCSEs, A-levels, Undergraduate & Postgraduate degree, PhD or any other qualifications)
- Employment history
- Bank details (such as account name, account number, sort code).
- Disclosure and Barring Service (DBS)
- Passport and visa status
5. How we will use personal information
We will use your personal information for a various purposes, including the following:
- Recruit process
- HR-related process
- Remuneration, payroll and other employment functions
- To assess a teacher’s suitability for a particular course or task
- To communicate effectively with a teacher by email, post and phone
- To perform the contract we have entered with a teacher
- To comply with a legal obligation
- Our legitimate interests (or those of a third party), but fundamental rights do not override those interests
6. The legal bases for processing the information
Below show the legal bases that we rely on when handling the personal information of teachers and applicants:
- We have a contract with the individual teacher and we need to process their personal data to comply with the obligations under the contract.
- Or we do not have a contract yet with a teacher, but the teacher has requested us to do something as a first step (eg provide a quote) and we need to process personal data to do what was requested.
Personal data may be processed in the legitimate interests of the centre or third parties.
OxBridge centre has a legitimate interest in:
- employing teachers that are suitable to work with students;
- supporting teachers to improve their teaching;
- facilitating the efficient operation of the centre;
- maintaining and improving the academic, corporate, financial and human resource management of the centre;
- ensuring that all relevant legal obligations of the centre are complied with;
- safeguarding and promoting the welfare and the welfare of students.
Furthermore, personal data of teachers may be processed for the legitimate interests of others. For example, we may provide information about a teacher’s education background or employment history when a legal guardian of a student requests.
If you object to us using the information where we rely on our legitimate interests as explained above, please contact the Data Protection Officer at firstname.lastname@example.org.
- For example, to prevent someone from being seriously harmed or killed.
- In the circumstances that a teacher has provided their consent to the collection, processing and transfer of their personal information for a specific purpose by a consent.
In the circumstances that a teacher has provided their consent for personal data processing, they have the right to withdraw their consent for that specific processing at any time. Any use of their information before they withdraw their consent remains valid. To withdraw your consent, please contact the Data Protection Officer at email@example.com. Once we have received notification that a teacher has withdrawn their consent, we will no longer process their information for the purpose or purposes they originally agreed to, unless we have another legitimate basis for doing so in law.
7. Sending information to other countries
We may send the information of teachers where:
- we store information on computer servers based overseas; or
- we communicate with teachers when they are overseas (for example, during the summer holidays if the teacher is in a different country).
8. Information sharing and disclosure
For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we may share your personal data with certain third parties:
- We share information with our employees, agents and contractors where there is a legitimate reason for receiving the information, including:
- third parties who work with us to provide students with education.
- third parties who work with us to mark students’ work which includes but not limited to homework or tests.
- third parties who work with us to offer courses or class options, track and monitor students’ academic progress, students’ behaviour, and attendance.
- third parties who provide services such as references, qualifications, criminal referencing checking services, and verification of information you have provided
- Internal and external auditors.
- With next-of-kin (where there is a legitimate reason for disclosure);
- Government departments and agencies where we have a statutory obligation to provide information (including Her Majesty’s Revenue and Customs (HMRC), the Home Office in connection with UK visas and immigration);
- The Disclosure and Barring Service (DBS).
The centre does not sell or rent personal data of teachers. Any personal information we hold is processed in accordance with the GDPR.
9. Changes to your personal data
Please tell us promptly about any changes to the information we hold about you. You can do this by contacting our Data Protection Officer at firstname.lastname@example.org.
10. How long your information is kept
We will retain personal information of a teacher for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In most cases, we may retain the personal data for a period of 6 years after the teacher’s association with us has come to an end.
11. Your rights
Under the GDPR 2018, the teachers have the following rights:
- to obtain access to, and copies of the personal data that we hold about you;
- to require that we cease processing your personal data if the processing is causing you damage or distress;
- to require us not to send you marketing communications;
- to require us to correct the personal data we hold about you if it is incorrect;
- to require us to erase your personal data;
- to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
- to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of your transmitting that personal data to another data controller;
- to object, on ground relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
11. Contact us
If you have any queries about this privacy notice or how we process your personal data, you can contact our Data Protection Officer by email: email@example.com or by post: Data Protection Office, OxBridge Centre UK Ltd. 118 Blagdon road, New Malden, Surrey, KT3 4AE
To request access to the personal data that we hold about you, you may contact our Data Protection Officer by email: firstname.lastname@example.org or by post: Data Protection Office, OxBridge Centre UK Ltd. 118 Blagdon road, New Malden, Surrey, KT3 4AE
You can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at: www.ico.org.uk