HLS GDPR Policy Accommodation Providers
Privacy Notice (How we use accommodation provider information)
At Hunter Language School we take data protection and the privacy rights of our accommodation providers extremely seriously and we comply with the GDPR. This policy sets out the basis on which any student information will be collected, stored and shared by Hunter Language School.
Hunter Language School acts as a data controller for student information. This means that we as an organisation determine the purposes for which and the manner in which any personal data are, or are to be processed.
Below are the categories of accommodation provider information that we collect, hold and share:
Personal information (such as name, (unique) student number, email addresses, phone numbers, address and passport information).
Characteristics (such as language, nationality, country of birth)
Relevant medical information
Why we collect and use this information: We use the accommodation provider information:
to place students with the best possible accommodation that matches their needs and preferences.
to adhere to safeguarding policies and procedures.
to provide appropriate pastoral care.
The lawful basis for which we use this information
Under Article 6 of the GDPR we collect and use accommdation proveder data as per lawful base: (f) Legitimate interests: the processing is necessary for our legitimate interests.
Collecting accommdotaion provider information
Whilst the majority of acommodation provider information provided to us is required, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.
Storing accommodation provider data
The General Data Protection Regulation states that personal data must be kept “no longer than is necessary for the purposes for which the personal data are processed” [Art.5(1)(e)].
We hold student data for as long as we have a working relationship with them. The data is stored on a spreadsheet and our password-protected online accounting software. Access to this spreadsheet and our online accounting software is limited to a small number of current staff members only.
After the school no longer works with the provider, this data is deleted after two year. Any data that is recorded on paper at any time during the registration process is securely shredded when the data has been inputted onto the database and our network. Recording student data on paper is discouraged and it is never stored for longer than necessary.
Who we should share accommodation provider information with
We may share student information with:
Students who will be places with the accommodation provider.
Educational Tour Organisers and Educational Consultants who work with Hunter Language School to send students to the school.
Inspectorate organisations including The British Council.
Professional organisations of which Hunter Language School is, or may become, a member. These include English UK and Quality English.
UK Visas and Immigration upon request.
Taxi/meet and greet companies who provide student airport transfer services.
Hunter Language School never shares student information for marketing purposes with third party marketing companies under any circumstances.
Why we share accommodation provider information
We do not share information about our accommodation providers with anyone without consent unless the law and our policies allow us to do so.
We are required to share accommodation provider information for routine inspections by organisations such as The British Council or UK Visas and Immigration as referenced in the list above (Who we share student information with). We are also required to share accommodation provider information for safeguarding purposes when necessary, for example if there is a welfare issue that would require the police to be involved.
We share accommodation provider information with the Educational Tour Organisers or Educational Consultants who may have sent us the student information originally in order to enrol the student in the school. We may in the future share student information with professional organisations such as English UK to develop best practice within our industry.
Hunter Language School uses student photos, nationality statistics and age statistics to provide information and show the school environment to other prospective students. We do not share any other accommodation provider information with third parties. The school is promoted through our website and through a brochure which is produced in house by the school. The brochure is available to the public. This brochure is also shared with Educational Tour Organisers and Educational Consultants who work with Hunter Language School to recruit students for the school, as well as members of the general public who request a copy either in person (by coming into the school building to make an enquiry) or via email or telephone enquiry. The brochure includes photos of students of the school and accommodation provider homes. Students photos and accommodation provider homes are only used in this way with concent. Should the a student or accommodation provider request that we no longer use this photo all reasonable steps will be taken to fulfil this request.
Requesting acces to your personal data
Under data protection legislation, students have the right to request access to information about them that we hold. To make a request for your personal information contact firstname.lastname@example.org or the school office via telephone on 0117 330 4591.
You also have the right to:
object to processing of personal data that is likely to cause, or is causing, damage or distress
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance and we will take all reasonable steps to assist you. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
CONTACT: If you would like to discuss anything in this privacy notice, please contact: Roland Hunter, Director, email@example.com