Privacy Policy
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@motivationacademy.org.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/concerns/
- Call +44 303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK
Notices
This privacy notice explains how we collect, store and use personal data about students. Motivation Academy LTD use data of purpose to protection law, this privacy notice applies to Motivation Academy LTD.
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 | Fulfilment of a contract with you |
| Compliance with a legal obligation | ||
| 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 | ||
| 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 |
| Your educational records and test or exam results from previous schools | To offer you the most appropriate courses | Fulfilment of a contract with you |
| Images | For maintaining security | Compliance with a legal obligation |
| For marketing our services | Where you have given us consent | |
| CCTV footage* | For security management | Compliance with a legal obligation |
| Necessary for our legitimate interests (to maintain building and personal security) | ||
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 Student, Parent 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 |
| 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 Oxford International. No decisions will be taken about you based on this profiling. |
Transferring Student, Parent and Guardian 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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Privacy Notice for Job Applicants
This privacy notice explains how we collect, store and use personal data about applicants.
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 | Compliance with a legal obligation |
| If we need to make reasonable adjustments as part of the recruitment process | For the purposes of ensuring a fair selection process | Compliance with a legal obligation |
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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
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
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 | Compliance with a legal obligation |
| To facilitate safe recruitment, as part of our safeguarding obligations towards pupils | Necessary for our legitimate interests (recruitment) | |
| 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 | |
| CCTV footage | For security management | Compliance with a legal obligation |
| 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 meet the requirements of our accrediting bodies | Necessary for our legitimate interests (to meet the requirements of accrediting bodies) |
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 Oxford International 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 Oxford International |
Transferring Employee 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. Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Storing Employee Data
We will keep personal information about you while you are an active employee. We create and maintain records for each member of staff. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as an employee of Oxford International. Once your time as an employee with us has ended, we will retain this file and delete the information in it in accordance with our Data Retention Policy.
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 protectingdata@motivationacademy.org.uk
