PRIVACY PROCTECTION POLICY
PARTICIPANT, VOLUNTEER, STAFF, PARTNER and SUPPLIER INFORMATION
At STUDY ABROAD UK we stress the importance of privacy and are committed to earning the trust of our participants, partners, employees, volunteers and suppliers by adopting high standards for the protection of personal information.
Our policy outlines the type of personal information we collect and receive, the circumstances in which we collect or receive personal information, the policies and procedures we have established outlining its use and storage, and for sharing certain types of personal information in certain limited circumstances, the procedures you should follow if you have any questions or requests in respect of your personal information or our policies and procedures and the person to whom such questions or requests should be directed, and the means by which to communicate with that person.
In this policy STUDY ABROAD UK means us, our office staff, our field staff and our volunteers. The words 'we' do not include our partners or suppliers, however, we have requested that everyone we work with is aware of our policy and is willing to abide to abide by the terms of our Privacy Protection Policy.
In this policy, personal information means information about anyone that is personally identifiable like a name, address, e-mail address or phone number, and that is not otherwise publicly available.
HOW YOU MAY PROVIDE US WITH PERSONAL INFORMATION
1.By making an enquiry through our website, our telephone switchboard or email address
2.By applying to become a host family, an employee or volunteer.
3.By applying to become a participant in our programmes.
4.By providing it to us in communications such as an email, letter or telephone call or text.
5.By providing the information to us by participating in a marketing initiative.
6.By visiting our website.
7. By providing your information to a colleague overseas who sends us your information.
8. By completing criminal background checks.
9. By agreeing to receive monitoring calls and electronic communications.
10. By sending us photographs or agreeing to be in a photograph.
11. Via a third party i.e A participant who is visiting you and put your data on a Travel Form.
Below we will outline the type of information normally collected in each of these circumstances, the reasons for doing so, how we will use it and store it.
STUDY ABROAD UK is a service provider. We provide projects and placements throughout the UK.
From time to time, we offer packages or other services that involve third parties. If you are partaking of such a package or service, your personal information will be shared with that third party to the extent necessary to provide that service and process the purchase or request.
MAKING AN APPLICATION TO BECOME A PARTICPANT
When making an application to join our programmes it is necessary to have information in order to identify you, contact you and to process your application and requests. This information usually includes your name, address, phone number, e-mail address, medical records, academic transcripts, references and photographs. It may also include, if you choose to share that information with us, your preferences regarding the provision of your programme such as type of room, what foods you like, what your hobbies and interest are and other associated information to enhance your stay. You may ask us to provide additional services such as meeting you at an airport, ferry port, train or coach station. You make ask us to arrange travel cards and transfers. Therefore, in order to offer additional services like these we will have you share your identity to our trusted partners. Sometimes we have to share your date of birth, say for example buying travel passes.
The majority of our participants stay with host families but, we also use commercial accommodation when running tours requiring overnight stays. Your personal information is shared with host families who are interested in providing you with host family accommodation. It is also shared with our employees who will secure your work or educational placement and it is shared with the establishment providing your work or educational placement. Educational and work placements may also need to record your personal information in their own systems. For example; if you are a High School Exchange Student, your school will need to record certain information such as your name and date of birth in order to provide your placement. Once you have arrived your information is shared with our Support Team. All employees are required to agree to abide by the terms of this Privacy Protection Policy.
STUDY ABROAD UK may use the information you provide to send you information as it deems necessary before you arrive in the UK, whilst you are in the UK and after you leave the UK.
Your information will not be given to third parties unless strictly necessary.
We will use your information to add you to Facebook, follow you on Twitter and to write blogs and news on our website. If you do not wish to appear in any of our articles then please email firstname.lastname@example.org
MAKING AN APPLICATION TO BECOME A HOST FAMILY
When making an application to become a host family it is necessary to have information in order to identify you, contact you and to process your application so we can approve you as a host family. This information usually includes your name, address, date of birth, phone number, e-mail address, mobile number, workplace and photographs. It may also include, if you choose to share that information with us, details of your hobbies, interests, religion, lifestyle and what foods you like, as well as other associated information. We collate this information and we call this information a "host family profile". You are welcome to see your own host family profile once it is complete. Please email info@study-abroad-uk to request your copy.
We will also need to identify you so that we can perform a criminal record check. We may photograph your passport, driving licence or other specified document needed to perform the check.
Your "host family profile" forms part of our placement process. It is stored electronically as a PDF document and it is only viewed by our office, sending organisations, natural parents and the participant you have selected to host.
Your contact information such as your name, address and mobile number is shared. We share this with sending organisations, participants and their natural families. We share your contact information with our drivers who bring our participant to your home, our Support Team, who will contact you and your participant regularly. Educational and work placements may also need to record your contact information in their own systems. For example; if you are hosting a High School Exchange Student, the school will need to record where our participant lives. All host families are required to agree to abide by the terms of this Privacy Protection Policy.
Your information will not be given to third parties who have no connection with a placement. Contact details and host family profiles. will only be disclosed for the nature of matching a participant with you and their placement.
MAKING AN APPLICATION TO BE PART OF OUR WORKFORCE
When making an application to join our workforce it is necessary to have information in to identify you, contact you and to process your application. This information usually includes your name, address, phone number, e-mail address, references previous work history and photographs. Sometimes we must share your date of birth, say for example if you are meeting an unaccompanied minor at the airport.
Depending on your role we might share your names, email and phone number with our participants, our host families, educational placements and other staff. We will only share your contact information on a "as necessary basis"
If you are on our PAYE system we will also have to share your information with HMRC.
All host families are required to agree to abide by the terms of this Privacy Protection Policy.
We may also use your information to add you to Facebook, follow you on Twitter and to write blogs and news on our website. If you do not wish to appear in any of our articles then please email email@example.com
WHY WE COLLECT PERSONAL INFORMATION
1.To establish and maintain a responsible relationship with everyone and to provide ongoing service.
2.To understand needs and preferences. We maintain a record of preferences such as vegetarian, non-smoker, room type.
3.To develop, enhance, market or provide products and services.
4.To manage and develop our organisation and operations.
5.To meet legal and regulatory requirements.
WHEN DO WE DISCLOSE PERSONAL INFORMATION
We disclose personal information only in these limited circumstances:
1.We disclose personal information to a person who, in the reasonable judgment of Study Abroad UK needs the information to provide a service. For example: a driver who needs to collect a participant from host and move them to another. We may provide a date of birth of a participant if that participant is a minor and needs extra attention.
2.Personal information will be shared with host families, educational and work placements, sending organisations, partner and service providers. We only provide information as is strictly necessary. For example: we do not provide a host family profile to the Family Support Team.
3.Personal information may be shared with other agencies if requested by law.
4.Personal information will be shared with a third party involved in supplying the participant with the services they have purchased to the extent necessary to effect the supply and the processing of the transaction. For example a participant requiring a travel pass. Information such as a host family address, date of birth and educational placement will be provided.
5.Personal information may be shared with a third party retained by Study Abroad UK to perform functions on its behalf such as reservations handling, data processing or storage, guest surveys or research.
6.Personal information may be shared with a public authority or an agent of public authority if in the reasonable judgment of Study Abroad UK it appears that there is an imminent danger to life or property which could be avoided or minimized by disclosure of the information, or which disclosure is compelled by legal authority.
Any such disclosure of personal information by Study Abroad UK to a third party will be made only on a confidential basis conditioned upon the information being used only for the purpose for which it has been disclosed.
1.Study Abroad UK will not collect, use or disclose your personal information for any other purpose than those identified above, except with your consent.
2.Study Abroad UK will protect your personal information with appropriate security safeguards.
3.Study Abroad UK will take appropriate steps to protect the confidentiality of your personal information when dealing with third parties.
4.Study Abroad UK will strive to keep your personal information as accurate and up to date as is necessary for the purposes identified above.
5.Study Abroad UK will honour your request to access your personal information in as timely fashion as is reasonably possible.
You are always free to refuse to provide personal information to us.
You may also withdraw your consent with respect to the use of your personal information for marketing purposes at any time, subject to legal or contractual restrictions and reasonable notice, by e-mailing us firstname.lastname@example.org using 'Unsubscribe' as the subject line, and providing us sufficient personal identifiers so we can act effectively on your request. However, in either case, this may limit our ability to work with you
If you have questions or concerns about our privacy practices or wish to make a request in respect of your personal information please contact our Privacy Officer at email@example.com or if you prefer by writing us at:
Study Abroad UK
George Curl Way