Privacy Notice for Guardians

1. About us and your data

• Kings Education is a specialist international education group providing pre-university academic programmes and English language courses for students from over 80 countries worldwide.
• This privacy notice is to inform you about how we use your personal data. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

2. The personal data we hold, purposes and lawful bases

The data or type of data we process	The purpose of processing that data	The lawful bases for processing this data
Names, address, email addresses, phone numbers and relationship to the student you are caring for	To communicate with you about students you are looking after at Kings	Necessary for our legitimate shared interests Necessary for our legitimate interests (to meet the requirements of accrediting bodies)
Passport or ID number	To confirm right to remain in UK	Compliance with a legal obligation
Any information sent to us by the guardianship company you work for (where applicable), such as details of safer recruitment checks, qualifications and contractual obligations	To administer our business	Necessary for our legitimate shared interests
Notes and records relating to the student you are caring for	To administer our business	Necessary for our legitimate shared interests Necessary for our legitimate interests (to meet the requirements of accrediting bodies)
CCTV footage	For security management if you have visited our schools	Compliance with a legal obligation

We may also process information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):

• Nationality, race, ethnicity

3. Collecting personal data

While the majority of information we collect from you is mandatory, there is some information that you can choose whether, or not, to provide to us.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

4. When do we share personal data?

Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

• The UK Department for Education
• Our regulators (for example: Ofsted, British Council, UKVI or UK immigration bodies)
• Health and social welfare organisations
• Professional advisers and consultants
• Police forces, courts, tribunals
• Professional bodies

Sometimes, we may also use your personal information where:

• You have given us permission to use it in a certain way
• We need to protect your interests (or someone else’s interest)

5. Your rights

Under certain circumstances, you, the data subject, may have the following rights:

• Right of access: you have the right to request a copy of the information that we hold about you
• Right of rectification: you have a right to correct data that we hold about you that is inaccurate or incomplete
• Right to be forgotten: in certain circumstances you can ask for the data we hold about you to be erased from our records
• Right to restriction of processing: where certain conditions apply you have a right to restrict the processing
• Right of portability: you may have the right to have the data we hold about you transferred to another organisation
• Right to object: you have the right to object to certain types of processing such as direct marketing
• Right to object to automated processing, including profiling

Some of these rights may not apply where we are legally obliged to keep or share your personal data.

In certain circumstances, you may have additional rights beyond those above. Further information is contained in our full Data Protection Policy (see Data Protection policies).

If you want to exercise your rights, please contact our Data Protection Officer. See Section 9: Contact us for details.

6. Storing your personal information

We will keep personal information about you while you are registered as a UK Guardian for a student studying at Kings. We may also keep it after the student you are caring for leaves Kings, where the law or industry guidance requires us to:

• We create and maintain records for each student, which will include data relating to you as UK Guardian. The information contained in these records is kept secure and is only used for purposes directly relevant to your position as a UK Guardian for the student you are caring for
• Once the student you are UK Guardian for has left Kings, we will retain this file and delete the information in it in accordance with our Data Retention Policy (see Data Protection policies)
• Your personal information may be stored and processed outside of the country where it is collected, including outside of the European Economic Area
• When transferring information to others, within the EEA or otherwise, we ensure that appropriate and suitable safeguards and technical measures are in place to protect your personal data
• If you have provided us with personal data as part of a provisional application to be an agent, but do not go on to become an active agent, we will remove the data after 12 months in accordance with our Data Retention Policy (see Data Protection policies)

7. How long do we keep your data?

We will keep personal information about you while you are a Guardian of a student at Kings. We may also keep it after you have ceased to be a Guardian for Kings, where the law requires us to:

• We have a Data Retention policy, which sets out how long we must keep information (see Data Protection policies).

8. Complaints

We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we have done something wrong.

You can make a complaint at any time by contacting our Data Protection Officer. See Section 9: Contact us for details.

You can also contact the Information Commissioner's Office (ICO) in one of the ways listed below. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

• Report a concern online at ico.org.uk/concerns
• Telephone: +44 (0) 303 123 1113
• Or write to:
  Information Commissioner's Office
  Wycliffe House
  Water Lane
  Wilmslow
  Cheshire
  SK9 5AF

9. Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:

Allan Maule
Kings Data Protection Officer
58, Braidley Road
Bournemouth
Dorset
BH2 6LD

Email: privacy@kingseducation.com
Tel: +44 (0) 7843 044384

Our full Data Protection Policy can be viewed in the Data Protection policies section.

This Privacy Notice was last updated 25th May 2018.