Privacy Policy

Overview

This privacy policy sets out how International house Newcastle uses and protects any information that you supply when you use this website or book a course at this school.  Any personal data that you may be asked to provide on any of International house Newcastle's websites will be held and processed in accordance with the requirements of the General Data Protection Regulation (GDPR).  The school is committed to ensuring that your privacy is protected.  If we ask you to provide certain information, you can be assured that it will only be used in accordance with the terms set out in this privacy statement.

International House Newcastle may adjust this policy from time to time by updating this page.  Please check from time to time to ensure that you are happy with any changes.  This policy is effective from May 2018.  

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Wherever you are asked to submit personal data, this information will be held on password protected servers, or in a supervised environment, and hard copies of such data will be shredded as soon as possible in accordance with the necessary protocols of International House Newcastle administrative and academic functions.

What data we collect from students and why

When you register on our website or make a booking, the personal information you provide, such as your name, email address, postal address, telephone number are stored.  The school  also stores a record of your bookings, and any information that is required to produce the documents that you will need to come to the UK to study with us and to have a safe and happy stay.

The school is also committed to maintaining and improving our standards of service, so we ask our students for feedback on aspects of their study experience in Newcastle.

Information about your interactions with us

When you visit our website information is produced about how you interact with our content.

Information from third parties

The school sometimes receives information about students from third parties, such as sponsoring companies, embassies and study-abroad agencies, to pass on your booking requests so that arrangements can be made for your arrival, studies and stay here.

Sensitive personal data

Data Protection law recognises that certain categories of personal information are more sensitive, such as health and dietary information.  We do not collect this type of information about students unless there is a clear reason for doing so, e.g. to pass on to homestay providers so that suitable meals can be prepared.  The school does not collect information about religious beliefs or political opinions.

There are three lawful bases under which the school may process your data:

Contract purposes

When you make a booking with the school either directly or via a third party, a contract is made.  In order to fulfill this contract your data has to be stored and processed, for example, so that we can book your course and accommodation.

Legitimate interests

We also use personal data for purposes that are classed as legitimate interests, e.g. we will contact you using your email address with details of the school’s weekly social programme activities while you are here with us, or information about how to get the best out of your time in Newcastle as a student. However we only do this if there is no overriding prejudice to you by using your personal information in this way.

Consent

For any other situations where the previous bases do not apply, we will instead ask for your explicit consent before using your personal information in that specific situation, e.g. we will ask you whether you wish to receive emails about any future course promotions.

 

Disclosing our students’ personal data

If the whole or part of your programme is undertaken at an institution other than International House Newcastle, relevant personal data may be supplied to the institution providing all or part of the programme to enable it to carry out its normal administration. This is especially relevant for clients undertaking internships in third party companies.

If you are under 18 years of age, you consent to International House Newcastle advising your parents or guardians regarding the amount and nature of any debts owed to International House Newcastle, as well as to send progress and attendance reports to them, if these are requested.

If you are over 18 years of age and your fees are paid by a third party, such as a parent, spouse, sponsor or employer, International House Newcastle is unable to disclose any personal data to such third parties without your express permission. (There may be some exceptions to this rule for government-sponsored students, who should check the conditions of their study with their study supervisor for clarification on academic reporting requirements.)

IH Newcastle will never sell your personal information to other organisations or use it to sell things to you.  We will not disclose your personal information to third parties unless we have your permission or are required by law to do so.

Other stakeholders

International House Newcastle has to process data, mainly in connection with four types of business function involving:

1.       Website visitors,

2.       Students,

3.       ETOs (Educational Tour Operators),

4.       Staff

5.       Homestay Providers.

In deciding which lawful bases apply to each set of functions, it was first determined that it was actually necessary to gather personal data for very specific purposes, including information on criminal records checks.

 

Purpose for processing data

Lawful basis

Website visitors

1.           Improve web content.

1.           Legitimate interests

 

Students

 1.        Enrolment onto suitable course/class placement

2.        Placement into suitable accommodation

3.        General student welfare (medical/emergency contact)

4.        Progress & attendance reporting

5.        ID checks, Immigration records, visa applications 

6.        Student feedback

7.        Sharing images on school’s social media (promotional)

8.        Marketing emails

 1.        Contract/Legitimate interests

2.        Contract/Legitimate /vital interests

3.        Contract/Legitimate /vital interests

4.        Legitimate interests

5.        Contract/Legitimate interests/legal obligations

6.        Legitimate interests / consent

7.        Consent

8.        Consent

ETOs

 1.        Marketing information/ updates for course promotion

2.        Enrolment and processing of ETO’s client bookings

3.        Financial data for ETO services remuneration

4.       Marketing emails

 1.        Legitimate interests / contract

2.        Legitimate interests

3.        Legitimate interests / contract

4.        Legitimate interests / consent

Staff

 1.        Recruitment of suitably qualified staff

2.        Criminal records check for safeguarding obligations

3.        ID check

4.        General Staff welfare / emergency contact

5.        Observations & CPD

6.        Financial & Employment data for payroll

 1.        Contract/Legitimate interests

2.        Contract/legal obligations

3.        Contract/legal obligations

4.        Legitimate interests

5.        Contract/Legitimate interests

6.        Contract/Legitimate interests

Homestay Providers

 1.        Recruitment of suitably qualified homestay

2.        Criminal records check for safeguarding obligations

3.        ID check

4.        Students’ feedback & homestay inspections

5.        Financial data for ETO services remuneration

 

 1.       Contract/Legitimate interests

2.        Legitimate interests/legal obligations

3.        Contract/legal obligations

4.        Contract/Legitimate interests

5.        Contract/Legitimate interests

Data retention periods

  • The school will keep student and trainee teacher records for 2 years from their departure date. 
  • The school will keep ETO records for 1 year from the date of deactivation from system.  
  • The school will keep staff records for 18 months from the date of departure/deactivation from system. 
  • The school will keep homestay records for 1 year from the date of deactivation from system. 

Links to other websites

The International House Newcastle website contains links to other websites of interest to students. However, once you have used these links to leave our site, please note that we do not have any control over those other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and check the privacy statements applicable to the individual websites.

Controlling your personal information

Right of Access and Erasure – If you would like a printed copy of all your personal information held by the school, or want the school to erase all of your information, please write to the Managing Director, Trevor Udberg to arrange this. trevor@ihnewcastle.com

The school is very active on social media because we like to share the good times that our students are having in Newcastle.  If you don’t want your picture shared in this way, and the school is not already aware of this from your application form, please write to our Customer Service Coordinator, Deivid Flores.  deivid@ihnewcastle.com

If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.

Contact us