Childrens Privacy Notice

1. What is this notice about?

This notice is all about your personal information.

You have a legal right to be informed about how we (Educatius Group “EG“) use any personal information that we hold about you.

To comply with this, we provide a ‘privacy notice’ to you about how we collect, store and use personal information about you.

2. Who should I contact if I have any questions?

You can contact Laura McDowell, our Data Protection Offer at dpo@educatius.org with any questions you may have.

3. What is personal information?

Your personal information means any information that could be used to identify you.

This information includes:

• Your contact details – which may include your name, email address, telephone number and address
• Your date of birth
• Your test results
• Your attendance records
• Your ethnic background
• Your religion
• Any additional learning needs
• Any medical conditions you have
• Details of any behaviour issues or exclusions
• Photographs

4. Why do you need my personal information?

We use this information to:

• Check if the course is right for your age and level of learning.
• Get in touch with you and your parent(s) or guardian(s) when we need to.
• Check how you’re doing in exams and work out whether you need any extra help.
• Track how well the school as a whole is performing.
• Look after your wellbeing.
• Improve the quality of education you receive.
• Consult with you about different ideas and aspects of the education you receive.
• Identify where an external agency might be needed to help support you.
• Check if you are allergic to any foods or cannot eat certain foods due to your religious beliefs.

5. What is your lawful basis for using my personal information?

Data protection law requires us to have a reason or justification, also known as a ‘lawful basis’, to use any of your personal information. We’ve identified the lawful bases we rely on in bold below.

Most often, we will use your information where:

• We need to comply with the contract we have signed with you or your parent(s) / guardian(s) to provide you with an education – Contract.
• We have a legal obligation to provide your information, such as for our fraud checks for payments – Legal Obligation.
• We need to act quickly to protect your interests (or someone else’s interest), for example if we need to give your information to a hospital or the police – Vital Interests.
• You or your parent(s) / guardian(s) have given us your permission to use it in a certain way – Consent.

Where we are relying on Consent to use your information, you or your parent(s) / guardian(s) may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent.

6. Where did you get my personal information from?

Your parent(s), guardian(s) or agency will have given us some of your personal information before you arrived. We may get information about you from other schools, the local council and the government, and you might also tell us about some other personal information whilst you are studying with us.

While in most cases you, or your parent(s) or guardian(s), must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the information.

We will always tell you if it’s optional. If you must provide the information, we will explain what might happen if you don’t.

7. Is my personal information safe?

We will do our best to keep your personal information safe. For example:

• Your personal information can only be seen by people who work for us or have signed up to our terms to agree that they will keep your personal information safe.
• If your personal information is included on a piece of paper (for example a form) then that piece of paper has to be kept in a locked cupboard when it isn’t being looked at.
• If your personal information is stored on a computer then that computer has to be locked when it isn’t being used.

8. Does anyone else see my personal information?

Sometimes we do let other people see your personal information. For example:

• Our local authority (including social services) – to meet our safeguarding and exclusions obligations.
• Homestay providers – so that they can take care of you whilst you are staying with them.
• The Department for Education– to comply with statutory requests for a census which forms part of the UKs national statistics.
• Your parent(s) or guardian(s) – so they know how you are doing on the course and can support with your education.
• Educators and examining bodies – to enable enrolment in exams, the issuing of certificates and transcripts of achievement.
• Our regulators/accrediting bodies – to comply with our legal obligations to be inspected as a school.
• Suppliers and service providers – to enable them to provide the service we have contracted them for.
• Security providers – to ensure you are kept safe.
• Health and social welfare organisations – to ensure you have access to appropriate health services and your wellbeing is catered for.
• Professional advisers and consultants – to ensure you receive the benefit of external advice and guidance where appropriate.
• Charities and voluntary organisations – for fundraising and enrichment purposes.
• Police forces, courts, tribunals – to ensure you and other students are kept safe.
• Professional bodies – to ensure standards are met with regard to various aspects of our provision and our staff performance & conduct.

If for any reason we need to share your information with an organisation that is based outside the UK or European Economic Area, we will protect your information by following data protection law.

9. How long do you keep my personal information for?

We will keep personal information about you while you are a student on the program sold by EG. We may also keep it after you have left the school, where we are required to by law.

We have a policy that tells us how long we must keep information about students. We will always destroy your information safely.

10. What are my rights?

You have lots of rights about how your information is used and what information we must give to you about your information. These rights can be complicated and may not always be available to you, so if you have any questions about your information you can always contact, or ask a parent, guardian or other adult to contact, EG.

In summary, you can ask EG to:

• access your personal data (also known as a “subject access request”);
• correct incomplete or inaccurate data we hold about you;
• ask us to erase the personal data we hold about you;
• ask us to restrict our handling of your personal data (only use it in a limited way);
• ask us to transfer your personal data to a third party (such as to share with an agency);
• object to how we are using your personal data (make a complaint); and
• withdraw your consent to us handling your personal data.

11. Who can I contact if I have a complaint?

We take any complaints about how we collect and use your information very seriously, so please let us know if you think we’ve done something wrong by contacting Laura McDowell (see Who should I contact if I have any questions?).

You or your parent or guardian can also contact the relevant Supervisory Authority which looks after people’s personal information.

Finland

Post address: P.O. Box 800, 00531 Helsinki Finland

Visiting address: Lintulahdenkuja 4, 00530 Helsinki Finland

T +358 29 56 66700

tietosuoja@om.fi

www.tietosuoja.fi