Privacy Policy
Information for you about how we look after personal information about yourself and your child or children.
1. Background
On 25th May 2018, the “General Data Protection Regulation” (GDPR) came into force. There is a lot of terminology used within the GDPR, but in summary, GDPR is about how personal information is collected about you and your child or children’s study with us and how we use and look after it. This document sets out the details about how the personal information provided will be used and looked after and explains your rights in relation to it.
2. Our commitment to you
Our commitment is to:
Keep personal information about you and your child or children safe and private; Not use personal information for any purpose other than in connection with your children’s studies, keeping you informed of information about the Elizabeth Emerson Exam Academy business, to continue to develop the Elizabeth Emerson Exam Academy business to deliver the most effective and rewarding student experience possible and in accordance with the other purposes set out in this notice; Make it easy for you to approach us if you have any concerns or questions relating to the holding of personal information; Not provide personal information to others save where legally required to do so or in the legitimate course of business.
3. Who we are and how we operate
The Elizabeth Emerson Exam Academy is an education provider in the UK and offers primary and secondary school online study programmes for children of all ages and abilities.
To operate effectively the Elizabeth Emerson Exam Academy require personal information concerning parents and legal guardians (parents) and the students. We set out in this document what personal information is collected and how it is used.
The term Data Controller is applied to a business which determines how personal information about yourself and your child or children is used.
4. How information is collected from you
Information in relation to parents and students will be collected by the Elizabeth Emerson Exam Academy. This might be achieved by providing information verbally, whether face to face or by telephone, completing paper documents or by electronic means such as through email or interaction with our websites. Please ensure that all personal information is accurately provided as the information which is held is only as accurate as the information provided in the first place.
If any of the personal information provided changes, please notify the Elizabeth Emerson Exam Academy as soon as possible in order that the personal information can be updated.
5. What personal information will the Elizabeth Emerson Exam Academy collect from you?
The Elizabeth Emerson Exam Academy will require the following information about the student:
Name;
Address;
Contact details;
Date of birth;
Schooling related information;
Gender;
Health-related information and other information relevant to being able to teach the student most effectively;
As the student’s studies progress the Elizabeth Emerson Exam Academy will accumulate information in relation to the student’s work and its progression.
Information which will be required from parents/legal guardians:
Name;
Contact details;
Relationship to a student;
Details of others who are authorised points of contact if a primary contact is not available;
Any other information which may be provided, and which is relevant to the education of your child or children.
The Elizabeth Emerson Exam Academy may also ask for or receive contextual information about students and/or their parents. This might, for example, relate to the student’s lifestyle, interests and skills, be about the student’s family including the structure and the occupation of the parent(s), any background issues that may be impacting upon the student’s study and whether the student is a native English speaker.
The Elizabeth Emerson Exam Academy will not seek any further personal information in relation to parents or students without gaining specific authority.
The Elizabeth Emerson Exam Academy will not take or publish photographs of students or publish students’ names without your consent as the parent/legal guardian.
6. Who will the Elizabeth Emerson Exam Academy provide personal information to?
The Elizabeth Emerson Exam Academy will not provide personal information for use by anyone else without your specific consent or unless this is necessary for health and safety reasons, to comply with child protection policies and procedures, otherwise in relation to child welfare and child protection, for example in cooperating with local and public authorities to comply with legal requirements and those of regulators, for example, Ofsted, or unless it is otherwise provided for in this Privacy Notice.
7. What about outsourcing by the Elizabeth Emerson Exam Academy?
It is possible that the Elizabeth Emerson Exam Academy will pass personal information to other organisations to assist him or her. This is not for other organisations to use on their behalf but rather to process information on the Elizabeth Emerson Exam Academy’s behalf. This will be for the efficient and effective administration and running of the business and provision of the study programme for example for IT needs including for the purposes of establishing, developing and maintaining relevant databases including the data collection system and customer relationship management, but also for purposes such as book-keeping and accounting, training and printing.
8. What will the Elizabeth Emerson Exam Academy use the personal information for?
To fulfil his or her contractual obligations and to respond to enquirers:
a) to provide the course of study;
b) administer the course of study;
c) ensure the quality of the programmes to respond to enquiries about the study offered;
d) to seek feedback about study experiences;
e) to address and communicate about operational issues such as the need to close a class suddenly, for example, because of illness or bad weather or the need f) to address and make parents aware of changes to classes, for example, new venues, dates and times;to record and/or report upon the progress of the student;
g) to consider, record and communicate other issues which may be impacting upon or related to the progress of the student;
h) to respond to complaints.
To ensure vital interests:
This relates to the health and safety of a student. For example, if there was a medical emergency the Elizabeth Emerson Exam Academy may need to provide relevant medical information about a student to the emergency services. Similarly, information may be provided to local or public authorities where welfare and child protection issues arise.
When it is the Elizabeth Emerson Exam Academy’s legal dutyThe Elizabeth Emerson Exam Academy may in very rare circumstances be required under safeguarding and child protection issues to provide information to local or public authorities including the police.
When legitimate interests applyIt is possible that from time to time the Elizabeth Emerson Exam Academy may wish to communicate with parents concerning other matters which may be of interest to them or where they may know of others who may have an interest. The nature of such contact will be:
To inform parents of potential career opportunities with the Elizabeth Emerson Exam Academy;Providing news updates about developments at The Elizabeth Emerson Exam Academy. This might for example be in relation to changes to the Elizabeth Emerson Exam Academy programme, information relating to it, educational meetings and 11+ meetings;To communicate about particular study opportunities and useful information about The Elizabeth Emerson Exam Academy study, for example, particular trials, promotions and campaigns.
Any communication under this heading will be of the nature referred to above. The Elizabeth Emerson Exam Academy will not communicate to you under this heading where there is any perceived detriment to you in receiving the communication.
If you do not wish to receive communications under this heading please contact the Elizabeth Emerson Exam Academy and let him or her know which type of communications you would not wish to receive.
When you consent
There are certain uses to which the Elizabeth Emerson Exam Academy will use personal information without your specific consent. Where such consent is required it will be sought separately. It is likely to be in areas such as in photographs of the children and using children’s names and/or photographs in publicity material and/or publication of children’s names in relation to results and award ceremonies.
If consent is given it can be withdrawn at any time by providing notification to the Elizabeth Emerson Exam Academy in writing or by email.
Other
The Elizabeth Emerson Exam Academy may also use personal information for data management to enable the efficient running of our academy.
The Elizabeth Emerson Exam Academy may also use personal information to activate a mobile application (App) for the purposes of registration and communication in relation to “English as a Foreign Language” (EFL) and “English as a Native Language” (ENL) The Elizabeth Emerson Exam Academy programme.
To ensure vital interests:
This relates to the health and safety of a student. For example, if there was a medical emergency The Elizabeth Emerson Exam Academy may need to provide relevant medical information about a student to the emergency services. Similarly, information may be provided to local or public authorities where welfare and child protection issues arise.
To comply with Legal Duties
The Elizabeth Emerson Exam Academy may in very rare circumstances be required by child welfare and child protection issues to provide information to local or public authorities including the police.
When legitimate interests apply
This falls into two broad categories:
Work is undertaken in refining and improving the effectiveness of the study programme and improving the student experience; and Communicating news including news in relation to the Elizabeth Emerson Exam Academy’s operation, and study opportunities.
The first category includes:
Research and development purposes;Market research for establishing new our academy and/or helping existing our academy;Training of new and experienced Elizabeth Emerson Exam Academy tutors and employees;Performance analysis;
Any processing of personal information under this category will be of the nature referred to above. The Elizabeth Emerson Exam Academy will not process personal information under this category where there is any perceived detriment to you or your children in undertaking the processing.
The Elizabeth Emerson Exam Academy may need to process some personal information of this nature for measurement and statistical purposes as referred to under the ‘Other’ heading but if you do not wish the Elizabeth Emerson Exam Academy to process personal information for the above purposes please contact the Elizabeth Emerson Exam Academy using the contact details set out in the Schedule.
The second category:It is possible that from time to time The Elizabeth Emerson Exam Academy may wish to communicate with parents concerning matters which may be of interest to them or where they may know of others who may have an interest. The nature of such contact will be:
To inform parents of potential career opportunities with the Elizabeth Emerson Exam Academy;Providing news updates about developments at the Elizabeth Emerson Exam Academy;To communicate about particular study opportunities and useful information about The Elizabeth Emerson Exam Academy study, for example, particular trials, promotions and campaigns;In relation to career opportunities;Provision of information and consultation in relation to our academy which may be of relevance to your child or children.
Any communication under this category will be of the nature referred to above. The Elizabeth Emerson Exam Academy will not communicate to you under this heading where there is any perceived detriment to you in receiving the communication.
If you do not wish the Elizabeth Emerson Exam Academy to process personal information for the above purposes please contact the Elizabeth Emerson Exam Academy using the contact details set out in the Schedule.
When you consent There are certain uses to which the Elizabeth Emerson Exam Academy will not put personal information without your specific consent. Where such consent is requested it will be sought separately. It is likely to be in areas such as in photographs of the children and using children’s names and/or photographs in publicity material and/or publication of children’s names in relation to results and award ceremonies and using your children in case studies for training purposes.
If consent is given it can be withdrawn at any time by providing notification to the Elizabeth Emerson Exam Academy in writing or by email.
Other: We may also use personal information for measurement and statistical purposes.
9. What happens if I don’t wish to provide personal information to the Elizabeth Emerson Exam Academy?
The Elizabeth Emerson Exam Academy require the personal information set out in this privacy notice in order to ensure that the Elizabeth Emerson Exam Academy programmes can be safely and effectively delivered to your children and continually developed and improved for the benefit of your children. Without this information, it will not be possible to deliver the services for the benefit of your children or at least not as well as we would like. We have though set out above some purposes for which the Elizabeth Emerson Exam Academy wish to use personal information under the heading of “Legitimate interests”. If you do have an objection to any personal information being used under this heading you may object to either the Elizabeth Emerson Exam Academy. If the Elizabeth Emerson Exam Academy wish to gather personal information for which consent is required, they will obtain that specific consent before gathering that information and you have the right not to provide such information.
10. How long will you keep personal information for?
The Elizabeth Emerson Exam Academy will only retain personal information:
For as long as necessary to fulfill the purposes it was collected for as set out in this Privacy Notice;In relation to those that enquire about the services we can provide we would not normally keep that information for longer than 24 months after the last communication from the enquirer; Whilst your children are studying at the academy it is necessary for us to retain their personal information. Thereafter we will not normally keep it for longer than 24 months after your children have ceased to attend our academy unless we have legitimate reasons, including child protection reasons for doing otherwise; In some circumstances, you have the right to request erasure of personal information held. This will be addressed below.
11. Data Subject Access Request (SAR)
Access – You have a right to request copies of all personal data The Elizabeth Emerson Exam Academy holds about you or your child/children. In the event you make a DSAR, the Elizabeth Emerson Exam Academy will respond to you within one month of receipt of the request. The Elizabeth Emerson Exam Academy may extend this period for a further two months, where necessary. The Elizabeth Emerson Exam Academy shall notify you of any such extension. Where we receive your request in electronic form, your data shall be provided in electronic form (where possible), unless otherwise requested.
Correction – it is important that you keep the Elizabeth Emerson Exam Academy up to date with any changes to the personal information provided. Subject to that you have the right to ask the Elizabeth Emerson Exam Academy, as appropriate, to correct or complete any inaccurate or incomplete data held about you or your children. It is possible that evidence will be required of the new information provided.
Erasure – you are entitled to ask either the Elizabeth Emerson Exam Academy to delete or remove personal information held where there is no good reason for the Elizabeth Emerson Exam Academy to continue to hold it. It may not always be possible to comply with your request due to ongoing regulatory or legal obligations in relation to personal information. However, where this is the case you will be informed and be told of the reasons why it is not possible to comply with the request.
Object to processing – You may object to the Elizabeth Emerson Exam Academy processing personal information. There are some circumstances in which it will not be possible to comply with your request, for example, if it is necessary to process the information in connection with obligations which the Elizabeth Emerson Exam Academy has and which have been explained to you in this document. If you object to the Elizabeth Emerson Exam Academy processing information which has been processed under the legitimate interest head, we will stop processing it.
Restriction of processing – You may ask the Elizabeth Emerson Exam Academy to suspend the processing of personal information in the following situations:
If you want the data accuracy to be established;Where the use of the personal information is unlawful, but you do not want it to be erased;You need the data to be held even though the Elizabeth Emerson Exam Academy no longer require it as you need it to establish, exercise, or defend legal claims; or You have objected to the use of the data by the Elizabeth Emerson Exam Academy but the Elizabeth Emerson Exam Academy needs time to determine whether they have overriding legitimate grounds to process it.
Request the transfer of information – Sometimes rights apply to request a transfer of personal information held to other organisations. This right only applies to personal information that is processed by automated means and is held because it was necessary for the performance of the contract with you or personal information which is processed based on consent.
12. Keeping personal information safe
The Elizabeth Emerson Exam Academy have put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal information is limited to those employees and contractors who have a business need to know the personal information and will only be processed upon instructions from either the Elizabeth Emerson Exam Academy and procedures had been put in place to deal with any suspected breach of the requirements under the GDPRs and you and/or the Regulator referred to below will be notified of any potentially significant breach.
13. What happens if you want to complain?
It is hoped that you will not have cause to complain. If you do complain, it should be to the person named in the Schedule where possible. If it is not possible or appropriate to refer a complaint to the Elizabeth Emerson Exam Academy, it may be referred to the Regulator. This will vary depending on whether you are based in the UK or Ireland.
For the UK the contact details are:-
Information Commissioner's Office:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
For more information contact www.ico.org.uk.
14. Google Analytics Demographics and Interest Reporting
The Elizabeth Emerson Exam Academy uses Google Analytics's 1st party cookies with Google's 3rd party advertising cookies together to provide additional information on Remarketing with Google Analytics, Google Display Network Impression Reporting and Google Analytics Demographics and Interest Reporting. Opt-Out: Google Opt-Out.
15. Miscellaneous
The Elizabeth Emerson Exam Academy anticipate using automated decision-making in relation to the personal information provided. This Privacy Notice may be updated from time to time. The latest Privacy Notice will be displayed on the Elizabeth Emerson Exam Academy website.
16. If I have any questions who do I ask?
Please the Elizabeth Emerson Exam Academy using the details in the Schedule.
Contact information
Data Protection Manager
The Elizabeth Emerson Exam Academy
Churchill House
120 Bunns Lane
London
NW7 2AS
TheEEExamAcademy@gmail.com
07723 177 706