English Country Guardians

2 The Maltings, Oxted, Surrey,

RH8 9DZ, England

Copyright © English Country Guardians. All rights reserved.

How and why we use Host Family Data

Host Family Personal data To enable us to perform our role in caring for students, we require some personal data. Limited details will be shared with the student’s parents, their student’s school/university, host families, travel companies and other third parties involved in the care and transport of the student. We confirm we will only use the data requested for the stated services set out in the Host Family Contract.

 

Host Family Sensitive data. including any medical details of the host family. This is important so we can ensure the appropriate placement of students. We confirm we will only use the personal and sensitive data requested for the stated services set out in the Host Family Contract.

 

Host Family Photographs. These will be sent to your students and their parents. Selected photos may occasionally be sent to other ECG parents and used for publicity purposes.

How and why we use Co-ordinator & Employee Data

Co-ordinator & Employee Personal Sensitive data To maintain a working relationship, we require some personal and sensitive data. Limited details will be shared with the 3rd parties involved with English Country Guardians, like parents, schools, host families, travel companies as required to fulfil the delivery of service. We confirm we will only use the data requested for the stated services set out in the Contract.

Co-ordinator & Employee Photographs. These will be sent to your students and their parents. Selected photos may occasionally be sent to other ECG parents and used for publicity purposes.

How and why we use Subcontractors e.g. preferred drivers, tutors etc.

Subcontractor Personal & Sensitive data To engage your services and ensure they are appropriate for our clients, we require some personal and sensitive data. Limited details will be shared with the 3rd parties involved with English Country Guardians, like parents, schools, host families so that you can fulfil the delivery of your service.

 

Subcontractor Photographs. Selected photos may occasionally be sent to ECG parents and used for publicity purposes.

How we safeguard your Personal & Sensitive Data

English Country Guardians is committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. If you suspect any misuse or loss of or unauthorised access to your personal or sensitive data please let us know immediately by sending an email to: enquiries@english-country-guardians.co.uk

How long we keep your details

Unless the data subject notifies us, we will remove any data relating to students and host families within 12 months of you no longer using English Country Guardians unless this is required for legal reasons. Financial records will be kept for a longer period, as required by HMRC.

What are your rights

  1. Right to access. You have the right to request information about the personal data we hold on you at any time. You can contact us and we will provide you with your personal data by email.

  2. Right to portability. If you would like us to send your details to a 3rd party we will do so with your written consent.

  3. Right to rectification. You have the right to request rectification of your personal data if the information is incorrect. For students, we will send an annual update form in the summer term each year.

  4. Right to erasure. You have the right to request the erasure of your data but this may restrict the service English Country Guardians can deliver.

If you have any questions or need any further information about this Privacy Policy please email:

enquiries@english-country-guardians.co.uk

PRIVACY POLICY

(Incorporating Data Protection Policy)

This Privacy Policy is produced in line with our data protection requirements under General Data Protection Regulation (GDPR) (EU) 2016/679.

How and why we use Student Data

Student Personal data We take the privacy of parent and their child’s data seriously at English Country Guardians. To provide students with the best care possible, we will need to use student data from time to time. This will be to communicate with the student’s parents, their student’s school/university, host families, travel companies and other third parties involved in the care of the student. We confirm we will only use the data requested for the stated services set out in the Guardianship Contract.

 

Student Sensitive data. including medical details of the student. This is important so we can communicate and pass information on to doctors, nurses, dentists and other healthcare professionals whilst the student is in the UK. We may also need to provide the parent name and address for the same purpose. We confirm we will only use the personal and sensitive data requested for the stated services set out in the Guardianship Contract, and when communicating with healthcare professionals.

 

Student Photographs. These will be sent to the student’s parents. Selected photos may occasionally be sent to other ECG parents and used for publicity purposes.