Organisation name: MONTESMOORE LTD
Registration reference: ZA055566
168 CHURCH ROAD
BN3 2DL, UNITED KINGDOM
Companies House registration number: 08531397
Trading names: Echo Language School
Customer enquiry contact details:
168 CHURCH ROAD
TELEPHONE: 01273 252 802
EMAIL ADDRESS:: email@example.com
Our EU GDPR Representative is:
Rickert Rechtsanwaltsgesellschaft mbH
Nature of work description
Nature of work – English Language School
Type/classes of information processed:
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics, such as name, address, telephone number, date of birth, passport or visa information, next of kin contact details, Email address, photograph for student card, nationality, language
- Dietary preferences or requirements
- Emergency contact information (names, phone numbers, email addresses)
- Medical information, which is relevant
- Education details
- Visual images, personal appearance and behaviour
- Information required for certificates, quality assurance purposes, safeguarding and accreditation compliance purposes, such as sessions attended, number of absences and absence reasons
- Travel information
- employment details
- vetting checks
- Bank information where required
We also process sensitive classes of information that may include:
- physical or mental health details
- Under Article 9(2) of the GDPR, where processing is necessary either to protect the vital interests of the data subject (or of another natural person where the data subject is physically or legally incapable of giving consent), or for the purposes of preventive or occupational medicine or the assessment of the working capacity of an employee.
- offences and alleged offences
- under Article 10 of the GDPR, where our processing of criminal offence data include pre-employment checks and declarations by an employee in order to comply with our legal obligation to safeguard children (Under 18s)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- When you apply to join a course or programme at the school
- When you contact us for information, via our website, by email, by phone, in person or via social media channels.
- When you work with us in a commercial capacity (for example as an ETO or partner)
- When you apply to be an accommodation/school property provider
- When you apply to work at Echo Language School, and when you are subsequently employed by Echo Language School.
- If you post on our social media channels or on our website or blog
We may also receive personal information indirectly from:
- Education agents or ETOs
We also receive information from cookies
- Cookies are small text files that websites store on the web browsers of the users that visit them in order to help tailor the user experience
- They are necessary for the website to work properly. They allow traffic from various simultaneous users to be controlled from the server, and the identification and access of users to the system.
- They allow each user to configure aspects such as language and view format, and allow for the quantification of number of visits and browser criteria in the different parts of the site.
- What type of cookies does Echo Language School use?
- Session cookies: They collect and store information while the user is accessing a website, and disappear when the user leaves the site.
- Service cookies: They are sent to the users device from a system or domain controlled by ECHO and from where the service requested by the user is rendered, in order to offer products and services in accordance with the applicable terms and conditions.
- Persistent cookies: They remain on the users terminal and can be accessed until they reach their expiry date.
- Analytical cookies: each time a user visits the site, an external provider (Google Analytics) generates an analytical cookie in the users device which collects anonymous browser data and allows us to quantify the number of users. This allows us to measure and analyse statistics related to the use users make of our site.
- How to delete cookies?
Some of the cookies installed when visiting our site are necessary to guarantee that it functions correctly. Refusing cookies will have a negative impact on the usability of the website.
We use the information that you have given us in order to:
- provide services to students and fulfil our contract with them
- process a booking for one of our courses or products
- make sure students are studying on an age and level appropriate course
- be able to supply visa documentation where relevant
- be able to contact students and their families regarding their bookings
- be able to contact students and their families while studying at Echo Language School
- adhere to safeguarding policies and procedures
- monitor and report on student progress
- provide appropriate pastoral care
- assess the quality of our services
- be able to access relevant medical data while students are staying with us
- be able to contact students’ next of kin in case of emergency
- administer school property
- maintain our own accounts and records
- manage an application to work for the school
- support and manage our employees
- send you our newsletters or provide information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
- allow you to participate in interactive features of our service, when you choose to do so.
- notify you about changes to our service.
We may share this information with:
- education, training, careers and examining bodies
- school staff
- family, associates and representatives of the person whose personal data we are processing
- healthcare professionals
- social and welfare organisations
- current, past or prospective employers
- financial organisations
- local and national authorities such as, but not limited to, UKVI and the police.
- organisations for the purposes of regulatory or inspection compliance and fraud protection.
- educational agents who manage your application of a course with us
- if you are sponsored by a government or employer we will share personal data such as academic results or attendance as required by your sponsorship.
- airport transport providers.
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.
We only collect or store any personal information about minors (students under the age of 18) in the context of processing their course enrolment, homestay accommodation, transport arrangements, visa applications and travel insurance. This is applicable where permission is obtained by us or a third party acting as the data controller directly from a parent or legal adult guardian to collect this information.
Lawful bases: Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent, persuant to Art.6 Clause 1 lit.a GDPR.
You are able to remove your consent at any time. You can do this by contacting us at firstname.lastname@example.org /+441273252802 / Montesmoore Ltd., 168 Church Road, Hove, BN3 2DL
- processing of customer data not directly related to the fulfilment of a booking or related services, such as signing up for blog updates on our website
- processing of photographs or videos of you
(b) We have a contractual obligation, persuant to Art.6 Clause 1 lit.b GDPR.
- processing of data collected as part of the process of booking a course or any other related service (e.g. accommodation, airport transfer, social programme, insurance to cover you during your stay)
- processing of data collected as part of managing our relationship with commercial partners, such as ETOs or school premises providers.
- Processing of data collected as part of the process of employing staff
(c) We have a legal obligation, persuant to Art.6 Clause 1 lit.c GDPR..
- Where required by law to do so, we may also process your data under Legal Obligation,
(d) We have a vital interest, persuant to Art.6 Clause 1 lit.d GDPR.
- If you cannot give consent because, for example, you are seriously hurt and are unconscious, we will protect your vital interests.
- Processing of data connected to dietary and medical information, such as allergies
(e) We have a legitimate interest, persuant to Art.6 Clause 1 lit.f GDPR..
- Protection and assertion of our legal rights, your legal rights and the legal rights of others: processing any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
How we store your personal information
Your information is securely stored in cloud servers and local files which only necessary and approved members of the school staff have access to. Any data that is recorded on paper is securely stored in locked filing systems. We back up information to an external hard drive which is kept securely.
We collect, process and store some data with third parties. We endeavour to use third parties with robust data protection measures and review and test the security of such data. No method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee its absolute security and cannot accept responsibility for data breach by a third party.
How long we keep your personal information
We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting or reporting requirements:
We keep student information for three years after you leave the school.
We keep employee information for six years after you leave the school.
We keep allegations of a child protection nature at least 10 years (malicious allegation records are removed immediately maliciousness has been proved)
We keep financial information for seven years.
Any personal data solely for the purposes of receiving our newsletter will not be used once we have been asked to stop providing these (except to the extent that it is necessary to stop sending the newsletter).
Erasure: We will erase your information by deleting electronic information and shredding information printed or written on paper.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at info@echolanguageschool/+441273252802 / Montesmoore Ltd., 168 Church Road, Hove, BN3 2DL if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
168 Church Road, Hove
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk