Privacy Policy

Introduction

This privacy policy sets out how Oxford Science Studies/Fieldwork Education, registered in England and Wales with Company number 03299897, uses and protects any information that you give us when you use this website.

Oxford Science Studies/Fieldwork Education is committed to ensuring that your privacy is protected. We may ask you to provide certain information by which you can be identified when using this website. It will only be used in accordance with this privacy statement.

This Privacy Policy will be subject to changes. Please ensure that you check this document frequently, so you are happy with any changes that take place. We will notify you that we have revised our privacy policy by placing a notice on our website. Should there be a material change to our information collection, use or disclosure practices, it will be applied only to information collected on a going forward basis.

In this privacy policy, “we”, “us” or “our” refer to Oxford Science Studies/Fieldwork Education Ltd.

Information you provide us

We may collect the following information you provide us:

• Biographical and identification information; including name, gender, nationality, date and place of birth, details of family members, passport and national identity information.
  
  
• Contact information; including address(es), telephone number(s), email address(es), emergency contacts.

• Student information; this includes admission information (e.g. revision subject information), year group, classroom observations, information about class participation, learning skills, notes, timetables, photographs or videos, and communications with Parents or Guardians, teachers and other Students and information relating to reports made by/concerning Student (e.g. behavioural reports etc.).

• Financial information; including bank account and credit/debit card information, and, where applicable, the results of any relevant checks.

• Our correspondence; where we are contacted by you or a Student you are responsible for, we will keep a record of that correspondence.

• Website and communication usage; details of visits to our websites (including use of any educational tools) and information collected through cookies and other tracking technologies including, but not limited to, IP address and domain name, browser version and operating system, traffic data, location data, web logs and other communication data, resources that are accessed and associated telemetry data (e.g. how long you spent watching a video).

• Information you have provided to us; any additional information that you or a Student you are responsible for may provide to us, such as through completing enquiry or feedback forms or market research.

• Special Categories of Personal Data and Criminal Convictions Data; we are, in certain very limited circumstances, required to collect, process and disclose Special Categories of Personal Data and or Personal Data relating to criminal convictions or offences (“Criminal Convictions Data”) of Students.
  
  

By submitting personal data to us, you are agreeing that we may collect, use, and disclose your personal data in accordance with the purposes and uses identified in this privacy policy. No information should be submitted to the website or to the Oxford Science Studies /Fieldwork Education by guests under 16 years of age without the consent of their parent or guardian.

General browsing information

While not personal data, we gather navigational information about where you go on our website. This information allows us to see which areas of our website are most visited and helps us improve the quality of your online experience by recognising and delivering more of the most desired features and services. Additional information, which is not personal data (for example, domain type, browser version you’re your service provider) may also be collected by us, which will provide us with information regarding the general use of our website.

Location information

Our website provides features based on determining your location. Such features may make use of information such as your IP address to roughly estimate where you are in order to provide you with services on our website that require an understanding of where you are located. If you use one of the features on our website that require locating you, we will collect and process your location data for this purpose. If you do not consent to this, we may ask you to manually select the region where you are located, or to enter your postcode; if you choose not to provide this information some features of the website may not be available.

Students

If you are the Parent or Guardian of a Student who is, or becomes, competent to provide his/her own consent in respect of the processing of his/her personal data, you must provide a copy of this Privacy Policy to them.

What we do with the information you provide us

We may process your Personal Data (and that of any Student you are responsible for) manually or electronically.

Personal Data will only be processed where we have a specific purpose, and a lawful basis, for doing so.  These can include:

• To onboard and enrol Students; to process application forms and all other activities relating to the student’s enrolment on a course.
• To manage the Student’s academic and, if applicable, boarding timetable.
• To develop and support Students; To assess Students through dialogue, analysis and record keeping, when studying their course with OXSS.
• To provide a safe and healthy environment for Students and staff, this may include:
  i. Health data, to make provision for disabilities, allergies, illnesses and injuries, including the provision of such information to third parties such as insurers or medical professionals where appropriate;
  ii. Details of criminal offences, so that we can deal with serious behavioural issues and authorities appropriately.
  iii. Photographs of Students, so that we can identify them onsite

• To conduct extra-curricular programs; to organise, administer and operate extra-curricular expeditions and activities,
• To keep Parents and Guardians informed about Students; To keep Parents updated on Students’ progress (including by providing reports, opportunities and any issues. In conjunction with Students, Parents or Guardians, liaise with other bodies (educational, sporting or any other sector) in relation to Students.
• To provide newsletters and marketing materials; to provide you and any Students you are responsible for with updates and offers relating to our products and services, where you have chosen to receive these.
• To ensure that we are paid; where required, to recover any payments due to us and where necessary to enforce such recovery through the engagement of third party debt collection agencies or taking legal action (including the commencement and carrying out of legal and court proceedings).
• To improve our services; to analyse Personal Data in order to better understand your requirements, or those of any Student you are responsible for. This will assist us in tailoring and developing the services we offer.
• To support, develop and improve our teaching.
• To monitor certain activities; to monitor communications to ensure compliance with our internal procedures and any legal requirements
• To ensure website content is relevant; to ensure that content from our websites are presented in the most effective manner for you and any Student you are responsible for.
• To reorganise or make changes to our business; In the event that we are (i) subject to negotiations for the sale of our business or part thereof to a third party, (ii) is sold to a third party or (iii) undergo a re-organisation, we may need to transfer some or all of your and your Student(s)’Personal Data to the relevant third party (or its advisors) as part of any due diligence process or transferred to that re-organised entity or third party and used for the same purposes as set out in this PRIVACY POLICY or for the purpose of analysing any proposed sale or re-organisation.
• In connection with legal or regulatory obligations; We may process your personal Data or that of any Student you are responsible for to comply with our regulatory requirements or to engage in dialogue with our regulators. This may include disclosing that Personal Data to third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so.
• We may also process personal data (including Special Categories of Personal Data or Criminal Conduct Data) where necessary in relation to the establishment, exercise or defence of legal claims.
  
  

We use this information to understand your needs and provide you with a better service, in particular for the following reasons:

• To understand your needs and preferences, serve site content, customise the marketing materials according to your interests, develop, market, sell or provide products and services, and possibly conduct surveys, research, and evaluations. We may contact you by email, phone, or mail.
• To analyse your activity with us, including interactions with our website, the effectiveness of our advertising, and your use of our services and products.
• To manage and develop our business and administer accounts that you have set up with us and/or collect and process payments made by you to us.
• To detect, and protect us and other third parties against misuse of our website (such as spamming), negligence, fraud, theft, and other illegal activities and to audit compliance with our and their internal policies and to terminate or suspend your accessing or use of our website for engaging in any of the aforementioned activities.
• We may periodically send promotional emails about new products, special offers, or other information that we think you may find interesting using the email address that you have provided.
• To conduct appropriate anti-fraud checks in the course of which the personal data that you provide may be disclosed to a credit reference or fraud prevention agency, which may keep a record of that information.
• To comply with administrative, tax, investigative or other audit requirements or any other legal or regulatory disclosure requirements.
• As required under any applicable laws, rules, and regulations in connection with our supply of goods and services to you.

Information Shared with and Collected Directly by Third Parties

Personal Information

We will not sell, distribute or lease your personal information to third parties unless we have your consent or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

We may sometimes need to share information with other organisations.  Including with suppliers, who assist us in providing educational and extra-curricular services, including catering, transportation, any programme partners or tutors who help us develop our products and services. A list of our suppliers can be provided upon request by Contacting us.

Links to Other Sites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Third parties may display advertisements on such web sites. These advertisements may contain cookies, web beacons and other similar technologies. 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 look at the privacy statement applicable to the website in question.

Security and Storage of Information

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. This includes holding data within the EU. Please note that all our data is held within the EU. Although we take appropriate measures to safeguard against unauthorized disclosures of your information, we cannot guarantee its absolute security.

We will retain Personal Data for as long as is necessary for the processing purpose(s) for which they were collected and any other permitted linked purpose (for example certain transaction details and correspondence may be retained until the time limit for claims in respect of the transaction has expired or in order to comply with regulatory requirements regarding the retention of such data).

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

Except for essential cookies, the cookies will expire as indicated.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
• if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing info@oxss.co.uk.
  
  
  

Contact Us

Any questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Oxford Science Studies/Fieldwork Education Ltd, 4th Floor, Nova South, 160 Victoria St, London SW1E 5LB or info@oxss.co.uk.

If you are under the age of 16 and would like to contact us, you will need to ask your parent/guardian to do so on your behalf.

Access to Your Information

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write or email us at the above addresses.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.  You can choose the unsubscribe option at any point with regard to any marketing, newsletters, or correspondence.

The General Data Protection Regulation (GDPR)

Fieldwork Education Ltd is strongly committed to protecting the privacy of personal data. As our wider community enquires about our services, we maintain relevant contact information, so we can provide you with the latest updates. Please note, that every time we contact you, you will have the opportunity to opt out of receiving communications from us.