PRIVACY POLICY

Published 01/10/2018

 

This notice is to help you understand how and why we collect personal data about you. It also explains the decisions that you can make about your own information. If you have any questions about this Notice please contact us at contact@gbguardians.com.

 

DEFINITIONS

 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together and defined below:

 

  • Personal Information: any information that can identify you as a person i.e. name, date of birth, next of kind, occupation, identity document details and gender along with other information voluntarily supplied by you such as the names, ages and schools attended by you or your children.  Photos and video recordings of you are also personal data.
  • Contact Information: including U.K. and foreign home addresses, email addresses, social media addresses and telephone numbers;
  • Financial Data: including bank account and payment card details;
  • Transactional Data – including details about payment(s) to and from you and other details of services you have purchased from us or performed on our behalf;
  • Marketing and Communications Data: your preferences in receiving marketing from us and your communication preferences;
  • Device Information (Technical Data and Usage Data: Information on how users interact with a website i.e. analytics of site activity.

 

We are committed to maintaining the full trust of our clients. We want you to know that Great British Guardians do NOT sell email lists or any other personal date to other companies and businesses for marketing purposes. For your records we provide more detailed information below on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.

This Privacy Policy describes how your Personal Information is collected, used and shared when you register with Great British Guardians.

 

HOW AND WHY DOES GREAT BRITISH GUARDIANS COLLECT PERSONAL DATA?

 

We obtain information about you from registration forms and from the student’s school. We may also get information from professionals such as doctors and from local authorities.

Information is also received by Great British Guardians directly from you. For example, you might email us with information about the student’s medical condition or provide us with documents such as court orders.

We collect this information to safeguard and promote the welfare of all students, to promote the objects and interests of Great British Guardians, to facilitate the efficient operation of the company and to ensure that all relevant legal obligations are complied with.

We will process financial information about you in relation to the payment of fees.

 

PERSONAL INFORMATION WE COLLECT WHEN YOU GO ON OUR WEBSITE

 

When you visit our web site, we may automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. This is a common feature of all sites now as they track their users’ experience of a site and why we have the ‘cookie’ statement when you log onto our site.

Additionally, as you browse the site, we may collect information about the individual web pages or products that you view, what websites or search terms referred you to the site, and information about how you interact with the site. We refer to this automatically-collected information as “Device Information.”

 

We may collect Device Information using the following technologies:

  • “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
  • “Log files” track actions occurring on the site, and collect data including your IP address, browser type, internet service provider, referring/exit pages, and date/time stamps.
  • “Web beacons”, “tags” and “pixels” are electronic files used to record information about how you browse the site.
  • “Google Analytics” tracks user experience.

 

Additionally, if you sign up to our newsletter, or submit an enquiry, we collect “Personal and Contact Information” which is your name, contact information and your message to us, so we can contact you.

 

HOW DO WE USE YOUR PERSONAL INFORMATION?

 

We use all the information you provide us with to fulfil your requirements, whether in matching student’s with a suitable homestay family, giving educational and pastoral advice, signing a student up to school activities, arranging U.K. transfers and/or processing any subsequent invoices.

 

Additionally, we use this information to:

  • Communicate with you and/or the student;
  • Communicate with the students’ school, homestay family and/or third party service providers;
  • Where it is necessary for our Legitimate Interests and your interests and fundamental rights do not override those interests;
  • Where we need to comply with a legal or regulatory obligation;

 

 

WHAT DO WE DO WITH YOUR PERSONAL DATA?

 

Like other organisations we need to keep your information safe, up to date, only use it for what we said we would, destroy it when we no longer need it and most importantly treat the information we get fairly.

 

We may use Device Information to generally improve and optimise our site and services (for example, by generating analytics about how our customers browse and interact with the site, and to assess the success of our marketing and advertising campaigns); this includes advertising and retargeting.

 

If you signed up to Great British Guardians (previously trading as PJ’s Guardianship Services Ltd) before 25th March 2018 we will consider you opted-in to marketing communications based on Legitimate Interest. After 25th March 2018 we will require you to opt-in to marketing communications for us to keep you informed and process your data to personalise our services to you.

 

By opting in to marketing communications you may receive:

  • Monthly newsletter
  • Emails relating to our services and products

 

Any client who has signed up with Great British Guardians in a capacity for employing Great British Guardian’s services or working with Great British Guardians will receive emails relating to the service we are providing. This includes:

  • Homestay arrangements
  • Guardianship services
  • Invoices
  • Logistics

 

SHARING YOUR PERSONAL INFORMATION

 

In accordance with our legal obligations, we may share information with local authorities, the student’s school, AEGIS inspectors and the Department for Education, for example, where we have any safeguarding concerns. On occasion, we may need to share information with the police or our legal advisers.

If a student is not of British nationality we must make sure that he or she has the right to study in the UK.

We may share some information with our insurance company, for example, where there is a serious incident involving a student under our care.

If a student changes school or leaves us to use another guardianship agency we may need to provide that agency/school with information about you. For example, details of family circumstances for safeguarding reasons.

We also share your Personal Contact Information with approved persons working with Great British Guardians to care for your child, to enable them to provide the best service, whether in providing pastoral or educational support, UK transfers or homestay accommodation.

Finally, we may share your Personal Information to comply with applicable laws and regulations, search warrants or other lawful requests for information we receive, or to otherwise protect our rights.

We may use Google Analytics and you can read more about how Google uses your Personal Information here:  https://www.google.com/intl/en/policies/privacy/.

You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.

 

BEHAVIOURAL ADVERTISING

 

As described above, we may use your Contact Information to provide you with targeted marketing communication we believe you may be interested in. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at http://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.

We may also send out a monthly newsletter or other marketing information with relevant updates and educational and pastoral information. If you’d like to unsubscribe from this, you can do so by clicking the link at the bottom of the newsletter.

 

DO NOT TRACK

Please note that we do not alter our site’s data collection and use practices when we see a ‘Do Not Track’ signal from your browser.

 

DATA RETENTION

When you sign up to Great British Guardians we will maintain your information, whether this be for a Guardianship service provided by us or a homestay enquiry, for as long as we need to or until you ask us to delete this information. The retention period depends on the type of information. In exceptional circumstances we may keep your information for a longer time than usual or share it more widely than we would normally.

We believe that it is in your own Legitimate Interests that we retain this Personal Information, on the basis that should you wish to continue or re-commence your child’s support or the provision of homestay accommodation through Great British Guardians, we will have historical records and thus be better prepared to provide you with the expected service, thus Performing of Contract.

 

MINORS AND HOW WE HOLD YOUR INFORMATION

 

We understand the sensitivity involved in holding the details of minors and as such, we make sure that all data stored is password protected. Only full-time employees and directors of Great British Guardians have access to your data.

We do provide the person(s) appointed to homestay your child with certain personal information that includes their name, age, school, emergency contact details, dietary requirements, medical specifics and any known interests and hobbies, so they are able to properly care and safeguard your child.

At your request we also hold your ‘Financial Data’, to facilitate automatic payments should you wish. This information, like Personal Information, is stored securely and can only be accessed by our full-time Great British Guardians team members.

 

CHANGES

 

We may update this privacy policy from time to time to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

You have the right to review any data we have on you. We will provide this at no cost and within 30 days. If information is incorrect, out of date, or incomplete you can ask us to correct it. Please email contact@gbguardians.com for this if required.

You have the right to have your data erased, also known as ‘the right to be forgotten’. If you would like us to erase all data we have on our records please email contact@gbguardians.com and we will let you know once this is complete.

Please advise us if you would prefer that certain information is kept confidential.

 

CONTACT US

 

The GDPR includes the following rights to you as individuals: the right to be informed of changes to your data, the right to erase your data, the right to restrict processing of your data, the right to object and the right not to be subjected to automatic decision-making including profiling.

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at contact@gbguardians.com It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

 

GLOSSARY

 

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service / product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.

 

We do not use your personal data for activities where our interests are overridden by the impact to you unless we have your consent or are otherwise required or permitted to by law.

“Performance of Contact” means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

“Comply with a legal regulatory obligation” means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

FURTHER INFORMATION AND GUIDANCE

If you have any questions, please write to us at Hellscombe, Aldbourne, Marlborough, Wiltshire, SN8 2JZ or email contact@gbguardians.com

 

PJ’s Guardianship Ltd

Trading us Great British Guardians

Tel: +44(0)1672 540223

www.gbguardians.com

 

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