At Sharing One Language we are committed to protecting your privacy and everyone has rights with regard to the way in which personal data is handled. During the course of our activities we will collect, store and process personal data about you, our students, staff and other third parties. This statement describes how Sharing One Language collects and uses personal information.
Under the General Data Protection Regulation 2018 we have a legal duty to protect any information we collect from you. We use appropriate technologies to safeguard your details, and keep to strict security standards to prevent unauthorised access to it. All staff must comply with this policy whenever they are involved in processing personal data.
The Executive Director is responsible for ensuring compliance with the General Data Protection Legislation and with this policy.
Definitions of data protection terms
Data is information which is stored electronically or in certain paper-based filing systems
Personal data means data relating to a living individual who can be identified from that data in our possession. Personal data can be factual or it can be an opinion about that person, their actions and behaviour.
Data controller is the organisation which determines the purposes for which, and the manner in which, any personal data is processed. A data controller is responsible for stabling practices and policies in line with the General Data Protection Legislation.
Processing is any activity that involves use of the data. It includes obtaining, recording or holding the data, carrying out any operation including organising, amending, retrieving, using, disclosing, erasing or destroying it.
Data protection principles
Anyone processing personal data must comply with the data protection principles. These state that personal data must be:
- Processed fairly and lawfully
- Processed for limited purposes and in an appropriate way
- Adequate, relevant and not excessive for the purpose
- Accurate and up to date
- Not kept longer than necessary for the purpose
- Kept secure
We will not keep personal data longer than is necessary for the purpose for which it is collected. We will take all reasonable steps to destroy, or erase from our systems all data which is no longer required.
Disclosure and sharing of personal information
If we are under a duty to disclose or share a data subject’s personal data in order to comply with any legal obligation. This includes exchanging information with other organisations governed by regulatory or law enforcement agencies.
We will not sell or exchange your details with other organisations
What information do we collect and how do we use it?
The types of personal data we may be required to collect and process to carry out our activities include information about current, past and prospective students, staff and host families and other third parties. The personal data, which may be held electronically or in structured paper files, is subject to certain legal safeguards specified in the General Data Protection regulation.
1) Information requests
We use contact information from web forms, emails, mail and telephone to send you information or materials that you have requested or to provide you a service. Your contact information is also used to contact one when necessary, for example, to fulfil a query or to provide a service
We may sometimes contact you with service offers that may be of interest to you.
2) Applying for a job or volunteering position with Sharing One Language
We will collect data about you, both personal data (such as your name and contact details) and also sensitive personal data (such as information in your CV). The personal data and sensitive personal data will be stored, processed, used and disclosed by us in the following ways:
2.1 To third parties where we have retained them to provide services that we have requested including references, qualifications and criminal reference checking services.
2.2 To use your information on an anonymised basis to monitor compliance with our equal opportunities policy
3) Applying for services
We will collect data about you, both personal data (such as your name and contact details) and also sensitive personal data (such as information about your mobility requirements and health). Personal data and sensitive personal data will be stored, processed and used in the following ways:
3.1 Providing and administering our services
3.2 Monitoring the quality of services provided
3.3 To answer your questions and enquiries
Photographs and videos
Sharing One Language may take photographs and videos of classes or other school activities during your stay which may be used on social media and for promotional purposes. If you do not wish to appear in any such materials please inform us by indicating on your information sheet when completing or in writing before the start of the course, otherwise we have the unreserved right to use such materials.
Any payments we make will require personal and financial information. We will collect your contact information (such as contact details) and financial information (such as account numbers) which are then used to fulfil financial agreements from and for given services. Your contact information is also used to get in touch with you when necessary, for example to be able to fulfil a service. Financial information that is collected is held securely and deleted on an ongoing basis.
Cookies and IP addresses
We measure visits to our websites in order to improve its usability. The data we collect may contain personal information (an IP address and/or cookies). We do not link IP addresses to individuals. Your IP addresses are used for internal research and promotion purposes and are not provided to third parties. Cookies issued by us only contain a unique number and therefore contain no personal data. We do not link cookies to individuals other than to recognise repeat visits.
(IP address definition – An IP address is a series of numbers that identify computers on the internet. IP addresses can theoretically be linked to an individual. Such linking requires additional information (particularly from the internet provider who issued the IP address or from the visitor themselves). For that reason IP addresses are considered personal data.)
(Cookie definition – A cookie is a small file that is stored on the computer of a visitor when they visit a website. If they visit the website again, the cookie shows that it is a repeat visit. Because the visitor is recognised though the cookie, cookies are considered personal data. In addition, cookies may contain personal data themselves.)
Information about the cookies we employ
- Session cookies
Session cookies allow our users to link their actions during browser sessions, they expire after a session and are not stored long term. We use this type of cookie to maintain a user session on the websites; we also use session cookies to collect data on how visitors use our website, for example: what type of browser they are using and which pages are popular.
- Third party cookies
Third party cookies are set by a domain other than the one visited by the user. We use these cookies for our work with third party organisations, to allow us to understand the journey that our visitors take to get to our website.
Our data may also be available to our website provider to enable us and them to carry out analysis and research on demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the follow will apply:
- a) Your data will be made available to our website provider
- b) The data that may be available to them include any of the data we collect as described in [section 3] above.
- c) Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.
- d) They will store your data for a maximum of  years.
What happens when you link to another site?
We do not pass on any personal information about you to any other site when you link to another non Sharing One Language site.
Access to your information
The information we hold will be accurate and up to date. You can check the information that we hold about you by e-mailing us at email@example.com or writing to Sharing One Language, 2 Bridge Chambers, The Strand, Barnstaple, North Devon, EX31 1HB.
Users 16 and under
We do not knowingly collect or solicit personal information from anyone aged 18 or under or knowingly allow such persons to provide us with their personal information without parent or guardian consent. If you are aged 16 or under, please get the permission of your parent or guardian before using our website. In the event that we learn we have collected personal information from anybody aged 18 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible
We use cloud based systems to process our data and, as such, this data may be processed outside of the EEA. We adopt the Information Commissioners approved measures when we process outside of the EEA which means that all processing conducted in a location outside of the EEA is carried out in accordance with European Data Protection regulations.
All information you give to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
By providing us with your personal data, including sensitive personal data you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement, and you agree to allow us to share your details with other organisations that may fulfil your order or query on our behalf.
If you do not agree to our processing of your data in the manner outlined in the policy, please do not submit any personal data to us.
You can unsubscribe at any time by emailing firstname.lastname@example.org and request to unsubscribe or in writing to Sharing One Language, 2 Bridge Chambers, The Strand, Barnstaple, North Devon, EX31 1HB
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