Britannia School of English holds and processes information about employees, learners, and other data subjects for academic, administrative and commercial purposes. When handling such information, Britannia and all staff or others who process or use any personal information, must comply with the General Data Protection Regulation (GDPR) principles which are set out in the Data Protection Act 2018 (the Act).

When you join us, use our websites and social media pages, applying for a job or for our courses, you are consenting to this privacy policy and the ways in which we use your personal data as outlined in this policy.

If you do not agree with this policy then please do not provide us with your information or continue using our websites and social media pages.

The information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are “special categories” of more sensitive personal data which require a higher level of protection.

Examples of the categories of personal information we will collect, store and use about you include:

• Personal contact details such as name, title, address, telephone numbers and personal email addresses
• Date of birth
• Gender
• Next of kin and emergency contact information
• National Insurance number
• Bank account details, payroll number and tax status information
• Information such as salary, start date, annual leave, working hours, work title, job roles, pensions and benefits information
• Copy of driving licence (if required)
• Recruitment information (including copies of right to work documentation, references, documents verifying identity/qualifications and other information included in an application form, CV or covering letter or as part of the application process)
• Performance information
• Disciplinary and grievance information
• Information about your use of our information and communications systems
• Photographs

We may also collect, store, and use the following “special categories” of more sensitive personal information:

• Information about your race or ethnicity, religious/philosophical beliefs, sexual orientation, and political opinions
• Information about your health, including any medical condition, health, and sickness records, and disability

Why we collect and use this information

• To make a decision about your recruitment and confirm your suitability for employment
• To determine the terms on which you work for us
• To check you are legally entitled to work in the UK
• To pay you and, if you are an employee, deducting tax and National Insurance contributions
• To administer employees’ pension benefits
• To administer the contract we have entered into with you
• To make decisions about salary reviews, compensation, and continued employment
• To conduct performance reviews, manage performance, manage sickness absence and fitness to work
• To make arrangements for the termination of the employment relationship
• To comply with health and safety obligations

The lawful basis on which we process this information

Your personal data will be processed only when there is a legal basis to do so. Processing of your personal data will only take place in one or more of the following circumstances:

• To perform the contract, we have entered into with you.
• Where we need to comply with a legal obligation.
• Where we need to protect your interests (or someone else’s interests).

The legal basis for collecting special categories of data, include the following circumstances:

• In limited circumstances, with your explicit written consent.
• Where we need to carry out our legal obligations and in line with our data protection policy.
• Where it is needed to assess your working capacity or health grounds, subject to appropriate confidentiality safeguards.

Storing this information

We hold your personal data for a reasonable period in accordance with legal requirements after the termination of your employment with us.

Sharing

We allow our staff or those representing Britannia School of English  to access and use your information for the purposes for which you have provided it to us.

We will only share your personal information with third parties where it is directly relevant to the services you have requested. We require third parties to treat your data with the same level of care as if we were handling it directly.

We may disclose your personal information to third parties if we are under a duty to disclose or share it in order to comply with any legal obligation, or in order to enforce or apply any agreements, or to protect the rights, property or safety of Britannia or others.

Consent

We always seek your consent at the point of collecting data. If we have consent to use your personal information for any particular reason, you have the right to remove your consent at any time by contacting us.