At Congress Oxford Education, we are committed to fair, transparent and appropriate use of data, and to protecting and respecting your privacy and personal information you provide us, we collect from you or we receive from third parties. The following privacy notices explain how we collect, store and use your personal data.
This policy does not apply to the practices of the organisations/companies/institutions that we do not own or control, or to people that we do not employ.
Your data and how we may use it
Data that we may hold about you may come from a variety of sources. Depending upon its nature, we may use these data in a number of different ways. For example:
The data you provide us
This includes, but is not limited to: the personal information you provide us while filling in a form on our website; requests to join our emailing list; the use of or subscription to any of our services, whether free or paid for; or any communication by telephone or email. Such information may contain, for example, your full name, email address, telephone number and address, date of birth, qualifications, school or place of education. Although we do our best to protect your personal information, it should be noted that transmission of data via the internet is not completely secure, and so any transmission of data by such means is at your own risk.
We will never ask for your credit/debit card information.
Use of information: We shall use this information to understand your requirements, take steps before entering into a contract with you, deliver our services to you arising as a result of entering into a contractual agreement with us, to provide you further information about our services and products or changes therein, to provide you information about services and products of our parent and sister organisations that we feel may interest you, and to provide you information about services and products of carefully selected third parties that we feel may interest you.
We may permit our parent and sister organisations and carefully selected third parties to contact you to provide information about their products and services that they feel may interest you. However, if you do not wish your data to be used in this manner, or be passed on to third parties for marketing purposes, please let us know in writing at the time you contact us.
The data we may automatically collect
This includes, but is not limited to, the technical information automatically collected when you browse our website or submit information via our website. Such information may include, for example, IP address, login information, links and products viewed or searched, browser type and version, and operating system.
Use of information: Such information may be used to improve the functioning of our website to ensure that it is presented in a secure and effective manner. We may also use such information for statistical analysis, surveys and research, analytics and effectiveness of our marketing campaigns.
Data received from other sources
We may also receive technical and/or personal information about you from our parent company, LibPubMedia Ltd, and our sister organisation, Library Publishing Media. This may include the information that you provided them or which they have automatically collected when you visited their websites. We may receive such information from third parties and service providers, such as marketing and advertising networks, analytics services and other business partners and sub-contractors, which you may have provided them or which they may have collected automatically.
Use of information: We may use such information in conjunction with the information you provide us or we collect about you in the manners described above.
Student data collected during our programmes and how we may use it
Data collected by the host venues
As a standard security protocol, the host colleges and teaching venues are protected by CCTV, which carry out 24 hour video recording of their premises. They also collect electronic access data, such as room and college entry logs. These recordings and data are owned, monitored and managed by their security staff and are used to ensure safety and security of college/department resident, visitors and staffs. Congress Oxford Education or its affiliate organisations and officers do not have any control over these data.
Photography and video filming
We shall carry out photography and video filming during our programmes and will use them on our websites and/or audio/video channels for promotional purposes. The students may be asked by a senior staff member (such as our Academic Director) to participate in such promotional activities. Such photos and videos shall NOT be identified with names, ages or any other identifiable pointers. We may take, hold, use, edit, digitise, publish, add to, delete from and adapt the photographs, video images and audio recordings in any printed or electronic media, including the Internet, throughout the world for any lawful purpose, including advertising and promotional purposes, in perpetuity and without compensation and attribution. Students who do not wish to participate in such activities must inform us in writing or by checking the appropriate box(es) on the forms you complete.
Attendance register and miscellaneous data
An attendance register will be taken several times during the day and kept by us as a student’s activity record. We will also hold student’s performance reports, any test results and social behaviour, etc. Such information forms a vial part of improving our services that we provide our students.
Disclosure of personal data
We may disclose your personal information to others for a number of reasons.
We may share your personal information with our sister organisations, business partners, sub-contractors and suppliers, our bank and payment service providers, external auditors, government tax agencies, host college/departments offering accommodation, teaching and IT facilities, printers, etc, for the performance of our contractual obligations to you. We may use your information for advertising and marketing in an aggregate manner such that you are not an identifiable individual.
We may also share your personal data with government and law enforcement agencies, if instructed to do so by a court of law, or with other companies and organisations for fraud protection and credit checks.
Storage and transfer of personal data
We store all student data in the UK in electronic form and/or in our hardcopy filing system. In some cases we may store and transfer your data to our sub-contractors or business partners in other EU countries or outside the EEA/EU in order to deliver our contractual obligations to you. In such cases, we impose legal obligations on sub-contractors and service providers via a contractual agreement that they will safeguard your personal information and only use it to provide services to us and to you.
We may also transfer your personal information to a buyer of our business interest and asset, partly or wholly, or if we merge with another commercial or non-commercial entity.
Your rights and return of personal data
We may hold your personal data, with the exception of photos and videos, for as long as it is necessary to do so for the performance of our services to you, internal or external audits or as required by law. You have the right to ask us not to process your personal data for marketing purposes. You can instruct us to do so by checking appropriate box(es) on the forms you complete or by writing to us.
You can request us to access the information we hold about you. Any such request may be subject to an admin fee, not exceeding £50.