PRIVACY NOTICE

CONTROLLER:

REDDAM HOUSE BERKSHIRE UNITED KINGDOM
Address: Bearwood Rd, Sindlesham, Wokingham RG41 5BG, UK
Phone number: +44 118 974 8300
Email: privacy@reddamhouse.org.uk 

Reddam House Berkshire is part of Inspired Education Holdings Limited (“Inspired Education Group”), which is a company registered in England with number 09268120 and registered address in Sixth Floor, 3 Burlington Gardens, London, W1S 3EP, United Kingdom. Inspired operates numerous affiliated schools globally via its regional offices in Europe, Africa, Middle East, Asia-Pacific and Latin America. 

 
1.    INTRODUCTION 

This policy is drafted in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (“UK GDPR”). 

Our Data Protection Officer can be contacted by email at the address privacy@reddamhouse.org.uk if you have any queries regarding the processing of your personal data. 

 

2.    TYPES OF PERSONAL DATA WE PROCESS 

We process personal data from our students and their families and / or legal representatives and also from our employees, candidates, suppliers, contractors, prospective customers and third parties interested in finding out more about Reddam House Berkshire within the systems controlled by the School as the Controller.  

The personal data processed is mainly the following: 

  • Names, addresses, telephone numbers, e-mail addresses and other contact details; 
  • Family details; 
  • Nationality, location and language; 
  • Safeguarding information (such as court orders and professional involvement); 
  • Education and employment data; 
  • Images, audio and video recordings, including CCTV footage (video images); 
  • Financial information; 
  • Educational centres previously attended. 

Other types of data we may collect and process, according to the school purposes, are related to health condition, criminal records and other sensitive information related to an individual, such as: 

  • Information about health status or provision of special health care linked to a specific individual; 
  • Behavioural information;  
  • Special educational needs;  
  • Criminal records linked to a specific individual; 
  • Biometric information; 
  • Ethnicity; 
  • Religion or ideology; 

3.    HOW WE COLLECT AND PROCESS PERSONAL DATA 

Reddam House Berkshire collects information in several ways, including: 

  • Personally and over the phone; 
  • Through our website’s online forms; 
  • When visiting our website, through cookies; 
  • From email and hand delivery paper documentation including job applications, invoices, letters, consent forms, etc; 
  • Through online tools: such as apps, educational platforms and other software used by the School; 
  • Through text and voice-recorded discussions with the AI Rep chatbot located on our website. 

4.    PURPOSES FOR WHICH WE PROCESS PERSONAL DATA  

Reddam House Berkshire processes personal data to lawfully and legitimately carry out the school’s educational activity. The School collects and processes personal data to lawfully and legitimately carry out the School's educational activity in the framework of individuals’ consent, but also based on a legal and contractual obligation, individuals’ vital interest when necessary and legitimate interest. The School collects and processes information for the following purposes: 

  • Attend the enquiries properly 
  • Ensure that the student meets the school’s admission criteria; 
  • Provide educational services including the support of pupil learning, monitor and report on pupil progress; 
  • Manage our Summer Camps’ activities; 
  • Provide to the students welfare and pastoral care services;  
  • Provide to the students medical and nurse attention, catering service and school transportation, among other necessary services;  
  • Meet the educational, social, physical and emotional requirements of the student; 
  • Enable parents or legal guardians to be contacted in the case of emergency or in the case of school closure, or to be informed of their child’s educational progress or about school events, etc.; 
  • Provide parents, legal guardians, students and other website users (such as potential patents) with general informational assistance when responding to queries submitted to the AI Rep chatbot on our website and improve their experience of using the AI Rep chatbot through analytics.  
  • Celebrate School’s achievements and to keep a memory of our students, Reddam House Berkshire may take and use photographs and audiovisual recordings to be shared in our websites, social networks and our yearbooks, always based on informed consent from parents or students of legal age. With your consent, these images can also be shared with Inspired Education Group and used in its global social media.  
  • Send commercial communications if previously requested and / or authorised by the individuals. These communications may include newsletters and advertisements sent by e-mail, social networks or any other electronic or physical means, present or future, which enable such communications. The individuals will be able to unsubscribe by clicking in the "unsubscribe" or sending a request to our Data Protection Officer; 
  • Comply with legal and administrative requirements; 

 

5. PROCESSING OF CANDIDATES DATA 

If you want to send us your CV through the section “Careers”, you will have to create an account to make use of the employment platform and to send us your employment application. Your information will be shared with Inspired Education Group as the owner of the platform Global Careers Site in the terms exposed at: https://careers.inspirededu.com/data-privacy-statement  and incorporated in the files owned by Reddam House Berkshire. Our Human Resources department will process your data with the purpose to include your candidacy in our selection processes. 

6. LEGAL BASIS FOR DATA PROCESSING 

The legal basis that supports the collection and processing of your data are the following:  

1. Execution of a contractual relationship of which the data subject is a party: The admission and registration of students, the provision of educational, academic, nursing, safeguarding and other related services, as well as the sending of communications relating to teaching activities and the administrative and billing management necessary for the provision of the aforementioned services; 

2. Compliance with our legal obligations: We must manage and maintain the data of students' parents, employees and suppliers to comply with the legal requirements of the relevant authorities, including the management of legal claims; 

3. Our legitimate interest: We may need to process statistical information from our School to carry out satisfaction surveys, and / or to modify the functioning of our school in addition to promote our activities by sending commercial communications (always under your consent); 

4. Your consent: We may need the consent of the parents/legal guardians or the student over legal age to send commercial communications, as well as for the creation and use of images and videos to disclose the student's participation in our activities. school or for promotional campaigns.   

7.  WITH WHOM DO WE SHARE YOUR PERSONAL DATA? 

As a School, we may be lawfully required to share personal information with relevant authorities or third parties, such as providers of services for our students, parents and / or employees, as permitted on statutory grounds, in addition to comply with legal obligations, to exercise a School’s legitimate purpose or on the basis of a specific consent given by the individual concerned. 

We will ensure that, where relevant, contractual safeguards are implemented to ensure the protection of individuals’ personal data when disclosing them to a third party, always under restrictions on the use of personal data and obligations with respect to the protection of confidentiality and privacy as well as the security of the information. 

8.    INTERNATIONAL TRANSFER OF DATA 

In the event that, when necessary for the execution of the educational contract (which could include the use of computer tools and platforms offered from outside United Kingdom and / or even the EEA),  and / under other legal basis, personal data may need to be transferred to countries outside UK and European Economic Area, including countries not covered by UK adequacy regulations and / or EEA adequacy decisions, that may offer a lower level of data protection, we will implement the necessary measures to ensure adequate protection of your personal data in accordance with applicable data protection regulations. Likewise, parents / legal guardian or the student over legal age will be clearly and correctly informed. We will also collect the corresponding consent for such transfers to non-adequate countries when required by the specific exemptions stipulated in the regulations.  

Your personal data shall be neither rented nor sold to third parties under any concept. 

9. CONSERVATION OF DATA 

Your personal information, including voice recordings and text discussions disclosed through the use of the AI Rep chatbot, will only be retained for the period of time required to fulfil the purpose for which it was collected unless a longer time is permitted for reasons of public interest archiving, scientific or historical research, or statistical purposes. Once your personal information is no longer required or permitted to be retained for legal or business purposes, it will be destroyed or made anonymous under the corresponding security measures.  

 
10. YOUR RIGHTS 

Under the Data Protection Act 2018 and the UK GDPR, you have rights regarding the processing of your personal data. These rights are, however, subject to certain exemptions and limitations. 

You have the right to: 

  • Be informed, at the time when personal data is collected, about the data processing.  
  • Access the information we process and how we process it as well as to obtain a copy of the personal data considering the legal limitations and exceptions; 
  • Ask for the erasure of the personal data we hold about you without undue delay considering the legal limitations and exceptions;  
  • Obtain the rectification of your personal data providing a supplementary statement; 
  • Obtain restriction of processing of your personal data when it is inaccurate, illegal, unnecessary or not verified, considering the legal  limitations and exceptions; 
  • Obtain data portability of your personal information in a structured, commonly used and machine-readable format. This allows the right to transmit that data to another controller without hindrance from the controller to which the personal data has been provided;  
  • Object to processing for direct marketing purposes; 
  • Withdraw consent at any time and freely to the processing of your personal data. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.  

Therefore, individuals will be able to exercise their rights by sending a written specific request, along with a copy of their ID card, to the Data Protection Officer’s email address privacy@reddamhouse.org.uk.  

11.    CONSENT 

As previously indicated, you have the right to withdraw your consent for any specific purpose at any time without prejudice of the legality of processing according to the consent given before withdrawal. 

12. MINORS 

Reddam House Berkshire will not collect and process data from children. Parental or legal tutor’s consent to act on their behalf will be always required. 

13. SUMMER CAMP ACTIVITIES 

Reddam House Berkshire will use the information from interested parties as well as from parents and students in order to provide the activities and to keep the informed of the events which will take place in our School throughout the year. The data will be processed under the conditions exposed in this policy. 

14. STORING AND SECURING INFORMATION 

The School shall use the appropriate technical and organisational measures to ensure the security, confidentiality, integrity and privacy of the personal data, preventing from unauthorised access or unlawful processing as well as accidental loss, destruction or damage of the files. 

15. COMMON USE WITH SOCIAL NETWORKS AND PLATFORMS 

This website contains links to social networks like Instagram and Facebook or to applications such as REP AI (in the form of the Rep AI chatbot) and OpenApply. Our School is not responsible for the privacy practices or the content of such sites. You should be aware that the processing of your personal information is carried out by those sites and governed by their respective privacy policies.  

If you do not want these sites to collect and process your information, please review their corresponding privacy policies and / or disconnect from it before using our Services. 

16. AI REP CHATBOT 

We only collect and process personal data that you voluntarily provide to the AI Rep chatbot. Usage of the AI Rep chatbot does not require your identification or any other personal data, we therefore ask that you do not provide your personal data. In the event that you do voluntarily disclose your personal data: 

• We will only use your personal data for the purpose specified in Section 4 of this Privacy Policy; and  

• We will only retain such data for the period of time required to fulfil the purpose per Section 9 of this Privacy Policy.   

If you believe that personal data submitted to the AI Rep chatbot has been used contrary to the specified purpose or has been retained for an excessive period of time, please do contact us using the details contained in the 'Data Controller' section above. 

17. COOKIES USED IN OUR WEBSITE  

We use cookies to provide you with a better experience in the use of our website, as well as to store information about our visitors. This information is related to your session ID and are a way of monitoring single user access.  

The Web server is allowed to remember some data concerning the user, such as his preferences for visiting the pages of this server, name and password, products that are more interesting, etc. 

The Cookies that we use in our website and that require informed consent by the user are the functional cookies and the targeting cookies. Consent is not required for essential or required cookies, which are those of a technical nature necessary for the operation of the website or the provision of services expressly requested by the user. 

You can get more information about the cookies we used by visiting our website cookies policy. 

To understand more about the cookies we use and the way you can disable them, you can visit our policy at: https://www.reddamhouse.org.uk/cookies-policy.  

18.    COMPLAINTS 

If you consider we didn’t attend to your request correctly or you believe we are processing your personal data disregarding the data protection regulations in force, please contact our Data Protection Officer at:: privacy@reddamhouse.org.uk . You can also address your complaint to the Information Commissioner’s Office (ICO) at:  https://ico.org.uk/make-a-complaint/ or calling their helpline on 0303 123 1113.  

19.    EU REPRESENTATIVE 

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu. Please ensure to include our company name (Reddam House Berkshire School) in any correspondence you send to our Representative.    

20.    PRIVACY NOTICE UPDATES 

Reddam House Berkshire may need to update this privacy notice periodically, so we recommend that you review this information from time to time.   

Last updated in December 2023