Privacy policy

Section 1: Summary


At Kheiron we protect your privacy and your personal data.
We know how important it is that we all understand:
• How we collect personal data.
• What forms of personal data are collected and stored and for how long.
• Where our personal data is stored.
• Why it is stored.
• What it is used for.
• Who has access to it.
We ask your permission to collect and store your personal data so we can provide you with the best service.
You are not obliged to give us permission to collect and store these data and if you change your mind it is easy for us to remove or delete it from our records. We are happy to do this. Please just ask.
When you leave Kheiron we will ask you if you want us to stay in touch with you so we can update you about our school and activities. If you do not want to stay in touch, we will delete your personal data.
We will only share your data with any individual or organisation with your consent and for the purpose of delivering our services to you. The only exception when we may share specific personal data without your consent would be if we had a legitimate safeguarding concern. In those circumstances we would still seek your permission in the first instance and keep you informed throughout.
We will only send you information and marketing materials if you have told us you wish to receive them.

Section 2: how we collect your data


We will ask you for personal data in person at Kheiron, by email or over the telephone (according to your preferred method of contact) when you apply to register as a student/ staff member or approved Kheiron Homestay provider.

Section 3: what forms of personal data Kheiron will ask permission to collect and store


For students

1. First name.
2. Surname.
3. Date of birth.
4. Nationality.
5. Email address.
6. Telephone number.
7. Emergency contact person (name, telephone number and email address).
8. Next of kin contact person (name, telephone number and email address).
9. Details of any medical condition or personal circumstances or needs that you want us to know about to enable us to give you the best service.
10. Address.
11. Profession/ job/ role.
12. Passport or identity number.
Additional data captured and stored for students requiring a short-term visa
13. A scanned copy of your passport clearly showing your name, date of birth, nationality, photograph and passport number.
14. Address of where you will be staying in the UK.
15. Your level of English (based on results of test facilitated by Kheiron).

For staff (employees and individuals contracted to teach)

16. First name.
17. Surname.
18. Date of birth.
19. Email address.
20. Telephone number.
21. Address.
22. Photo ID.
23. Name, telephone and email address for two referees (who will be contacted prior to any appointment).
24. Bank details.
25. Basic DBS checks as a minimum (or Enhanced DBS if specific role requires working with students under age of 18).
26. Emergency contact person (name, telephone number and email address).
27. Next of kin contact person (name, telephone number and email address).
28. Details of any medical condition or personal circumstances or needs that you want us to know about to enable us to give you the best service.
29. Lesson observation records.
30. CVs.
31. Qualification records (university degree and teaching records).

For children (students under the age of 18)

Parents/ legal guardians of children under the age of 18 who study at Kheiron will be required to sign a parental consent form regarding Kheiron’s capture, storage and use of their children’s personal data for the purpose of safeguarding the children during their stay at Kheiron and with approved Homestay providers who are required to undergo Enhanced DBS checks.

For approved Homestay providers

We will capture and store the following details for the duration of your contract with Kheiron and for two years afterwards:
1. First name.
2. Surname.
3. Date of birth.
4. Email address.
5. Telephone number.
6. Address.
7. Details about the homestay accommodation.
8. Bank details.
9. Number, names and ages of other people residing at property.
10. Enhanced DBS checks of all adult residents.
11. Photo ID.

Section 4: where your data is stored


For students: we will store your personal data in secure electronic files which can be accessed by management. These files are password protected. We will invite you, at regular intervals on our in-course feedback form, to confirm that the information is accurate and up-to-date. We will delete your data ten years after you leave Kheiron unless you ask us not to.

For children (students under the age of 18): we will store your personal data in secure electronic files. These files are password protected. We will invite your parents/legal guardians, at regular intervals, to confirm that the information is accurate and up-to-date. We will delete your data ten years after you leave Kheiron unless your parents/legal guardians ask us not to.

For staff members (employees and individuals contracted to teach): we will store your personal data in secure electronic files. These files are password protected. We will invite you, at regular intervals, to confirm that the information is accurate and up-to-date. We will delete all of your data six years after the end of your contract with Kheiron unless you ask us not to.

For approved Homestay providers: we will store your personal data in secure electronic files. These files are password protected. We will invite you, at regular intervals, to confirm that the information is accurate and up-to-date. We will delete all of your data two years after the end of your contract with Kheiron unless you ask us not to.

Section 5: why we store your personal data


For students: we store these data so we can contact you regarding:
• Classes.
• Changes to timetables.
• Materials for lesson plans.
• Materials for book club.
• Payments.
• Details of supervisions.
• Details of extracurricular activities.
• Your whereabouts (if we have concerns for your safety).
• News about Kheiron and its activities (if you have asked to receive these).

For children (students under the age of 18): we store these data so we can contact your parents/legal guardians regarding:
• Transport arrangements.
• Classes.
• Changes to timetables.
• Materials for lessons.
• Payments.
• Your whereabouts (if we have concerns for your safety).
• Safeguarding responsibilities.
• Health and safety responsibilities.
• Welfare checks.
• Liaison with approved Homestay providers.
• News about Kheiron and its activities (if you have asked to receive these).

For staff members (employees and individuals contracted to teach): we store these data so we can contact you regarding:
• Classes.
• Changes to timetables.
• Materials for lesson plans.
• Materials for book club.
• Payments and salaries.
• Details of Kheiron extracurricular activities.
• Your whereabouts (if we have concerns for your health and/or safety).
• Employment checks.
• Safeguarding responsibilities.
• DBS checks.
• News about Kheiron and its activities (if you have asked to receive these).

For approved Homestay providers: we store these data so we can contact you regarding:
• Inquiries regarding accommodation availability.
• Contracts with Kheiron.
• Payments.
• Transport arrangements for students.
• Information about student visitors.
• Welfare checks.
• Safeguarding checks.
• Health and safety responsibilities.
• DBS checks.
• Whereabouts of student or approved Homestay provider (if we have concerns for health and/or safety).
• News about Kheiron and its activities (if you have asked to receive these).

Section 6: what your personal data is used for


Kheiron uses your personal data to:
• Communicate with you about our service while you are studying at Kheiron.
• Communicate with you while you are contracted to teach Kheiron students.
• Communicate with you while you are contracted to accompany/supervise/facilitate extracurricular activities for Kheiron students.
• Communicate with you while you are contracted to provide Homestay accommodation for Kheiron students.
• Communicate with you about the school after you leave Kheiron (if you want us to).
• Facilitate transport to and from approved Homestay accommodation.
• Facilitate short-term study visa applications if you have chosen to apply for one.
• Process payments for lessons safely and confidentially.

Section 7: who has access to some or all of your personal data


• You (please just ask to see a copy of your confidential file).
• Principal.
• Director of Studies.
• Company Secretary.
• Office manager.
• Academic staff (on a case-by-case ‘need to know’ basis).

Section 8: who we will share your personal data with


For students: we will only share your personal data with another individual or organisation that has a legitimate interest (i.e. in the delivery of Kheiron’s service to you) if we have your permission to do so unless we have a specific safeguarding concern (see above).
If you are interested in staying with an approved Kheiron Homestay provider while you study at Kheiron we will ask for consent to share specific pieces of your personal data (with your consent) with the approved Homestay provider to facilitate your stay.
We may, from time to time, ask your consent to share your personal data with examination boards (regarding an exam you wish to undertake) and with the British Council (in accordance with Kheiron’s compliance for maintenance of its quality accreditation).

For children (students under the age of 18): we will only share your personal data with another individual or organisation that has a legitimate interest (i.e. in the delivery of Kheiron’s service to you) if we have permission from the child’s parents/ legal guardians to do so unless we have a specific safeguarding concern (see above).
We will ask permission from the child’s parents/legal guardians to share the child’s personal data with the approved Homestay provider. We will also ask permission to share the child’s name and contact details with transport providers in relation to specific, pre-booked journeys to and from Kheiron and/or approved Homestay provider.
We may, from time to time, ask for parental consent to share your personal data with examination boards (regarding an exam you wish to undertake) and with the British Council (in accordance with Kheiron’s compliance for maintenance of its quality accreditation).

For staff (employees and individuals contracted to teach Kheiron students): we will only share your personal data with another individual or organisation that has a legitimate interest (i.e. to conduct DBS checks) if we have your permission to do so unless we have a specific safeguarding concern (see above).

For approved Homestay providers: we will ask your permission to share your name, address and contact details with transport providers in relation to specific, pre-booked journeys for student/s staying in your accommodation to and from transport hubs (e.g. stations/airports) and/or Kheiron.

Section 9: social media


We do not use cookies on the www.kheironschool.com website.

We do not use location (GPS) trackers on the www.kheironschool.com website.

We use Google analytics but we do not store personal data from Google.

We use Facebook, Twitter and Instagram. All content is monitored by Kheiron.
Kheiron staff will only upload (or tag) photographs of you if you ask us to. If a student tags or uploads content featuring you against your will, please contact us immediately.

If you want further information about our privacy policy please contact us:
• Telephone: 0044 (0)1865 243939.
• Email: [email protected]
• In person: please speak to the Principal or one of the Directors.

Policy updated by Principal: May, 2019.

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Closing dates


24 December, 2018 to 2 January, 2019.
19 April, 2019.
22 April, 2019.
6 May, 2019.
27 May, 2019.
26 August, 2019.
23 December, 2019 to 2 January, 2020.
All prices correct as of 2019.

I chose to study in Kheiron since it is a little school located in the heart of Oxford with excellent reviews and accredited by the British Council. As far I am concerned, my expectations were not disappointed from the first moment. Personally, it is the most suitable place in Oxford to learn English in a very stimulating atmosphere, where teachers are always focused on eliciting the best of you. What is more, they are continually adapting methodology and learning materials in order to make you reach a better comprehension and production of spoken English. Teachers are also friendly and animated, so you feel as if you had a second family in Oxford. I would doubtless come back!