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.
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. Your level of English (based on results of test facilitated by Kheiron).
For staff (employees and individuals contracted to teach)
14. First name.
15. Surname.
16. Date of birth.
17. Email address.
18. Telephone number.
19. Address.
20. Photo ID.
21. Name, telephone and email address for two referees (who will be contacted prior to any appointment).
22. Bank details.
23. Basic DBS checks as a minimum (or Enhanced DBS if specific role requires working with students under age of 18).
24. Emergency contact person (name, telephone number and email address).
25. Next of kin contact person (name, telephone number and email address).
26. 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.
27. Lesson observation records.
28. CVs.
29. 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 classes at Kheiron.
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.
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.
• Payments.
• Details of supervisions.
• 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:
• 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.
• 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.
• 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).
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 about the school after you leave Kheiron (if you want us to).
• 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.
• Company Secretary.
• 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).
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 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).
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.
