Academic Camp Ltd is incorporated in England and Wales under the company registration number 08597321. The registered office of Academic Camp Ltd is 7 Soundwell Road, Staple Hill, Bristol, BS16 4QG.

Under Academic Camp’s umbrella are the following two companies, and all companies comply with this Privacy Notice:

Academic Summer Ltd is incorporated in England and Wales under the company registration number 6729028.

Academic Camp Canada is incorporated in BC, Canada, under the company registration number 1140670.

This Privacy Notice covers all our registered companies when we refer to Academic Camp or the Company.

Introduction

Our Privacy Notice covers all students, parents, staff and visitors to our website and enquiries from email, telephone, WhatsApp, live chat and social media.  

This notice explains your rights and how Academic Summer / Camp Ltd, as the Data Controller, collects, uses, protects and shares your Personal Data. You are encouraged to read this notice and to understand how we look after your data and the information you give us.   

Anyone working for the Company is made aware of and must comply with our data protection policy to protect our customers' data.  

Why Academic Camp Needs to Process Personal Data 

We need to process personal data about our students and their parents, staff and other individuals connected to the Company as part of our everyday operations. We process personal data in accordance with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR).  

Data processing is part of our legitimate business interests and fulfils our legal duties and contractual obligations as an Educational Summer School and Holiday Short Course Provider.  

What Personal Data is Collected by Academic Camp? 

We collect personal data from our students and their parents to provide them with an Academic Summer Camp.  This includes the following:

Name and contact details such as address, email and telephone numbers 

Date and country of birth 

Photo of the student for our access cards and identification purposes during the courses 

Passport or ID copies 

Visa details as appropriate 

Medical, dietary and any additional needs information 

Emergency contact details  

Parents' contact details 

Welfare concerns and behaviour information, including any first aid administered

Academic and course reports completed by teachers and other staff for individual students

Flight details to provide transfers 

Photographs and videos containing the student's image but not revealing their identity 

Students' Academic Camp email address

Records of work, including photographs and videos, are held in individual student files in Teams.

From our staff, we collect and process information required for their employment with us.  This may include the following: 

Name and contact details 

Date of birth 

Emergency contact details 

Photo for our access cards and CMS 

References from previous employers 

Copies of qualifications 

CV/resume

Right to work in the UK/Canada information

Bank details and National Insurance number 

Passport copy / ID document 

DBS enhanced check/police background check

Health and dietary information

Photographs and videos that contain your image that are taken during the course 

Academic Camp email address and Teams account

Staff should refer to our staff handbook for more information.  

Our host schools use CCTV cameras around the school/campus to ensure maximum security. All our host schools adhere to the ICO's code of practice.

How We Collect Information From You 

We usually receive information directly from you, the individual on your application forms (for students, the information is obtained from their parents or agents). This information comes through our website and contact by phone, email, live chat, WhatsApp or social media.  

Sometimes, this information comes via an Educational Consultant that parents have appointed. We have a contract with our educational partners who send us students.  

We collect and use Personal Data from the following: 

Our website www.academiccamp.org and supporting domains such as  https://studies.academiccamp.org. Applications are usually made through our website, so Personal Data is collected through this. All our data transmissions over the Internet are secured with data encryption, and user areas are password protected

Flipping Book for our online brochure, magazines, and student and staff handbooks.  We ask for an email address to access our brochure via our website

Cookies: we use cookies to track you through our website to run our CMS and improve your user experience. We use Google Analytics and Google Adwords

E-Newsletter. The newsletter gives essential information and news about the courses. Users can unsubscribe from this correspondence at anytime

Emails: We use Office 365 and have policies in place to increase the security of how we manage emails. We do not send attachments to you, but we provide links to a SharePoint document, or you can access important documents from our user area on the website

How We Use Your Personal Information and the Legal Basis 

The primary use of the Personal Data we collect is to support our students' learning at an Academic Summer Camp, look after their well-being and safeguard them. We ensure that the processing of any Personal Data is 'necessary'. 

We process your data to fulfil our Contractual Obligations  in delivering our summer programme.  This includes: 

Answering enquiries and questions received about our summer courses

Registering and processing student applications and general administration, including invoicing, offer letters, pre-arrival information and student reports

Providing an Academic Summer Camp or Holiday Short Course, including lessons, airport transfers, sports and the leisure programme 

Facilitating the efficient operation of Academic Camp

To provide welfare and boarding for our students, ensuring students are looked after safely and we meet all their needs. This includes the implementation of our rules and policies for students and staff 

Dealing with any feedback or concerns that you have 

Administration relating to staff recruitment and employment, including processing DBS checks and payroll administration

To comply with our Legal Obligations, we may use your Personal Data to: 

Meet our compliance and regulatory obligations, such as safeguarding and protecting students

Assist with investigations by the police and other authorities

We may also process your data: 

When it is necessary for Medical or Safety reasons 

To protect your Vital Interests, for example, if you are unconscious and you need emergency medical treatment 

Where we have a Legitimate Business Interest , such as promoting our programmes on our website and social media and sending out regular newsletters to our students, Educational Consultants, staff and alumni

Sharing photos and news from our courses, so parents receive information about their child's course .

Some Personal Data could be 'Sensitive Personal Data' and include information about race, religious beliefs and physical or mental health concerns. This type of data requires your permission for us to hold it. This type of data requires extra protection and will only be accessed by individuals who need to know this information to provide the necessary support to the student or a member of staff. 

Who We Share Your Personal Data With

We may need to share your data with a third party, including local authorities such as the Police, UK Border and HM Revenue and Customs. We do this because it is required by Law or for Contractual and Legitimate interests, but we will tell you by email if we need specific consent.  

We share your information with those looking after our students; however, we only share with people as necessary to look after and keep them safe.  

For students, these include: 

Our boarding and leisure programme leaders (camp counsellors)

Our teachers 

Our host schools as necessary (e.g., catering department with dietary needs and the IT department for logins to their systems) 

Medical professionals if students are ill 

Leisure programme providers, if this is required for safety reasons for their risk assessments 

Disclosures to the necessary authorities relating to safeguarding 

Endsleigh Insurance Company and other relevant companies that provide insurance for our students 

If you book your child's course through an Educational Consultant, we communicate with them unless you request that we do not.  

For staff, these include: 

Atlantic Data to process enhanced DBS checks 

Our Accountant as they process our payroll and PAYE 

Our host schools so you can use facilities within the school and be issued with IT login and access cards. Our host school monitors IT use and requires details of your enhanced DBS.

Our HR consultant, as necessary 

We hold your Personal Data for the time necessary for our Company operations or is required by Law.

Students' and parents' rights in relation to their Data

You have a number of rights in relation to the data we hold as follows:

Right to Request Access - through our Subject Access Request - that we provide a copy of the date we hold on you

Right to Request Correction - the right to request that inaccurate or incomplete data is corrected

Right to Object to Processing - where we are processing Data only on the basis that it is necessary for our legitimate interests, there is the right to object to that processing and it is then for us to establish whether the student/parents' interests and fundamental rights override those interests

Right to Erasure (the ‘right to be forgotten’) - there is the right to request that personal data is deleted when there is no good reason for us to continue to process it

Right to Restrict Processing - there is a right to ask us to suspend the processing of data whilst its accuracy or reason for processing is established. However, there may be certain circumstances where we cannot suspend processing if it prevents us complying with a legal obligation. 

If you have any questions about this Privacy Statement, would like to discuss the data we hold for you, or if you want to discuss withdrawing consent, where that’s your lawful right, then please email our Data Protection Officer, Ellie Jones: ellie.jones@academiccamp.org