As an organisation established primarily to support development and growth of individuals through international experience, privacy matters a great deal to InternationalEyes. It’s important to us that our clients, partners and other stakeholders are protected from any form of exploitation which could arise from personal data they provide. The privacy and confidentiality we offer not only protects you from exploitation, but also reassures you that you can communicate openly with InternationalEyes. This openness is necessary for us to give the most appropriate, targeted support fitting with your specific circumstances and expectations.
This Privacy Notice contains the following details and is intended to demonstrate our commitment to you, and our compliance with the General Data Protection Regulation as it applies to the UK and operation of business in Europe:
- Who we are
- What information we collect
- How we use personal information
- The legal basis for processing your personal data
- When we share personal data
- Where we store, process and secure your personal data
- How long we keep your personal data
- Your rights in relation to personal data
- Linking to other websites and ‘third party’ content
- How to contact us
- How to make a complaint
The Privacy Notice applies to the website international-eyes.org, agreements, contracts, and communications with International Eyes whether on paper or by electronic means, and all record-keeping and administration performed by InternationalEyes as a business entity.
If you have any questions about the notice or its contents, having read through it carefully, please contact the data controller (see below and ‘How to Contact Us’) with your questions.
Who We Are
As a sole trader, trading as InternationalEyes, the data controller is
Mr John Humphreys
email: firstname.lastname@example.org tel: 0770 698 3019
What Information We Collect
In relation to individual clients, such as students or graduates, we collect and store:
- names, addresses, email addresses and telephone numbers so that we can keep in ongoing contact;
- details of your education, qualifications, career history, work preferences and aspirations (including CVs) in order to match these with the requirements of employers or to target our advice and support;
- email and postal communications between InternationalEyes and yourself, between International Eyes and any work or study experience provider relating to you, including contracts or agreements between you and those providers. This ensures that we have up-to-date information of the status of our support and your experiences, and that we can deal promptly and appropriately with queries or an experience provider.
- Other details which the you requests us to store on your behalf for specified periods and which are directly relevant to our provision of support to you as a client.
Data included in (1) and (2) above is collected by questionnaires, forms and interview on registration with InternationalEyes. In the case of outgoing and incoming communications with you (3), we may keep some or all of these for our records but only if, and as long as necessary. Contracts or Agreements relating to you as a client (3) are scanned if necessary to produce digital copies. Any other details you ask us to store on your behalf, relating to our service to you, will be stored in an appropriate format as requested, but this will be kept to the minimum necessary.
How We Use Personal Information
We will use your specific data as follows:
- To ensure our support is targeted to your needs, aspirations and expectations
- To stay in contact with you by appropriate means throughout our relationship as client and service provider
- To send you targeted marketing and events communications from International Eyes and not from third parties.
- To carry out surveys or polls, e.g. for research or to gauge customer satisfaction
- To satisfy our legal obligations such as the prevention of fraud and to meet internal audit requirements
In addition we will analyse patterns and trends in our services, client base and relationships with third parties by combining your personal data with that of other clients in such a way that you can no longer be identified.
After such use and analysis and after the period of storage identified above, your name, address and contact details will be deleted from our records.
The Legal Basis for Processing Your Personal Data
We request from you the personal data identified above so that we can provide you with advice and targeted support in line with the aims of our service to you, and to review and improve the services we provide. Therefore, for us to deliver this service to the best of our ability, and in some cases to comply with a contract with you as our client, we need your consent to collect, store and use that information for this purpose.
If you do not consent to our collection, storage and processing of the identified personal data, this necessarily restricts the services and help we can offer you.
When We Share Personal Data
We never share your personal data for marketing purposes with any third party.
We may, and only with your consent, share necessary personal data provided by you with potential employers. We will advise you before sharing this information of what details are required, and you will have the right to instruct us not to share this data.
Where We Store, Process and Secure Your Personal Data
Your personal data will be processed and stored securely on a password-protected and encrypted computer. As a backup, it may also be stored on a password protected external hard drive or password-protected cloud-based storage. The hardware will be stored at the InternationalEyes office and only necessary materials and information will be taken off-site.
How Long We Keep Your Personal Data
Data identified in categories (1) and (2) above will be stored from the date of first contact with International Eyes to two years after the completion of the experience or the termination of any agreement with InternationalEyes, whichever is the later. Your name and contact details will then be deleted from our records, along with any other such data identifying you personally, except our stored contracts or agreements relating to you.
Outgoing and incoming communications (3) may be stored also from the date of first contact with InternationalEyes to two years after the completion of the experience or the termination of any agreement with International Eyes, whichever is the later.
Contracts or Agreements relating to you as the client (3) may be stored from the date of signature to three years after the completion of the experience or the termination of any agreement with InternationalEyes, whichever is the later.
Any other details (4) stored on behalf of the client may be stored and deleted at the client’s request and no later than two years after the completion of the experience or the termination of any agreement with InternationalEyes.
This means that from the point you provide us with any information, we will keep it securely until no longer than three years (for contracts or agreements) after you finish your experience or your agreement with us ends; and no longer than two years after this in the case of your other personal data. If for any reason we need to store your data for a longer period than stated above, we will make every effort to contact you and request your consent to do this. You will have the right to refuse this request.
Your Rights in Relation to Personal Data
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
You can exercise any of these rights by contacting InternationalEyes (see below) by telephone or email, and we undertake to deal with your request as soon as possible, and within no more than one month from receiving your request.
Linking to Other Websites and Third Party Content
The website international-eyes.org includes links to other websites and content by third parties. Whilst we make every effort to ensure these links and websites are current, appropriate and relevant, please remember that we have no control over their content or actions, such as cookies, etc. If you have any concerns about these sites, please contact them directly or let us know by email of your concerns. We will do what we can to investigate and make changes to our own site if necessary.
How to Contact Us
Telephone: 0770 698 3019
How to Make a Complaint
If you have any concerns about our use of your personal information, you can make a complaint to us by contacting InternationalEyes directly by email at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk