PRIVACY POLICY

1. IntroductionThe Oxford Exchange ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you visit our website (www.oxfordexchange.org) or apply for our academic programmes. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We CollectWe may collect and process the following data about you or your child:

• Identity and Contact Data: Name, date of birth, email address, postal address, and telephone numbers.
• Academic Data: Educational background, school transcripts, and essay submissions required for the admissions process.
• Sensitive/Special Category Data: Dietary requirements, medical conditions, and emergency contact details necessary for pastoral care and accommodation planning during our residential programmes.
• Financial Data: Payment details are processed securely via our third-party payment gateways; we do not store full credit card numbers on our servers.

3. How We Use Your InformationWe use your personal data to:

• Process your application and manage your enrolment in our programmes.
• Secure room allocations and arrange catering with host colleges (e.g., Oriel College).
• Provide pastoral care and ensure the health and safety of participants.
• Communicate important programme updates, invoices, and preparatory materials.
• Send marketing communications regarding future cohorts, provided you have opted in to receive them (you may unsubscribe at any time).

4. Sharing Your DataWe do not sell your personal data. We only share your information with trusted third parties when necessary to deliver our services, including:

• Host Oxford University colleges (for security, accommodation, and dietary planning).
• Secure payment processors and accounting software.
• Emergency medical services, should a health or safety issue arise during the programme.

5. Data Security and RetentionWe have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

6. Your Legal RightsUnder UK data protection laws, you have the right to:

• Request access to the personal data we hold about you.
• Request the correction of inaccurate or incomplete data.
• Request the erasure of your personal data when it is no longer necessary for us to retain it.
• Withdraw consent at any time where we are relying on consent to process your personal data.

7. Contact UsIf you have any questions about this Privacy Policy or our data protection practices, please contact us at: oex@oxfordexchange.org.