Privacy policy.

Xplora International is committed to protecting and respecting your privacy.

This policy describes how we collect information/data from you when you use our services and how we process it.

Any personal data collected from you is protected under the UK data protection law (GDPR & The Data Protection Act 2018). This policy outlines Xplora International's approach to fulfilling its obligations under data protection laws. Please read the following carefully to understand our practices regarding your personal data and how we treat it. 

Xplora International is a UK-registered private limited company  (number 10619710). Our office is located at Kemp House, 160 City Road, EC1V 2PD, London, United Kingdom. If you have any other questions about this policy please feel free to get in touch. Our email is info@xplorainternational.org.

We may collect information from you through:

  • Your sign-up to our newsletter

  • Your registration to attend our workshops/programmes/events

  • Your purchase of goods through our website

  • Your submission of applications to work with us

  • Your submission of evaluation, survey, monitoring and feedback forms

  • You contacting us with enquiries and comments

  • Our use of cookies (please see our cookies policy for more information)

In doing so the following kinds of information may be collected from you:

  • Your name and contact details, including email address, physical address and telephone numbers;

  • Your purchase information or event registration

  • Information you give us about your marketing/communication preferences

  • Records of your communications with us

  • Sensitive personal information e.g. health or ethnicity 

  • Sensitive information including name and contact details for any under 18 years old that you are responsible for who attending our programmes

  • Analytical information about your computer and about your visits to and use of our website, including your IP address, geographical location, browser type, length of visit and number of page views

  • Information about your business/work

Under the General Data Protection Regulation (GDPR), the lawful engagement with your data and process information through:

  • Your consent (You are able to remove your consent at any time)

  • We have a contractual obligation.

  • We have a legal obligation.

  • We have a legitimate interest.

How this information may be used:

If you engage with us in any of the ways described above we will treat any data you supply with care and respect. We may process the information in the following ways:

  • Contact data to send you newsletters with information and updates about our services

  • Booking data to send you updated information about the programme/activities you or someone you are responsible for have registered to attend

  • Contact data to send you information about new products or product updates

  • Survey and feedback responses to improve our services

  • Anonymous monitoring responses to gather information about our demographics and audiences

  • Website analytical information to better understand our website traffic and improve our user experience

  • Application information to process working opportunities such as job vacancies and other opportunities

Sensitive Information

Some information we collect from you is more sensitive than other information and is, therefore, more protected. Examples may include information about your ethnicity, your health, or if the data concerns an under-18-year-old you are responsible for. 

We will only collect sensitive personal data with your consent and when there is a clear reason to do so. Such information is often collected for us to improve the accessibility of our services. It will always be processed anonymously unless otherwise communicated with you.

How personal data is stored and protected

We endeavour to ensure that necessary measures are preventing the loss, destruction, misuse, alteration, and unauthorised disclosure of or access to your personal information. We will also ensure that any data that we hold is stored safely and in compliance with UK law. These measures include:

  • Password-protected databases for online data

  • Any physical records kept under lock and key

  • Regular data deletions and anonymise data where applicable

  • Personal data can only be accessed by trained staff and volunteers unless otherwise stated

  • Where information is shared publicly (e.g. your teacher’s profile), it will only be done so with your prior consent

Disclosure

We work with many partners and interest groups. On occasions, we may need to transfer and/or acquire personal data. In such cases, we will make it clear who we are working with at the point where you give the appropriate consent.

We may also be required to disclose your information to regulatory/government bodies/law enforcement agencies to satisfy legally bounding obligations.

You may also visit external websites and links through our website. We do not take responsibility for their data protection procedures and suggest that you read their policies if you’d like clarification

Other Websites

Our website may contain links to other websites that are outside our control and not covered by our Cookie Policy. If you access other sites using the links provided, the operators of these sites may collect information from you and use it by their privacy/cookie policies, which may differ from ours.

We do not accept any responsibility or liability for the practices of such third-party websites and your use of such websites is at your own risk.

Your rights

If you agree to share your details you have rights given by the Data Protection Act 2018. As such you have the rights to:

  • Request any personal data that we may hold about you

  • Request the correction of any inaccurate information we hold about you

  • Request that any data we hold about you be deleted

  • Unsubscribe from our newsletter at any moment

  • Submit a data protection complaint if you feel that your personal data has been used outside of the parameters described above.

How to make a complaint

If you have any concerns about our use of your personal information, you can make a complaint to us at info@xplorainternational.org. 

You can also contact the UK’s Information Commissioner’s Office should you wish to complain about how your information has been handled.

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk