Privacy policy for students

Hello! This is a special message for students to help you understand how Wolsey Hall Oxford looks after your personal information. We are required to keep your information safe – things like your address, date of birth and phone number. There are laws that tell us exactly what we can do with your information. We want you to know that we take good care of it and use it carefully

Why do we use your personal information? 

We use your information to: 

  • Give you the best educational experience.  
  • Provide extra learning support if you need it.  
  • Make sure we get paid for what we do. 
  • Learn how we can make our services better. 
  • Make our website better and more helpful. 
  • Tell you about our other services (only if you say it is okay). 
  • Keep everything running smoothly. 
  • Make sure our computer systems are safe. 
  • Keep records we need to have by law. 

How do we get your information? 

We get information about you when you: 

  • Visit our website. 
  • Call us. 
  • Send us an email or fill out a form on our website. 
  • Submit work on our learning platform. 
  • Sign up for our mailing list. 
  • Write a comment on our social media platforms. 
  • Answer the questions we ask you. 
  • Buy something from our website. 

What information do we keep about you? 

We keep information like your name, birthday, email address, interests, and more. We might also keep some special information, like your nationality or if you have any health issues, if it is important for your lessons. 

We also keep track of when you use our website, like what pages you visit and how you use it. But do not worry, we do not use this to figure out who you are. 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing student information are:  

  • Consent (6a): Sometimes, Wolsey Hall will ask you or your parents for permission to use your information. If you say yes, then we can use it. 
  • Performance of a Contract (6b): This means Wolsey Hall might need to use your information because of an agreement (also known as a ‘contract’) that they have with you or your parents. 
  • A legal obligation (6c): There are some rules and laws that Wolsey Hall must follow. To follow these rules, we might need to use your information. 
  • A duty to safeguard students (6d): Wolsey Hall must make sure you are safe and well looked after. We might need to use your information to help do this. 
  • Legitimate Interests (6f): This means Wolsey Hall might use your information because it is important for something we need to do. We can only do this if it does not go unfairly against what is best for you.  

Sensitive personal information such as religion, race, ethnicity, political beliefs, or health information such as learning abilities is classed as Special Category Data under the GDPR. 

Under Article 9 Paragraph (g) of the UK GDPR for processing special category data, we may store some special categories of sensitive data, where provided to us, as relevant to your studies.  

Why do you collect this information? 

We ask for this information so we can: 

  • Contact you if you have signed up for one of our courses. 
  • Know who is logging in to our learning platform and which account they are trying to access. 

Giving us your information means that you can: 

  • Create an online learning account. 
  • Enter our competitions. 
  • Join our virtual library. 
  • Sign up for our academic subscriptions. 
  • Sign up to our primary and secondary online clubs through the community websites. 

How do we share your information? 

Sometimes we need to share your information with other people or companies to help you. For example, we might share your information with:  

  • The company that helps us with our online learning management system. 
  • Companies that send you books. 
  • Companies that help us with payments. 
  • Companies that help us manage the emails that we send out to you and other students.

We only share your information if we really need to, and we make sure they use it carefully too. 

What are cookies and why do you use them? 

A cookie is a small file which asks permission to be placed on your computer. Cookies help us know who you are when you visit our website. This helps us to give you a positive experience when you visit our website and allows us to improve our website. 

We use cookies so we can know: 

  • The pages you visit on this site. 
  • How long you spend on each page on this website. 
  • How you got to the site. 
  • What you click on while you are visiting the site. 

Our cookies do not collect or store your personal information (for example, your name or email address), so they cannot be used to identify you. 

Your rights 

You have the right to know what information we have about you, to change it if it is wrong, or to ask us to stop using it. If you want to do any of these things, just ask your parents or guardians to help you contact us. 

You and your parents have the right to:  

  • Be told how we use your information.  
  • Ask to see the information we hold.  
  • Ask us to change information you think is wrong.  
  • Ask us to remove information when it is not needed anymore.  
  • Ask us to only use your information in certain ways.  
  • Tell us you do not want your information to be processed. 

A request to see the information we hold is called a ‘subject access request’ but remember, it is your information so if you feel uncomfortable about anything that might be disclosed, you can contact the Data Officer at [email protected]  

How long do we keep your information? 

We will keep your information for as long as we need it. When we do not need it anymore, we will delete it or make sure it cannot be linked back to you. 

Sometimes, your information might be sent to other countries. But do not worry, we will make sure it is kept safe there too. 

Changes to this message 

If we need to change this message, we will let you know by putting the updated version on our website. 


If you are not happy 

If you are not happy with how we are looking after your information, or if you have any questions, ask your parents or guardians to help you contact us at [email protected]  

If we cannot help, your parents or guardians can contact the people in charge of looking after personal information in your country. 

For the UK this is the Information Commissioner’s Office: 

Phone: 0303 123 1113 Website: Information Commissioner’s Office 

Some important things to remember  

  1. The law allows us to use your personal information to help us do our job. Most of the time we will not ask for permission to do this but sometimes we might. 
  1. We may share your information with others, but only when we need to and when the law says we can. 
  1. We will ask for your permission to share your information whenever you have a choice. 
  1. You can ask us not to share your information or use your photo where you have a choice (even if you said we could before). Just tell us! We won’t mind!


Updating this policy 

We will review this policy regularly to make any changes required to comply with legal or other requirements and will publish all changes on our website.  

This policy applies from 8th June 2023.  


If you have any complaints regarding this policy notice or requests for further information, please write to us by email and we will work with you to resolve, quickly and fairly any complaint you may have. You may also phone us or write to us. If you have any complaints that we are not able to answer or if you have any concerns about the way that your data is being handled, you should contact the Data Privacy Supervisory Authority for the country in which you reside. 

For the UK this is the Information Commissioner’s Office:  

Phone: 0303 123 1113 Website: Information Commissioner’s Office 


Contact us 

Please contact us if you have any questions that have not been answered in this privacy notice. Our contact information: 

Email: [email protected]  

Phone: 0800 622 6599 (UK) / Int: +44 (0) 1865 988 307  

Address: Wolsey Hall Oxford Ltd, Midland House, West Way, Oxford, OX2 0PH