Aim
The Smart BeeE Limited operates processes to prevent, identify, investigate and respond to unacceptable academic practice. Besides, we have a commitment to equity in enabling learner development and achievement. This Data Protection Policy outlines how Smart Beee collects, uses, stores, shares, and protects personal data of students, staff, and partners in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and relevant local laws in our operating countries.
On the top, we practice code of ethics. These principles give rise to SBL further essential committed to compliance with the requirements of the Data Protection Act 2018 and General Data Protection Regulation (2016). Smart BeeE Limited is fully committed to prepare to comply with the General Data Protection Regulation (GDPR). The GDPR applies to all Colleges that process data relating to their employees, as well as to others including customers, contractors and clients. It sets out principles which should be followed by those who process data; it gives new and extended rights to those whose data is being processed. We aim to ensure that all staffs, agents, consultants, students and other stakeholders who have access to any personal data, will abide by their duties and responsibilities under the above Acts.
Why this policy exists
This data protection policy ensures:
- Complies with data protection law and follow good practice
- Protects the rights of staff, students and partners
- Is open about how it stores and processes individuals’ data
- Protects itself from the risks of a data breach
Data We Collect
We may collect and process the following categories of personal data:
Student Information: Name, contact details, academic history, identification documents, financial information, and visa details.
Employee Data: Contact details, contracts, payroll, performance records.
Marketing Data: Preferences, interests, feedback, and survey responses.
Communication Records: Emails, phone call logs, and customer service interactions.
The Principles of Data Protection
Our personnel concerned must comply with the following principles, which are legally enforceable:
- To handle personal and sensitive (about ethnic origin, political opinion, faith, disability, sexual preference, criminal convictions etc.) data fairly and lawfully.
- To be obtained and processed fairly and lawfully and shall not be processed unless certain conditions are met.
- To use personal and sensitive data for specified and lawful purposes and shall not be further processed in any manner incompatible with those purposes.
- To use the personal and sensitive data, which are reasonable, relevant and not excessive to that particular purpose.
- Use personal and sensitive data accurately and where necessary, update it.
- Keep and protect these personal and sensitive data with an appropriate degree of security.
- Store personal and sensitive data for no longer than is necessary for that purpose.
- Any personal and sensitive data would not be transferred outside the UK, unless the recipient authorities ensure an adequate level of data protection.
- These personal and sensitive data will be released either with the person’s consent, or for purpose of the national security.
- Adequate, relevant and not excessive ‐ Data collected must be enough to complete the required task and no more.
- Not kept longer than is necessary ‐ personal information should only be retained by the College for as long as is required to fulfil the purposes for which it was originally provided or required by law to be held. Beyond this point it should be securely destroyed.
Data Storage and Retention
Personal data is stored securely in encrypted systems or locked physical storage. Data is retained only for as long as necessary:
Student records: 7 years after the last interaction.
Employee records: As required by employment law.
Marketing data:Until consent is withdrawn or data is no longer needed.
Data Security
All staff and students are responsible for ensuring that:
- Any personal data, which they process, is kept securely in accordance with the College’s Policy.
- Personal information is not disclosed accidentally or otherwise to any unauthorized third party.
Employees should note that unauthorized disclosure will usually be a disciplinary matter, and may be considered gross misconduct in some cases. Personal information should be kept in a locked filing cabinet, drawer, or safe. If it is computerized, it should be coded, encrypted or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on removable storage media, that media must itself be kept in a locked filing cabinet, drawer, or safe.
Student Obligations
Students must ensure that
- All personal data provided to the Smart BeeE Limited is accurate and up to date.
- They must ensure that changes of address etc. are updated on the student registration system.
Sanction
SBL is registered with Commissioner’s Office (ICO). This policy is applicable for all staffs, students, external personnel and all stakeholders. The Designated Data Protection Officer (DPO) will deal with day-to-day matters. Any member of employees, or other individual who considers that the policy has not been followed in respect of personal data about himself or herself should raise the matter with the DPO. The CEO Jay Anam will supervise at all time. Unjustified breach of this policy and misuse of personal and sensitive data may cause instant disciplinary action, dismissal and/or prosecution.
Acceptance of these Conditions
It is highly advised that the website visitors’ users of the company services have carefully read this document and agree to its contents. If they do not agree with this privacy policy, they should refrain from using the website and services. The company reserves the right to change the privacy policy when and where necessary. Continued use of the company websites and services after having been informed of any such changes to these conditions implies acceptance of the revised privacy policy. This privacy policy is an essential part of our terms of use.
Company’s Legal Obligation to Disclose Personal Information
The company will reveal a user’s personal information without their prior permission only under reasonable circumstances and there is a reason to believe that the disclosure of this information is required to establish the identity of, to contact or to initiate legal proceedings against a person or persons who are suspected of infringing rights or property belonging to SMART BEEE or to others who could be harmed by the user’s activities or of persons who could (deliberately or otherwise) transgress upon these rights and property. The company is permitted to disclose personal information when there is any good reason to believe that this is legally required.
Data Sharing and Third Parties
We may share personal data with:
- Partner universities and colleges, Immigration authorities (e.g., UKVI), Trusted third-party service providers (e.g., cloud hosting, CRM tools), Legal and regulatory bodies when required. All suspected breaches will be reported immediately to the Data Protection Officer.
If a breach poses a risk to individual rights, affected parties and the relevant authorities will be notified within 72 hours.
Smart Beee’s Data Protection Officer
The company has its own designated “Data Protection Officer” who is responsible for matters relating to privacy and data protection. The DPO make sure individual right of access under the article 15, gives individuals the right to request a copy of any of their personal data which are being ‘processed’ (i.e. used in any way) by Smart beee as well as other relevant information as required and right to erasure in accordance with Article 17, the GDPR outlines the specific circumstances under which the right to be forgotten applies. DPO has the right to have their personal data erased if: The personal data is no longer necessary for the purpose an organization originally collected or processed it.
Review and Updates
This policy will be reviewed annually or in response to legal changes. All staff will be notified of updates.
Contact Us
For any data protection queries, please contact:
Data Protection Officer Tas Comak
🏢 Smart Beee Headquarters
📍 119 Hamlets way, Mile End, E3 4TY