AWME and Charis need to collect and process certain information about you, the student, for various reasons. This section outlines the type of information that is collected.

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context which we collect it for.

We will normally collect personal information from you only where we have either your consent to do so, where we need your personal information to perform a contract with/involving you, or where the processing is in our legitimate interests and they are not overridden by your data protection interests or fundamental rights and freedoms.

In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need your personal information to protect your vital interests or those of other people.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provided your personal information).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provide.

The length of time we keep your personal data for greatly depends on the reason we collected it in the first place. We will only retain if for the length of time necessary to achieve that purpose, unless the law requires us to retain it for longer.

In some cases this will only be whilst you are a student. Some other information, such as payment records, we will retain for 7 years (because we are required to do so by law) and for other data it will be until the end of your current academic year or the remainder of your 3 year course.

Finally, as alumni, we will retain until you no longer want to be part of the alumni.

In order for us to successfully deliver the curriculum and support your learning, it is necessary to share some of your personal data. This may be internally within the AWME/Charis family, with travel companies for the purpose on the missions or with insurance companies.

We may be required to share your information with emergency services, such as health professionals, should you require emergency care, or with the legal authorities should this become necessary as part of a criminal investigation.

To have access to your data and know why we process it?

We have written this privacy policy with the view of informing you as to what personal data of yours we process, why we process it, what lawful basis we are relying on to do so, whether we share it with others, your rights in relation to its processing and more.

It is your right, should you wish to, to find out specifically what data we hold on you. If this is the case, the easiest way to do this is to get in touch by emailing us at [email protected]. We would really appreciate it if you could use this this form, as this will help identify all the information we hold on you as quickly as possible. However, you do not need to use the form; you can also make a call, ask in person or send an email stating that you wish to do a subject access request.

Please be aware though that should you send your request in any of these ways, we will probably need to ask for some additional information to make sure the request is valid. A such, using the form will make the process quicker and easier for you.

If you object to the way we use your personal data

There are a couple of occasions where you might object to us processing your data. They are:

Direct Marketing: There will be some communications that are necessary as part of your course; these are typically pastoral communications in connection with your course. However, at some stage, you may have signed up for marketing communications. If you have changed your mind about receiving these, that’s OK; you can either unsubscribe in the email or inform us in another way that you no longer want to receive communications of this kind.

You can email us in this regard at [email protected].

Legitimate Interests: If we have used our legitimate interests as the reason to process your personal data and you feel that your legitimate interests outweigh ours, please get in touch. We will revisit the original balancing test we carried out and do a re-test.

If, after doing the re-assessment, we believe we have a compelling reason to retain and process your data, we will write to you and keep you informed of the decision.

Right to erasure, for us to delete the data we hold on you

There might be occasions where you wish to exercise your right to erasure. These could be if we no longer need your personal data for the purpose it was collected for, if you wish to withdraw consent you have previously given us, if we are relying on legitimate interests or if you object to the processing and our grounds for doing so are not sufficient.

It could also be if your objecting to direct marketing or if you think we’ve processed your data in an unlawful manner.

In any of these cases, please contact us at [email protected] and we will action your request as quickly as possible.

What if the data you hold on me is inaccurate?

We want to make sure that all the data we hold on you is accurate and up to date. If you think any of it is not, please let us know, we will make every reasonable effort to correct it.