Privacy & Data Governance Policy (GDPR Compliant)

Last Updated: December 2025

Approved By: OXDUB Administration

Applies To: All students, applicants, website users, partners and stakeholders

OXDUB International College (“OXDUB”, “we”, “our”, “the College”) is committed to protecting personal data and upholding the highest standards of privacy, transparency, and data governance.This unified policy explains how we collect, use, store, protect, and share personal information in compliance with the General Data Protection Regulation (GDPR) and Irish data protection laws.

By using our website, submitting an application, or engaging with OXDUB services, you agree to the practices outlined below.

1. Information We Collect

OXDUB collects the following categories of personal data:

1.1 Identification & Contact Information

• Full name

• Email address

• Phone number

• Residential address

• Nationality

• Date of birth

1.2 Verification & Academic Documentation

• Passport or ID copies

• Visa-related documents

• Proof of address

• Academic transcripts

• Prior qualifications

1.3 Financial Information

Processed securely through third-party providers:

• Payment details

• Billing address

• Transaction history

1.4 Website & System Usage Data

Automatically collected:

• IP address

• Device and browser type

• Pages visited

• Time spent on site

• Cookies and analytics data

2. How Your Data Is Used

Your data is used for:

2.1 Admissions & Enrollment

• Processing applications

• Verifying documentation

• Communicating decisions

2.2 Academic Delivery

• Creating student records

• Managing attendance, assessments and certification

• Providing learning support and resources

2.3 Communication with You

• Essential academic updates

• Administrative notifications

• Student services and support

• Marketing communication only with consent

2.4 Financial Transactions

• Payment processing

• Invoicing & receipts

• Refunds

2.5 Website Operations

• Improving site performance

• Ensuring security

• Personalizing experience

2.6 Legal & Regulatory Obligations

• Compliance with Irish law

• Providing documentation for immigration authorities when required

• Record-keeping requirements

3. Legal Basis for Processing (GDPR Article 6)

OXDUB processes personal data under:

✔ Consent

For forms, subscriptions, marketing communication, event participation.

✔ Contractual Necessity

To deliver academic programs and manage your student lifecycle.

✔ Legal Obligation

For tax, immigration, reporting, and statutory requirements.

✔ Legitimate Interest

Operational efficiency, fraud prevention, and institutional safety.

4. Cookies & Tracking Technologies

OXDUB uses cookies to enhance website functionality.

Types of Cookies We Use

• Essential Cookies: Site operation & security

• Performance/Analytics Cookies: Traffic and behaviour insights

• Functional Cookies: Language and preference settings

• Marketing Cookies: Ads relevance (only if applicable)

Users can accept, reject, or customise cookie preferences at any time via the cookie banner.

A detailed Cookie Breakdown is available upon request.

5. Data Protection Measures

To protect your data, OXDUB implements:

✔ Encrypted storage

✔ Secure servers & firewalls

✔ Role-based access control

✔ Regular audits & vulnerability monitoring

✔ GDPR-compliant third-party providers

✔ Incident & breach reporting procedures

We ensure your personal information is handled securely and responsibly.

6. Data Retention

OXDUB retains personal data only for as long as necessary:

After expiry, data is deleted or anonymized securely.

7. Sharing & Disclosure of Data

7.1 Internal Use

Admissions, academics, compliance, finance, and student support.

7.2 External Data Processors (GDPR-Compliant)

• Payment gateways

• CRM and student management systems

• Email delivery providers

• Cloud hosting

• Marketing platforms (only with consent)

7.3 Legal Disclosure

Data may be shared with:

• Immigration authorities

• Accreditation bodies

• Law enforcement agenciesIf required by law.

OXDUB never sells personal data.

8. International Data Transfers

When transferring data outside the EEA, OXDUB ensures:

• Standard Contractual Clauses (SCCs)

• GDPR-equivalent protection

• Secure and lawful transfer mechanisms

9. Your Rights Under GDPR

You have the right to:

✔ Access your data

✔ Request correction

✔ Request deletion

✔ Restrict processing

✔ Withdraw consent

✔ Request portability

✔ Object to marketing

✔ File a complaint with the Data Protection Commission

Requests can be made at any time via the contact details below.

10. Communication & Marketing Consent

10.1 Academic & Essential Emails

These cannot be opted out of (e.g., enrolment updates, timetable changes).

10.2 Marketing Communication

Sent only with explicit consent.Users may withdraw consent at any time.

11. Contact Information

For privacy requests or concerns:

📧 privacy@oxdub.ac.uk (placeholder)📍 OXDUB International College, Dublin, Ireland🕒 Response time: within 30 days (GDPR requirement)

12. Policy Updates

OXDUB may revise this policy periodically.Updates will be posted on this page with an updated revision date.

Continued use of our services implies acceptance of any changes.