Data Privacy Notice
Openmaps Education Agency Limited is an international student recruitment agency domiciled in Kenya & Australia.
The Marketing Privacy Notice explains how Openmaps collects, uses, processes, and keeps your personal data safe on behalf of Openmaps Education Agency Limited for marketing purposes.
Introduction
Openmaps respects your right to privacy. This privacy notice (the “Privacy Notice”) explains who we are, how we collect, share and use personal information about you, and how you can exercise your privacy rights. This Privacy Notice applies to data collected about all users
of www.openmaps.com.au and websites of our subsidiary/affiliated companies/business, and other related websites, (the “Website”) and the services available on the Website (the
“Services”).
The terms “the Company,” “we,” “us,” “our,” and “ours” refer to Openmaps Education Agency LTD. The terms “you,” “your,” and “yours” refer to the user or viewer of the Website or user of the Services, as applicable.
Openmaps reserves the right to make changes periodically to this Privacy Notice at our sole discretion. Changes to the Privacy Notice will be posted on this page.
If you have any questions or concerns about our use of your personal information, please contact us using the contact details provided at the bottom of this Privacy Notice.
This Privacy Notice explains the categories of personal data we may collect about you, it also explains the purpose of processing your data and how we keep it safe.
We know that there’s a lot of information here, but we want you to be informed about your rights, and how we use data across the Openmaps Group of companies to provide you with the best possible service.
For your convenience we have split the information into manageable sections which we hope will answer any questions you have but if not, please do get in touch with us, details are shown in the contact section of this notice.
Who is Openmaps?
Openmaps refers to Openmaps consulting a survey & mapping consulting firm and Openmaps Education Agency an education recruitment agency. Our head office is located in Nairobi Kenya at the following address:
Openmaps
Suite 8A, 6th Flr, Westlands Business Park,
04 Chiromo Lane, Westlands, Nairobi Kenya.
The Company has subsidiary companies and affiliated organisations operating in Kenya, collectively called the “Company”. For ease of reading this notice the “Company” will be referred to as “we” and “us” in this notice.
Explaining the legal basis for processing your Personal Data
The Company has set out below a number of different reasons for which we may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent for example, when you tick a box to receive marketing material from us.
When collecting your personal data, we’ll endeavour to collect the minimum necessary for us to provide our services.
Explicit consent
Explicit Consent means that you have been presented with an option to agree or disagree with the collection, use, or disclosure of personal information.
If we need to collect special categories of data from you in order to provide you with the services you require or meet our legal obligations, we will collect this data on the basis of your explicit consent, national/regional social protection laws or for statistical reporting purposes requested by official bodies.
The special category data that we may request from you includes details such as your racial or ethnic origin and passport or birth certificate because they are necessary to satisfy enrolment or visa requirements. We may also need to collect data concerning your health (eg medical check reports and immunisation history) to provide additional support to you.
Contractual obligations
In certain circumstances we will need to collect your personal data to meet our contractual obligations to you.
We will collect this data so that we can make an offer to you to study or enrol with us or to work with us.
We will use this data to establish a contract that sets out your obligations as a student or employee and our obligations as the provider of the study services or employment to
Legal compliance
If the law requires us to, we may need to collect and process your data for a number of reasons, for example to:
Prevent fraud
Meet the needs of immigration authorities
Comply with Consumer Protection law
Legitimate interest
In specific situations, we collect your personal data as part of undertaking our legitimate interests in a way which might reasonably be expected as part of running our business and, which does not materially impact your rights, freedom or interests. It might include:
Staying in touch with you for purposes of staying in touch with ex-students as part of an alumni programme
Keeping you informed regarding Company highlights and news
When do we collect your Personal Data?
When you visit any of our websites, (here we just collect transaction-based data).
When you complete our online or paper/PDF application
When you engage with us on social
When you contact us by any means with queries, comments
When you book any kind of appointment with
When you book to attend an
When you’ve given a third-party permission to share with us the information they hold about you.
When you attend a college, campus or office, which may have CCTV systems operating for the security of both Students, Visitors and Staff. These systems may record your image during your visit.
When you engage with our online learning tools such as Moodle, and attend our online delivery through tools such as Zoom.
For employees we collect your personal data throughout the period of your employment with the Company
Categories of Personal Data we collect
Your contact details e. your:
Name
Gender
Date of birth
Postal address (can be a postal box number and/or a street address)
Social media contacts
Telephone number/s (mobile and landline)
Identity and Immigration documentation e. your:
Passport
Driver's licence
Identity card
Visa details
Your bank account
Your educational history inclusive of but not limited to your:
Current qualifications
Grades
Institution/s you studied at
Most recent study experience
Details of your interactions with us, such as:
We collect details of enquiries and comments you make in the web pages you visit or when you contact us by email, telephone or in person
Information gathered by the use of ‘cookies’ in your web (Learn more about our ‘cookie policy’)
Additionally, for employment purposes:
Social security (or equivalent) details
Next of Kin details
Health information
Your image, voice and written contributions
As you interact with our website and other platforms made available by the company, we may automatically collect technical data about your equipment, browsing actions and patterns.
Why we use your Personal Data?
To ensure that we provide you with the information and service you need we sometimes combine the data we have about you. This is allowed as part of our legitimate interest to provide you with the optimum service.
If you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
If you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some or all of the services you’ve asked for. In this case we will contact you to confirm your request.
The reasons we use your personal data include:
To operate and administer our business to provide you with the best possible service. This is done on the basis of our legitimate business interests.
To respond to your queries and
We may keep a record of communication with you. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service.
To protect our business and you from fraud and other illegal
We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
To protect our students, visitors and staff, premises and assets, we operate CCTV systems in some of our colleges, campuses and offices which record images for security. We do this on the basis of our legitimate business interests.
To process payments and to prevent fraudulent This is done on the basis of our legitimate business interests and to help protect you from fraud.
With your consent, we will use your personal data preferences, to keep you informed by email, web, text, social media and telephone about relevant services and events.
To protect your vital interests if you become unable to provide
To hire and manage employees and We do this as part of our contract with you.
To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. (For example, updates to this Privacy Notice). These service messages will not include any marketing content and do not require prior consent when sent by email or text We need to keep you informed as part of complying with our legal obligations.
To comply with our contractual or legal obligations to share data with law enforcement if necessary, for example:
If a court order is presented that requires us to share your personal data with law enforcement agencies or courts of law
How we look after your Personal Data
We know how much data security We will treat your data with the utmost care and respect and take all appropriate steps to protect it.
We secure access to all transactional areas of our websites and apps using ‘https’
Access to your personal data is restricted and secure, and sensitive personal data such as health information is secured via password protection and encryption.
Storage systems for paper copies are secured and access is managed through the Company’s access protocols.
How long do we keep your Personal Data?
We have a detailed records management programme in place and all records (paper and electronic) are required to be managed in accord with its security and disposal steps.
Whenever we collect or process your personal data, we will store it safely and only for as long as is necessary for the original purpose for which it was collected or as required by law.
At the end of the documented retention period, your data will either be deleted completely or anonymised.
Sharing your Personal Data
We share your Personal Data with trusted Third Parties
We sometimes share your personal data with trusted third parties to provide services and business functions. An example of a third party would be a Openmaps contracted education sub-agent and/or a University Partner.
We set very clear directions and expectations for those organisations regarding the safety and protection of your privacy and personal data.
The directions and expectations are set out in our contract with the third party and include:
Providing them only the information they need to perform their specific services
Setting out the purpose for which the personal data is being shared
Confirmation that they will make every reasonable effort to ensure that your privacy is respected and protected
If we stop using their services, they will undertake to either securely delete or render anonymous any of your personal data held by them
They will inform us immediately in the event of a suspected or actual breach being detected
The types of third parties we work with include:
Educational Agents
IT companies supporting our websites
Cloud storage companies
Customer Relationship Management application providers
Educational establishments
Educational professionals
Regulatory authorities
Accommodation providers
Estate services
Online webinar providers
Insurers
Financial service providers
Travel service providers
Migration Agents
How do third party partners use your Personal Data?
When you use a service from one of our chosen partners, your data will be collected and used by them under the terms of their own separate privacy policies.
Why do we share your Personal Data?
We need to share your personal data with trusted third parties in order to meet legal and regulatory obligations and fulfil our contractual promise to you.
We will only share your data with third parties in very specific circumstances, for example:
With your consent, given at the time you supplied your personal data, to us, we may pass that data to a third party for their direct marketing purposes.
When working with academic professionals as part of ensuring the delivery of high quality services to you.
We may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
If we receive a valid request from the police or other law enforcement agency, regulatory or Government authority in your country of origin or elsewhere, we may be required to disclose your personal data
We may, from time to time, expand, reduce or sell the Company and this may involve the transfer of business entities or the whole business to new If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party, under the terms of this Privacy Notice.
We may share recordings of online delivered sessions such as classes, webinars and tutorials with other individuals in your College or Campus, and the wider Openmaps group in order for us to ensure the ongoing quality of our course delivery, and to help to further educate our staff.
Processing and Transferring your Personal Data
Openmaps
We have operations in many different geographic regions and our head office is in Kenya, therefore, we will sometimes need to share your personal data across national boundaries and borders for example:
between North America and Australia
Asia and Australia
New Zealand and Australia
Canada and Australia
Europe and Australia
The transfer of data, inclusive of personal data, may include transferring it to:
Our head office in Kenya
Other Company businesses in Kenya and elsewhere within the Company’s regional structure (intra-company transfers)
If we do transfer your personal data across an international border, we have procedures in place to ensure your data receives the same protection as if it were being processed inside your country of residence.
Your rights over your Personal Data explained
Your personal rights
We need you to understand the rights you have when it comes to your personal
All requests related to your rights and your personal data, will be examined in detail and a member of the Privacy team will respond to you as quickly as possible.
We will make all reasonable efforts to meet with your request and will keep you informed as to our progress in getting the information to you in a format that is acceptable and usable.
Withdrawal of consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
Marketing
You have the right to stop the use of your personal data for marketing activity through all channels, or selected channels.
We will always comply with your To action this:
Click the ‘unsubscribe’ link in any email communication that we send you
We will then stop any further emails from being sent to you
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
Questions or Issues you may have
If you require any further information we will be pleased to provide you with further
If you are contacting us to complain about an alleged breach of this Privacy Notice or our legal privacy obligations, please provide us with as much detail as possible in relation to your complaint so that we can deal with your concern quickly and
We will take every privacy complaint seriously and assess it with the aim of resolving all issues quickly and efficiently.
We’d be grateful for your cooperation with us during this process by providing us with any relevant information that we may need.
Our Contact Details
Email: info@openmaps.com.au Contact number: +254714441234
Postal Address: Openmaps, Data Privacy Officer, P.O. Box 35266-00200, City Square, Nairobi, Kenya.
Last updated :11/5/2024
