Explaining the legal basis for processing your personal data
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The Company is a domiciled in Nigeria and understands that the laws on data protection may be different in different countries, however, 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.
Parental Consent
Depending upon national and sometimes state law you may be called a “minor” when it comes to signing a contract or consenting for us to collect and process your personal data. This means you have not reached the legal age of consent.
In many countries including Nigeria, Australia, New Zealand, Canada, Singapore and the USA, it is usual to require a person to be 18 years of age to have reached the legal age of consent.
In Europe it is usual that a person is 16 years of age, 13 in the U.K. to consent to receive marketing information. As part of protecting you and your rights, if the law says you are still a “minor”, we require your parents/guardians consent to directly collect and process your data via online 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 requirements. We may also need to collect data concerning your health (e.g. medical check reports and 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 patronize us, subscribe to any of our products, study or enroll with us or to work with us.
We will use this data to establish a contract that sets out your obligations and our obligations as the provider of the stated services.
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 customers, ex-students and product subscribers.
Keeping you informed regarding Company highlights and news |
When do we collect your Personal Data? |
When you visit any of our websites.
When you complete our online or paper/PDF application forms.
When you engage with us on social media.
When you contact us by any means with queries, comments etc.
When you book any kind of appointment with us.
When you book to attend an event.
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, and attend our online delivery through tools such as Zoom or engage with our customer care representatives.
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 i.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 i.e. your:
Passport
Driver's licence
Identity card
Visa details
Your bank account details.
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 browser.
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 requests.
We may keep a record of communication with you including voice, visual and written communications. 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 activities.
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 our facilities 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 transactions. 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 consent.
To hire and manage employees and contractors. 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 message. 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 matters. 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’ technology.
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. |
Sharing your Personal Data |
The types of third parties we work with include:
Media and broadcast companies
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 media, broadcast and 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 owners. 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.
For Optimist Film Academy, 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 Optimist Film Academy in order for us to ensure the ongoing quality of our course delivery, and to help to further educate our teaching staff.
For Optimist TV Network and Optimist Rentals, we may share your personal data with partner media companies for their direct marketing purposes in order to fulfil our contractual promise to you. |
Withdrawal of consent |
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 request. 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 detail.
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 effectively.
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 |
Contact |
#25 Plymouth Road, Benin City – Nigeria 300263
Email: info@academy.optimist.ng
Website: academy.optimist.ng
Call/WhatsApp: wa.me/2347013065734 |
