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Atlantic Centre of Education Privacy Statement

Data Protection Policy and Privacy Statement Atlantic Centre of Education

 

PART A: GENERAL DATA PROTECTION POLICY

 

About Atlantic Centre of Education

Atlantic Centre of Education is a provider of English language education programmes and services including assessment, placement, examinations, research, accommodation, social activities and excursions. We are committed to protecting your personal data in compliance with the General Data Protection Regulation (GDPR) and Irish data protection legislation.

Company Details: Atlantic Centre of Education (IE319926), Fairgreen House, Fairgreen Road, Galway, H91 AXK8, Ireland

 

What Personal Data We Collect

We may collect different information from you based on your engagement with us:

  • Marketing preferences – interests in our products and services
  • Identification – name, age, gender and identification details
  • Contact details – for communications purposes
  • Enrolment details – mother tongue, course preferences, progression, special requirements, feedback and survey responses
  • Technical data – IP address, login data, browser type for testing services or Wi-Fi provision
  • Images – with your consent when attending activities or events
  • What personal data do we collect?

 

How We Collect Personal Data

Personal data may be collected about you when you:

  • Request information or ask questions about our services
  • Complete registration/enquiry forms or make bookings
  • Visit our websites or use web-based services
  • Enter competitions or attend information sessions
  • Engage with us via social media, email, or other communication methods
  • Visit our school sites as a student or visitor

 

How We Use Personal Data

We use personal data based on:

  • Consent you have given
  • Contract delivery requirements
  • Protection of vital interests
  • Legal obligations or public responsibilities
  • Legitimate business interests

We use your data to:

  • Provide information on products and services
  • Deliver contracted services
  • Monitor, develop and improve our offerings
  • Send informational communications about our activities

 

How We Share Personal Data

Atlantic Language may share personal data only in cases where it is necessary for us to:

  • Engage with authorised parties, such as agents, who operate on your behalf;
  • Deliver, or enable delivery of, products or services that we have contracted with you or on your behalf;
  • Comply with the requirements of regulators, immigration or other governmental authorities or as required by law.

 

Data Transfer

We do not normally transfer data outside the EU/EEA. Any necessary transfers beyond the EU/EEA will have suitable protections to ensure data security.

 

QuickBooks (Intuit) Invoicing & Payments

We use Intuit QuickBooks to generate invoices and, where applicable, to facilitate payment collection. For this purpose, Atlantic Language only processes the minimum data needed to issue an invoice—your name and the course details required to generate the invoice. We do not collect or store any payment card or bank account details on our systems. Any payment information you provide is processed directly by QuickBooks and/or the relevant payment gateway, under their own terms and privacy notices.

Legal basis (Ireland): Processing is necessary to perform our contract with you (providing your course and issuing invoices) and to comply with Irish legal obligations (tax and accounting).

Retention: We retain invoicing records (which may include your name and course details) for as long as required under Irish tax law—typically up to six (6) years. This aligns with statutory record-keeping duties under the Taxes Consolidation Act 1997 and Irish VAT rules. In certain cases (e.g., ongoing inquiries/appeals), records may need to be kept longer. 

International transfers: QuickBooks and/or its sub-processors may process data outside Ireland/EEA. Where this occurs, appropriate safeguards (such as the EU Standard Contractual Clauses) are used.

 

Data Retention Periods

  • Student records – 5 years
  • Images/videos – 2 years
  • Direct enquiries (no further contact) – 1 year
  • Mailing list membership – 2 years
 
Your Rights

You can:

  • Request a copy of your personal data
  • Ask about how we collect, process or share your data
  • Request restriction, updating, or deletion of your data
  • Contact our Data Officer: data.officer@atlantic.ac

 

How We Use Cookies

Our websites use cookies to personalise your experience. You may disable these in your browser settings, though this may reduce website functionality.

PART B: STUDENT IMMIGRATION REGISTRATION POLICY

For Non-EU/EEA/Swiss/EFTA Students

 

Data Sharing with Immigration Authorities

As a condition of studying in Ireland, non-EU/EEA/Swiss/EFTA students must comply with immigration requirements. The Atlantic Centre of Education shares specific data with the Department of Justice, Home Affairs, and Migration to verify compliance with residence permit conditions.

 

Legal Framework

This data sharing operates under a Controller-to-Controller Data Sharing Agreement with the Department of Justice, governed by:

  • Article 6(1)(e) GDPR (public interest)
  • Section 38(1)(a) Data Protection Act 2018
  • Minister and Secretaries Act 1924

 

Immigration Data Shared:

Enrolment Data (submitted when you enrol):

  • Full name, date of birth, nationality
  • Address
  • Course title and ILEP/TrustEd course code
  • Enrolment date and course start date

 

Attendance Data (submitted routinely):

  • Full name, date of birth, nationality
  • Address
  • Course start and completion dates
  • Attendance percentage
  • If applicable: reason for expulsion, date of expulsion, date of last attendance
  • Withdrawal notifications and departure from Ireland dates

 

How Immigration Data Is Transmitted:

  • Password-protected spreadsheets sent via secure email
  • Stored on secure eDocs platform
  • Access restricted to authorised Department of Justice officials only

 

Purpose of Immigration Data Sharing

To verify that you are:

  • Attending your registered course of study
  • Meeting the conditions of your immigration permission
  • Complying with your residence permit requirements

 

Data Security for Immigration Sharing

  • Encrypted transmission and storage
  • 24-hour breach notification procedures
  • Regular security reviews and staff training
  • Access based on the least privilege principle

 

Your Rights Regarding Immigration Data

  • Right to access data shared with immigration authorities
  • Right to correct inaccurate information
  • Right to object (where legally permitted)
  • Right to lodge complaints with the Data Protection Commission

 

Agreement Review

The immigration data sharing agreement is reviewed every 2 years to ensure continued compliance and effectiveness.

 

Contact Information

 

 

Amendments

Atlantic Centre of Education reserves the right to amend this privacy statement. Please check regularly for updates.

Disclaimer

Atlantic Centre of Education shall not be liable for claims arising from the use of personal information in accordance with this privacy statement and your consents. We have no control over linked websites and accept no responsibility for their privacy practices.