Last updated: September 2026

1. Introduction

PT Education Pathways is committed to protecting the privacy and personal information of students, parents, guardians, schools, educational partners, suppliers and visitors to our website.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, enquire about our programmes, submit an application or participate in one of our educational programmes.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

We recognise the particular importance of protecting the personal information of children and young people participating in our programmes. We take appropriate measures to ensure that their information is handled securely, responsibly and in their best interests.

By using our website or providing personal information to us, you acknowledge that you have read this Privacy Policy.

2. Who We Are

PT Education Pathways is an education organisation providing international educational opportunities, including high school cultural exchange, short-term high school immersion, academic programmes and sports-related educational pathways.

For the purposes of data protection legislation, the organisation responsible for determining how and why your personal information is processed is:

Data Controller: PT Education Pathways Legal entity: PT Education Pathways Ltd. Registered address: 52 Abbotts Crescent, London, E4 9SB, UK. Email: info@pteducationpathways.co.uk Website: www.pteducationpathways.co.uk

Throughout this Privacy Policy, references to "we", "us" and "our" mean PT Education Pathways.

3. Personal Information We Collect

We may collect and process different types of personal information depending on your relationship with PT Education Pathways.

3.1 Students

When students apply for or participate in our programmes, we may collect:

  • - Full name, date of birth, gender and nationality.

  • - Home address, telephone number and email address.

  • - Passport details and relevant visa or immigration information.

  • - School details, academic records and educational history.

  • - English language proficiency and other relevant academic information.

  • - Emergency contact details and parent or guardian information.

  • - Medical information, including allergies, medication and relevant health conditions.

  • - Dietary requirements and other welfare-related information.

  • - Photographs and videos, where appropriate.

  • - Travel arrangements, arrival and departure details.

  • - Accommodation preferences and host family placement information.

  • - Behavioural, attendance and welfare records where relevant to programme participation.

We collect only the information reasonably necessary for the administration, delivery and safeguarding of our programmes.

3.2 Parents and Guardians

When parents or guardians enquire about or arrange a programme for a student, we may collect:

  • - Full names and contact details.

  • - Residential and correspondence addresses.

  • - Relationship to the student.

  • - Emergency contact information.

  • - Payment and billing information.

  • - Information relating to applications, bookings and programme participation.

  • - Consent and authorisation records.

3.3 Schools and Educational Partners

We may collect information about school representatives, educational institutions, agents and other programme partners, including names, professional contact details, job titles and correspondence relating to our programmes.

3.4 Website Visitors

When you visit our website, we may automatically collect certain technical information, including:

  • - IP address.

  • - Browser type and version.

  • - Device information.

  • - Operating system.

  • - Pages visited and time spent on our website.

  • - Website referral information.

  • - Cookie and website usage information, where applicable.

This information helps us maintain website security, understand how visitors use our website and improve our services.

4. How We Collect Personal Information

We may collect personal information through several channels, including:

  • - Direct enquiries submitted through our website.

  • - Application forms and programme registration forms.

  • - Emails, telephone calls and other correspondence.

  • - Parents, guardians and authorised representatives.

  • - Schools, educational institutions and approved educational agents.

  • - Programme partners and accommodation providers.

  • - Information provided during the delivery of our programmes.

  • - Website cookies and other similar technologies, where permitted.

Where personal information is provided by someone other than the individual concerned, we will take appropriate steps to provide the relevant privacy information.

5. How We Use Personal Information

We collect and process personal information for legitimate educational, administrative, contractual and safeguarding purposes.

These purposes include:

Programme enquiries and applications

  • - Responding to enquiries and providing programme information.

  • - Assessing applications and determining programme suitability.

  • - Communicating with students, parents, guardians and educational partners.

Programme administration

  • - Managing student applications, enrolments and bookings.

  • - Arranging school placements, accommodation and transport.

  • - Coordinating travel arrangements and programme activities.

  • - Communicating programme dates, schedules and other important information.

  • - Managing fees, payments and financial records.

Student welfare and safeguarding

  • - Protecting the safety and welfare of students.

  • - Managing medical requirements, allergies and dietary needs.

  • - Responding to emergencies and welfare concerns.

  • - Communicating with parents, guardians, schools and relevant authorities where necessary.

  • - Maintaining appropriate safeguarding and incident records.

Business operations

  • - Managing our relationships with schools, suppliers and educational partners.

  • - Maintaining accurate business and financial records.

  • - Improving our services and programme delivery.

  • - Managing complaints and resolving disputes.

Website management

  • - Maintaining the security and functionality of our website.

  • - Monitoring website performance.

  • - Responding to website enquiries.

  • - Understanding website usage and improving the visitor experience.

Marketing and communications

  • - Providing information about our programmes and services.

  • - Sending relevant promotional communications where we have an appropriate lawful basis.

  • - Managing marketing preferences and consent.

We will not use personal information for purposes that are incompatible with those described in this Privacy Policy without first establishing an appropriate lawful basis.

6. Our Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on the following:

Lawful basis and how we may use it

Contract: Processing applications, managing bookings and delivering educational programmes.

Legal obligation: Meeting applicable legal, accounting, safeguarding and regulatory requirements.

Legitimate interests: Managing our business, communicating with partners, maintaining security and improving services, where our interests do not override individuals' rights.

Consent: Sending certain marketing communications, using optional cookies and publishing photographs or videos where consent is the appropriate basis.

Vital interests: Processing information necessary to protect someone's life or deal with a serious emergency.

Where we process sensitive personal information, such as medical details, we will also identify an appropriate additional legal condition under UK GDPR.

We will not rely on consent where another lawful basis is more appropriate. Where we do rely on consent, it can be withdrawn at any time, without affecting the lawfulness of processing carried out before withdrawal.

7. Special Category and Sensitive Personal Information

Certain personal information, including health information, is classified as special category data under UK GDPR and receives additional legal protection.

As part of our educational programmes, we may need to collect information about:

  • - Medical conditions and health requirements.

  • - Allergies and medication.

  • - Disabilities or additional learning needs.

  • - Other information relevant to a student's safety, welfare or participation.

We only collect and process this information where necessary and where an appropriate legal basis and additional condition for processing sensitive information apply.

Access to sensitive information is restricted to authorised individuals who need it to fulfil their responsibilities.

Where necessary, relevant information may be shared with schools, accommodation providers, medical professionals or emergency services to protect a student's health and welfare.

8. Children's Personal Information

PT Education Pathways works with children and young people, and we recognise that their personal information requires particular protection.

We take appropriate steps to ensure that children's information is collected, processed and stored responsibly.

Where appropriate, we may obtain information and consent from parents or guardians. However, children also have their own data protection rights, and we will take account of their age, maturity and understanding when responding to requests relating to their personal information.

We will:

  • - Collect only information necessary for legitimate educational, administrative and safeguarding purposes.

  • - Explain how personal information is used in clear and accessible language.

  • - Apply appropriate security measures to protect children's information.

  • - Restrict access to personal information to authorised personnel.

  • - Share information only where there is an appropriate legal basis.

  • - Take appropriate action where information raises safeguarding concerns.

We will not use children's personal information for unrelated marketing purposes without an appropriate lawful basis and any necessary consent.

Further information about children's data protection rights is available from the Information Commissioner's Office (ICO)

9. Sharing Personal Information

We may share personal information with third parties where necessary to deliver our programmes, fulfil our legal obligations or protect the safety and welfare of students.

These organisations may include:

  • - Schools, colleges and educational institutions.

  • - Host families and accommodation providers.

  • - Educational agents and recruitment partners.

  • - Transport companies and travel providers.

  • - Insurance providers.

  • - Medical professionals and emergency services.

  • - Professional advisers, including accountants and legal advisers.

  • - Website hosting, IT and other technology service providers.

  • - Government departments, regulators and relevant authorities where legally required.

We only share information where there is an appropriate legal basis and where the disclosure is necessary for the relevant purpose.

We expect organisations processing personal information on our behalf to maintain appropriate confidentiality and security arrangements.

We do not sell personal information to third parties.

10. International Transfers of Personal Information

As an international education organisation, we may need to transfer personal information outside the United Kingdom.

For example, information may be shared with overseas schools, educational partners, agents, parents or guardians to arrange and administer educational programmes.

Where personal information is transferred outside the UK, we will ensure that an appropriate transfer mechanism or safeguard is in place, as required by applicable data protection legislation.

This may include transferring information to a country covered by UK adequacy regulations or using an approved international data transfer agreement or other appropriate safeguard.

We will take reasonable steps to ensure that personal information remains protected when transferred internationally.

11. How We Store and Protect Personal Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include:

  • - Secure electronic storage systems.

  • - Password protection and access controls.

  • - Restricting access to authorised personnel.

  • - Secure communication and information-sharing procedures.

  • - Staff confidentiality requirements.

  • - Appropriate backup and recovery arrangements.

  • - Reviewing our information security procedures.

Although we take reasonable steps to protect personal information, no method of electronic transmission or storage is completely secure.

Where a personal data breach occurs, we will assess the incident and take appropriate action in accordance with applicable legal requirements, including notifying the ICO and affected individuals where required.

12. How Long We Keep Personal Information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, safeguarding and reporting requirements.

Retention periods may vary depending on the type of information and the circumstances in which it was collected.

For example:

Type of information & Retention approach

Programme enquiries: Retained for as long as necessary to respond and manage the enquiry.

Student applications and bookings: Retained for the duration of the programme and any necessary subsequent administrative period.

Financial and payment records: Retained for the applicable statutory accounting and tax periods.

Medical and welfare records: Retained only for as long as necessary for programme administration, safeguarding and legal purposes.

Marketing information: Retained until consent is withdrawn or the information is no longer required.

Website technical information: Retained in accordance with the relevant cookie and analytics settings.

When personal information is no longer required, we will securely delete it or anonymise it, unless we are legally required or otherwise permitted to retain it.

Our final retention periods should be documented in a separate internal retention schedule.

13. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve functionality, analyse website performance and understand how visitors interact with our content.

Cookies may include:

  • - Essential cookies: Necessary for the basic operation and security of the website.

  • - Analytics cookies: Used to understand website traffic and visitor behaviour.

  • - Preference cookies: Used to remember certain visitor preferences.

    - Marketing cookies: Used, where applicable and permitted, to support advertising and marketing activities.

Where required by law, we will obtain your consent before placing non-essential cookies on your device.

You can manage your cookie preferences through our website's cookie settings, where available, or through your browser settings.

Disabling certain cookies may affect the functionality of our website.

For more information about the cookies we use, please refer to our Cookie Policy, where available.

14. Marketing Communications

We may use contact information to provide updates about our educational programmes, services and relevant opportunities.

We will only send electronic marketing communications where we have an appropriate lawful basis and comply with applicable electronic marketing and privacy legislation.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

Opting out of marketing communications will not affect essential communications relating to an existing application, booking or programme.

15. Your Data Protection Rights

Under UK data protection legislation, individuals have various rights regarding their personal information.

Depending on the circumstances, these include:

  • - Right of access: You can request a copy of the personal information we hold about you.

  • - Right to rectification: You can ask us to correct inaccurate or incomplete information.

  • - Right to erasure: You can request the deletion of your personal information in certain circumstances.

  • - Right to restrict processing: You can ask us to restrict how we use your personal information in certain circumstances.

  • - Right to data portability: You may request certain personal information in a structured, commonly used and machine-readable format.

    - Right to object: You can object to certain types of processing, including processing based on legitimate interests.

  • - Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.

  • - Rights relating to automated decision-making: You have rights in relation to certain decisions made solely by automated means.

These rights are subject to certain legal conditions and exemptions. For example, we may need to retain some information to comply with legal obligations or to establish, exercise or defend legal claims.

We will respond to valid requests within the applicable statutory time limits.

To exercise your rights, please contact us using the details provided in Section 2.

16. Complaints and Concerns

If you have any concerns about how PT Education Pathways collects, uses or stores your personal information, we encourage you to contact us in the first instance.

We will investigate your concerns and take appropriate steps to resolve them.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

You can contact the ICO if you believe that your personal information has been handled unlawfully or that your data protection rights have not been respected.

17. Third-Party Websites

Our website may contain links to third-party websites, including schools, educational partners and service providers.

We are not responsible for the privacy practices, content or security of external websites.

We recommend reviewing the privacy policies of any third-party websites you visit.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, our business operations, our programmes or our data processing practices.

Any significant changes will be published on our website, together with an updated revision date.

We encourage visitors, students and parents to review this Privacy Policy periodically.

Where required by law, we will provide additional information or notify affected individuals about significant changes to how their personal information is used.

19. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your personal information is handled, please contact us.

PT Education Pathways

Legal entity: PT Education Pathways Ltd. Registered address: 52 Abbotts Crescent, E4 9SB, UK. Email: info@pteducationpathways.co.uk Website: www.pteducationpathways.co.uk

Privacy Policy