SW Borders – Privacy Policy
Last updated: 1st December, 2025.
At SW Borders, we are committed to protecting the privacy, security, and integrity of the personal information we collect. This Privacy Policy explains the types of information we gather about students and applicants, their parents or legal guardians, sponsors, guarantors, local representatives, and any individual who interacts with our services. It also explains how we use, share, and protect this information, along with the rights you have regarding your data.
Please read this Privacy Policy carefully to understand how and why we process personal information.
Key Terms
Throughout this policy, the following terms are used:
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Student – Anyone applying to, enrolled in, or previously connected with SW Borders programs or supported through our application assistance services.
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Parent – A student’s parent involved in the student’s wellbeing or educational decisions.
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Legal Guardian – An individual legally authorised to make decisions on behalf of a student under 18.
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Local Guardian / Local Representative – A qualified adult or organisation appointed to provide local assistance and emergency support for a student studying abroad.
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Sponsor – An individual, government agency, or organisation providing financial support for a student’s tuition or living expenses.
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Guarantor – A person who agrees to be financially responsible for a student’s accommodation or financial obligations if the student is unable to pay.
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Agent – A third-party consultant or organisation assisting students with applications or program decisions.
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SW Borders Services – All academic preparation services, application support, advisory services, student placement assistance, and related offerings provided by SW Borders.
Who We Are
SW Borders provides academic placement, educational advisory services, and student support solutions.
We act as the data controller, which means we determine how personal information is collected, used, and safeguarded.
When we refer to “SW Borders,” “we,” “us,” or “our,” we mean the SW Borders entity responsible for processing your personal data.
How to Contact Us
If you have questions, concerns, or requests related to your personal information, you can contact our Data Protection lead:
Email: privacy@swborders.com
Postal Address: [Insert Company Address]
Individuals located in regions with additional data protection requirements (such as the EU, UK, or China) may contact us for regional guidance on compliance obligations.
You have the right to lodge concerns directly with your local data protection authority; however, we encourage you to contact us first, and we will respond within 30 days.
What We Mean by Personal Information
Personal information refers to any data that identifies or can be linked to an identifiable individual, such as:
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Name
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Contact details
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Address
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Passport or ID details
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Education information
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Financial information related to fees or accommodation
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Online identifiers (e.g., IP address, browser data)
Anonymised information, which cannot identify an individual, is not considered personal data.
Special Category Data
Some information is considered more sensitive and requires additional protections. This may include:
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Health information*
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Disability or accessibility needs*
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Racial or ethnic background*
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Religion or belief*
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Sexual orientation*
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Gender identity*
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Criminal conviction information*
We only process this information when absolutely necessary and under strict legal bases.
Data Protection Principles
We follow strict data protection standards. Your information will be:
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Used lawfully, fairly, and transparently
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Collected only for legitimate, explained purposes
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Limited to what is necessary
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Kept accurate and up-to-date
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Stored only as long as required
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Protected using strong security measures
How We Use Personal Information
We process personal information for purposes such as:
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Assisting students with educational guidance and application support
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Facilitating placement into schools, colleges, or universities
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Managing enrolment, accommodation, or service-related obligations
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Ensuring student safety, welfare, and emergency response
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Maintaining security on campuses or facilities
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Managing financial transactions and verifying payment ability
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Improving our services, including through technology and analytics
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Meeting legal, immigration, or regulatory requirements
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Communicating program updates, service offerings, and relevant opportunities
We process information only when one of the following legal bases applies:
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Performance of a contract (e.g., student services, application assistance)
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Legal obligation (e.g., immigration compliance, safety regulations)
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Legitimate interest (e.g., service improvement, fraud prevention)
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Vital interest (e.g., emergencies or safety protection)
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Consent, only when required (e.g., marketing or processing certain sensitive data)
You can withdraw consent at any time.
Information We Collect and Why
Below is a summary of the types of information we may collect depending on your relationship with SW Borders.
A. If You Are a Student
During Enquiries or Initial Contact
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Name
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Contact details
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Age and nationality
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Education interests
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Your enquiry or questions
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Engagement with our website or events
Used for: responding to enquiries, suggesting programs, or providing relevant materials.
During Application or Registration
We may collect:
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Identity details (name, DOB, gender, nationality)
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Passport and visa information
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Academic history and qualifications
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English proficiency level
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Funding details
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Preferred study destinations
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Criminal conviction information*
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Health or disability-related needs*
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Sponsor or guardian details
Used for: processing applications, verifying eligibility, fulfilling legal requirements, and ensuring appropriate support.
Safety & Emergency Contacts
We may collect details of emergency contacts such as:
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Name
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Phone number
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Email
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Relationship to you
Used for: safeguarding, legal compliance, and emergency communication.
Equality & Diversity (Optional or Required by Regulation)
We may request optional details, such as:
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Ethnicity*
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Religion or belief*
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Gender identity*
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Sexual orientation*
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Parental education background
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Foster care history*
Used for: reporting, improving accessibility, and meeting regulatory obligations. Processed only with explicit consent.
During Your Studies
We may collect:
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Attendance data
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Academic records and progression
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Payment information
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Behaviour or conduct notes (if necessary)
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Information related to academic integrity investigations
Used for: providing education services and fulfilling contractual obligations.
Exams (In-person or Online)
We may collect:
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Identity verification data
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Time of arrival
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Exam logs or supervisor notes
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CCTV footage (where applicable)
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For online exams: audio/video recordings, device information, IP address, secure browser data
Used for: exam security, identity verification, and academic integrity protection.
Technology & Website Interactions
We may collect:
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IP address
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Browser type
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Device identifiers
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Cookies and usage patterns
Used for: website functionality and service improvements (see Cookie Policy).
Artificial Intelligence (AI) Tools
We may use AI for:
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Chatbots or automated support
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Sorting enquiries
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Providing quick responses
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Improving internal support workflows
We ensure:
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You are told when interacting with AI
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AI does not use your personal data for external training unless anonymised
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You may opt out where applicable
B. If You Are a Parent, Legal Guardian, Sponsor, or Guarantor
We may collect:
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Name and contact details
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Relationship to the student
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Passport or ID details
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Billing and payment information
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Financial ability to act as a guarantor
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Information required for legal or regulatory checks
Used for: supporting the student’s application, financial verification, emergency communication, and accommodation contracts.
If legally required information is not provided, we may be unable to deliver services to the student.
When We Share Personal Information
We only share personal information when necessary and legally justified, such as:
A. With Service Providers
For services including:
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Payment processing
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IT and website support
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Marketing and customer service
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Exam proctoring
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Accommodation providers
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Debt recovery (if applicable)
These providers follow strict confidentiality and security requirements.
B. With Educational Partners
We may share information with universities, colleges, or institutions relevant to your application or placement.
C. With Government or Regulatory Bodies
Shared when required for:
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Immigration compliance
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Safety and welfare regulations
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Legal reporting obligations
D. With Parents, Guardians, Sponsors, or Guarantors
When necessary for:
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Safety
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Welfare
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Financial matters
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Application processes
E. Within the SW Borders Group
Information may be shared internally where required for operational or legal purposes.
International Transfers
If personal information is transferred outside your country, we ensure appropriate protections such as:
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Standard contractual clauses
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Adequacy decisions
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Secure transfer mechanisms
How Long We Keep Your Information
We retain information only as long as necessary to:
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Fulfill service commitments
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Meet legal or regulatory requirements
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Resolve disputes
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Maintain accurate records
When no longer needed, data is securely deleted or anonymised.
Your Rights
Depending on your location, you may have legal rights such as:
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Access to your data
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Correction of inaccurate information
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Deletion of your data (“right to be forgotten”)
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Restriction of processing
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Data portability
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Objection to certain processing
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Withdrawal of consent
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Complaints to a data protection authority
You may exercise these rights by contacting us at privacy@swborders.com
Keeping Your Information Safe
We use administrative, technical, and physical safeguards to protect personal information from loss, misuse, or unauthorised access.
Updates to This Policy
This Privacy Policy may be updated periodically. The updated version will be posted on our website with the date of revision.