Your privacy is important to us at WHF Host Families.

WHF Host Families is GDPR compliant. This means we have a duty of care to store and process the information you give us according to the legislation.

We are committed to protecting and respecting your privacy.

Everyone has rights with regard to the way in which their personal data is handled. During the course of our activities we will collect, store and process personal data about our customers, suppliers and other third parties. We recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Our Privacy Policy:

We will not collect or store your personal information for any purpose other than for the arranging of host family accommodation and contacting you regarding allocations.

The information we collect and store will be that found on your completed Application Form, your Disclosure and Barring Service (DBS) check and Gas Certificate, along with photos of your house, rooms and family members, if you have given us written permission to take them.

We will not share your personal information with third parties other than those who need to use it for the sole purpose of arranging host family accommodation.  These parties include Agents, Schools, group leaders and Parents of visiting students.

The information that we share with these approved third-parties is limited to your names, addresses, contact numbers, pets and whether or not you are smokers.  This information will be used by the third party agents solely to inform the schools and students about their Host Families and for no other purpose.

No other information will be given without your express consent, with the exception of any long stay/ Asian hosting where the Agent will also be given your email addresses, professions, years of birth, children’s names, children’s genders, children’s years of birth and family hobbies. This information will be used by the third party agent to inform the school and students about their Host Family and for no other purpose.

Any personal information that we share with these third parties as attachments to emails, will be password protected. The information that you provide to us will be scanned and stored safely on a secure cloud service, which is GDPR compliant. This is also where we store all Administration for the incoming groups. A back up of this information will be held by the Managing Director (or other designated member of the WHF Ltd team) on an external hard-drive which is GDPR compliant.

All paper copies of forms you have completed, containing personal information, will be stored securely. Over the Summer we will scan the paper copies to a secure cloud service, then shred and dispose of them safely, with the exception of accounting information that must be retained for tax purposes and will be stored securely on the secure cloud service and on an external Hard Drive.

You have the right to withdraw your permission for us to store your information, at any time and you have the right to withdraw your permission for us to process your information, at any time.

Should you wish to withdraw your permission, you can do this by contacting any WHF Ltd Administrator, either by email or post.  They will then action your request and delete your details from our records.