1. Controller and contact
1.1 The data controller is THE STUDENT INFOX HUB LTD (company number 17460540), registered in England and Wales. Registered office: 33 Frederick Road, United Kingdom trading as The Student InfoX Hub.
1.2 Questions and data-rights requests: hello@studentinfox.com. This notice applies to our website, community forms, support enquiries, service bookings and communications.
2. Categories of personal data
2.1 We may receive your name, email, WhatsApp number, country, university, intended city, study intake, accommodation budget/preferences, travel and arrival details, service correspondence, booking/refund records, referral source and newsletter preferences.
2.2 Please do not send passports, visa documents, medical details or financial-account information unless specifically requested through a secure channel and necessary for an agreed service. We do not intend to routinely collect special-category data.
2.3 Basic technical and security logs may be generated by our website hosting and service providers.
3. Purposes and lawful bases
3.1 Enquiries, quotations, bookings and delivery: taking steps at your request before a contract and performing a contract.
3.2 Administration, customer support, safety, preventing abuse and improving procedures: legitimate interests where balanced against your rights, or legal obligations where applicable.
3.3 Payment records, tax and compliance: legal obligations and contract where relevant. Stripe processes card payments under its own applicable notices and arrangements.
3.4 Sending the Between Us newsletter: consent where required by the Privacy and Electronic Communications Regulations. Community membership alone does not count as consent. You can unsubscribe at any time.
3.5 Collecting optional student stories/testimonials or identifiable photographs for publication: use appropriate specific permission and other applicable lawful bases.
4. Sources and recipients
4.1 We generally collect details directly through Tally, WhatsApp, website forms, email, community events and bookings.
4.2 Depending on the service, information may be disclosed on a need-to-know basis to authorised team members, ambassadors, transport partners, accommodation contacts, hosting suppliers, Tally, Google Sheets/Workspace, Stripe, WhatsApp/Meta and Mailchimp.
4.3 We do not sell students’ personal data. We require processors to act under appropriate arrangements where required and disclose information when legally obliged.
5. Security
5.1 We use role-based access where possible, secure accounts, reasonable retention controls and limited sharing. No transmission method is completely risk-free.
6. Retention
6.1 We retain enquiry records only as reasonably needed to respond, manage disputes and meet legal obligations, subject to legal, contractual and dispute-resolution needs.
6.2 Financial documents may need longer retention for tax and accounting law. Marketing subscribers remain until unsubscribe or lawful deletion, subject to minimal suppression records.
6.3 We periodically remove or anonymise information no longer needed.
7. Rights and choices
7.1 Subject to applicable exemptions, you may request access, rectification, erasure, restriction, portability, objection or withdraw consent at any time.
7.2 To exercise rights, contact hello@studentinfox.com. You may complain to the UK Information Commissioner’s Office at ico.org.uk.
7.3 We do not rely on solely automated decisions producing legal or similarly significant effects.
8. Cookies and changes
8.1 Strictly necessary cookies or similar technologies may support security and functionality. We will document their names, purposes and durations once the site and third-party scripts have been audited.
8.2 Non-essential analytics or advertising tools will not be deployed without appropriate transparency and consent where required.
8.3 We may revise this notice when services or technology change and will display an updated effective date.
8.4 If you use interactive checklists, selected items are saved locally in your browser on this device so you can return to them. Use Reset progress to clear a checklist. This feature does not send your selections to InfoX.
9. Operational safeguards and transparency
9.1 We request only details needed for the relevant purpose. Where a parent or another person submits information on behalf of a student, we will consider authority and privacy before disclosing student information.
9.2 Access to Tally, spreadsheets, Stripe, email and messaging services is restricted according to job responsibilities, with account security controls and incident-response procedures as appropriate.
9.3 For newsletter registration, the optional Between Us opt-in is separate from joining the community. An unticked box does not authorise adding a person to the newsletter segment; records of consent and unsubscribes will be maintained.
9.4 Where information is shared with a contracted ambassador or transport supplier, it is limited to what is reasonably necessary to deliver the agreed service.
9.5 People may ask for details of applicable retention periods, recipients and international safeguards by contacting hello@studentinfox.com. We will respond to rights requests within the applicable legal time limits.
9.6 If our website introduces analytics, advertising or other non-essential cookies, we will update cookie information and obtain valid consent when required before setting them.