Privacy Statement

How We Use Your Information

Data Privacy Notice

Background

This notice is to help you understand how and why we collect your personal data and what we do with it. It also explains the decisions that you can make about your personal data.

This privacy notice applies to the personal data of our website users, including but not limited to prospective students as well as other people whom we may contact through our prospective students or other persons such as sponsors, employers, references and emergency contacts. It also applies to our suppliers whether partnerships and companies (including sole traders) or atypical workers such as independent contractors and freelance workers, who provide services to our school.

If you are a faculty member of the Asian Institute of Hospitality Management in academic association with Les Roches, you should refer to the Minor International PCL’s privacy notice, which can be found at https://www.minorhotels.com/en/privacy-policy. If you are a student, please refer to AIHM’s student privacy notice available on the student platform.

What is “personal data”?

Personal data is information about you that AIHM holds, which is used to identify you, or could be used to identify you when combined with other data, which AIHM either holds or is likely to obtain.

Website users

Whenever you use AIHM’s websites, even if you do not create an account and log in with your username and password, we collect a limited amount of data which we use to help us improve your experience on our website and manage the services we provide. Our web server automatically records details about your visit that does not, on its own, permit direct association with you including but not limited to your IP address, the website from which you visit us, the advertisements on which you have clicked, the type of browser software used, the pages that you actually visit including the date and duration of your visit, the language you choose and the way you navigate on our website – See “Cookies Policy” below for further information.

Prospective students

We may collect and process the following types of personal data about you:

• Your name, and contact information such as address, email address and telephone number, as well as your date and place of birth, gender, photo, country of domicile and your nationality including a copy of legal documents issued by public bodies such as your ID or passport
• Information relating to your education and employment history including but not limited to the school(s), college(s) and universities you have attended and places where you have worked, the courses you have completed, dates of study and examination results
• Financial details including credit/debit card number details (or those of your sponsor if different);
  information about your family or personal circumstances, and both academic and extracurricular interests, for example where this is relevant to the assessment of your suitability to receive a bursary or in order to provide you with appropriate help
• Sensitive personal data and information including information concerning your health and medical conditions
• Access and authentication information (e.g., user name, passwords)

AIHM doesn’t seek to collect personal data from individuals under the age of 16. Individuals under the age of 16 should receive permission from their parents or legal guardian before providing any personal data to us on the website.

Sponsors, employers, references and emergency contacts

We may collect and process the following types of personal data about you:

• Sponsors (e.g. parents or other legal guardians or relatives): your contact and financial details (e.g. bank details) and confirmation that you agree to sponsor the student with tuition and other fees
• References: your contact details and confirmation of the information provided by candidates or prospective students who have listed your contact details as a reference
• Emergency contact: your contact details provided by one of our students, candidates or faculty members who have listed you as their emergency contact
• Employer: your contacts, company details, evaluation and related information when you have accepted one of our students for an internship

Supplier data

We collect contact details of relevant individuals at your organisation as well as your bank details.

Regardless of the category you belong, the examples provided above are not all-inclusive. We also may collect similar or related information and in particular information you choose to share voluntarily about you.

Where does AIHM get your personal data from?

Website users

We collect your data automatically via cookies, in line with cookie settings in your browser. See “Cookies Policy” below for further information.

Prospective students

We obtain data about you from the following sources:

When you:

• Provide information through one of our online forms such as Contact Us, Register to Open Day, Registration to an Event; Register for a Private Tour, etc.
• Registered for one of our academic programmes, whether through an online application form, during a fair or otherwise
• Give us any information via email or other messaging channels, e.g. LinkedIn, Facebook, WhatsApp, SMS, phone calls etc.

Third-party sources:

• Such as organisations that assist us with pursuing our purposes described below, including your educational counsellor
• In the case that you ‘like’ our Facebook page or ‘follow’ us on Instagram, we will receive your personal information from those sites including any personal data you agreed with the respective websites to share

Sponsors, employers, references and emergency contacts

As a sponsor, we obtain personal data regarding you either directly from you, where you actively communicated them to us or from one of our students or prospective students.

As a reference or emergency contact, we obtain personal data regarding you from one of our students, candidates or staff members.

As an employer, we obtain personal data about you either directly from you, the company from which you contact us, your registration information on our Career and Internship Portal, or from one of our students as part of their compulsory internships.

Supplier data

We obtain personal data regarding you from the following sources:

• You, your employer or organisation from which you contact us proactively, usually by phone or email, or where we contact you, either by phone or email
• Third-party sources such as organisations that assist us with pursuing our purposes described below, including relevant due diligence services providers, media articles, social networking posts or other public sources like the internet

Why does AIHM collect and use your personal data?

All such data will be processed in accordance with applicable laws and regulation and the Minor International PCL Data Protection Policy as updated.

Website users

We use your data to help us improve your experience on our website. Our website also uses retargeting, which allows us to make our online content more interesting for you. Retargeting technology means we can advertise recently viewed and related products on our partners’ websites so that our adverts, even on other companies’ sites, are relevant to what you would like to see. We do this by analysing user behaviour from data collected by our cookies, even without having a user profile – See “Cookies Policy” below.

Prospective students

We will use the personal information you provide for the purposes of processing your application and providing you with the information and services you requested, including, but not limited to the following activities:

• Storing (and updating when necessary) your details on our databases
• Verifying your account and providing a personalised experience for you
• Allowing you to participate in the interactive features of our services, when you choose to do so
• Communicating with you about AIHM (including its services and programmes) and inviting you to events
• Automated decision making: the marketing team uses various modelling tools that will automatically process your data to assess the likelihood of you being interested in special promotions, new products and services, or upcoming events
• Assessing your application to one of our programmes

If your application is successful and you become a student, we will also use your personal data for study-related purposes.

Sponsors, employers, references and emergency contacts

As a sponsor, we store (and update when necessary) your details on our databases so that we can contact you in relation to the student you sponsor and process payments where relevant. We may also be conducting surveys. There is no requirement for you to take part in any of these surveys, however participation assists AIHM in enhancing sponsor and student experience.

As an emergency contact, we store (and update when necessary) the information that our students and candidates/staff members list about you on our emergency contact form and we will contact you in the case of an accident or emergency affecting them.

As a reference, we will contact you in order to take up a reference.

As an employer, we may use your personal data as follows:

• If you take one of our students as a trainee as part of our students’ compulsory internships, you will be requested to evaluate your trainee and provide certain information.
• If you register on our Career and Internship Portal, students may be allowed to access your information and reach out to you for the purpose of internships and employment, among other things.
• We may contact or inform you about upcoming Career Fairs, student placement and institutional initiatives.

 Supplier

We will use the personal information you provide to ensure that things run smoothly including, but not limited to the following activities:

• Storing (and updating when necessary) your details on our databases, so that we can contact you in relation to our agreements
• Communicating with you in relation to our agreements including paying for the services you provide (if this is part of the contractual arrangements between us)
• Performing due diligence: please note that if your services consist of acting on behalf of AIHM for any reasons, we may process your personal data, including information from the public domain, for due diligence purposes in accordance with our then-current policies

Our legal grounds for using your information

 Website users

Some cookies are necessary because the website is unable to function as effectively otherwise. We need your consent for using other cookies.

Prospective students

Contractual information

If you have requested information from us through one of our online forms or otherwise or if you have filled out an application form, whether or not online, we assume that you are happy for us to collect and otherwise use your personal data to give you the requested information and, where relevant, evaluate your application.

In case you are really interested in AIHM and our programmes, we want to provide you with tailored programme recommendations and relevant articles to read to help you with your application. We therefore think it’s reasonable for us to process your data to make sure that we send you the most appropriate content.

Therefore, AIHM may process your personal data often on the basis that it is necessary to enable it to meet its contractual and pre-contractual commitments.

Legal obligation

AIHM may also be required to process the above personal data in order to comply with its legal obligations.

Legitimate interest

Certain activities are necessary for the purposes of the legitimate interest of AIHM and other third parties, including students. These interests are not overridden by the interests and fundamental rights or freedom of the data subjects concerned.

Consent

Where none of these legal bases apply, your consent to process your personal data will be sought. If we ask for your consent to use your personal data, you can take back this consent at any time. Any use of your personal data before you withdraw your consent remains valid.

Sensitive personal data

Some of the information we collect and use may include sensitive personal data, the processing of which is either based on a legal obligation or on your consent as appropriate in each case.

Also, please note that the school will be processing some of your data because you have clearly made it publicly available, in particular, on the internet.

Sponsors, employers, references and emergency contacts

We need your consent for some aspects of our activities which are not covered by our legitimate interests.

If we ask for your consent to use your personal data you can take back this consent at any time. Any use of your personal data before you withdraw your consent remains valid.

Supplier

Contractual commitment and legal obligation

As a supplier, most of the time AIHM will process your personal data on the basis that it is necessary to enable it to meet its contractual and pre-contractual commitments or in order to comply with its legal obligations, for instance as regards to payments, taxes, etc.

Legitimate interest

We may use your personal data for the above purposes if we deem this to be necessary for our legitimate interests.

Regardless of the category you belong to, it may be necessary for us to process your personal data, where appropriate and in accordance with local laws and requirements, in connection with exercising or defending legal claims. This may arise, for example, where we need to take legal advice in relation to legal proceedings or are required by law to preserve or disclose certain information as part of the legal process.

Sharing information with others

For operational reasons, and as is necessary and proportionate for intended purposes, we may share your information with other entities in Minor International PCL.

For the purposes referred to in this privacy notice and relying on the basis for processing as set out above, we may also share your personal data with certain third parties:

• Government departments and agencies and local authorities where we have a statutory obligation to provide information
• Crime prevention or detection agencies (e.g. the police, the department for work) or our legal advisers
• Contractors, suppliers, agencies, or any other parties acting on AIHM’s behalf (collectively, “External Parties”) where there is a legitimate reason for their receiving the information, including but not limited to, third parties contracted to provide IT services for us, including cloud-based storage providers

AIHM contractually requires External Parties processing of personal data on behalf of AIHM to follow this policy, whether they are utilising AIHM’s and/or their own electronic systems and data management tools. AIHM employees are responsible for ensuring that any External Parties they work with in support of AIHM operations comply with this policy.

The website may contain advertising by third parties and links to other sites, or frames of other sites, where AIHM does not control how your data is processed. In those situations, please ensure you read and understand the privacy policies and practices of such websites and be aware that we are not responsible for the privacy practices or content of those third parties or other sites.

How do we secure your personal data?

We implement appropriate physical, administrative and technical measures designed to protect your personal data against accidental, unlawful or unauthorised destruction, loss, alteration, disclosure or access or use, and all other unlawful forms of processing.

AIHM contractually requires that External Parties provide equivalent levels of protection when handling your personal data and only process the data in accordance with our instructions.

For how long do we keep your personal data?

If we have not had meaningful contact with you for a period of three years, we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it.

When we refer to “meaningful contact” we mean, for example, communication between us (either verbal or written), or your active engagement with our online services.

If you become a student of AIHM, a basic record for individual students will be kept permanently by AIHM, with more detailed records kept for defined retention periods.

What decisions can you make about your personal data?

AIHM makes reasonable efforts to ensure that your personal data is reliable for its intended use. However, you are equally responsible for updating and checking the accuracy of the information provided to AIHM.

As an active user of this website you are able to make various decisions about your personal data. Your rights are as follows:

• To obtain access to, and copies of, the personal data that we hold about you
• To require that we cease processing your personal data if the processing is causing you damage or distress
• To require us not to send you marketing communications
• To require us to correct the personal data we hold about you, if it is incorrect
• To require us to erase your personal data
• To require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
• To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
• To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights

Please note that:

• The above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
• Information requests will be fulfilled free of charge, except in the cases of repetitive, manifestly unfounded, excessive requests or for further copies.
• Where our processing of your personal data relies on your consent and where you then withdraw that consent, it may affect the provision of the services.

Further information and guidance

AIHM reserves the right to modify this notice as needed, for example, to comply with changes in laws, regulations, AIHM practices and procedures, or to respond to new threats or new requirements imposed by data protection authorities. Please visit this page if you want to stay up to date, as we will post any changes here.

If you have questions about your personal data, email our Group Head of Data Privacy at: privacy.corporate@minor.com.

If you are not satisfied with how we are processing your personal data, you can make a complaint to the relevant data protection authorities.

Last update: July 2020

The www.aihm.education website is operated under Chao Phraya Resort & Residence Limited, a company registered in Thailand at:

257/6 Riverside Plaza Building, 9th Floor, Charoennakorn Road, Samrae, Thonburi, Bangkok 10600, Thailand

Cookies Policy

What are cookies?

Our websites, email messages and advertisements may use “cookies” and other technologies.

A cookie is a small text file that is stored on your computer, smartphone or any other device optimised for the internet when visiting a website. This text file stores information that can be read by the website when visiting it again at a later date and the files may be in one of two forms:

• Session cookies: only stored on your computer during your web session and automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any information from your computer.
• Persistent cookies: stored as a file on your computer that remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. For instance, we use persistent cookies such as Google Analytics and for personalisation (see below).

Some of these cookies are necessary because otherwise the website is unable to function properly. Cookies are also used to optimise the performance of the website.

Other cookies are convenient for the visitor: they remember your username in a secure way as well as your language preferences, for example. The school uses such cookies to help us provide you with a better user experience tailored to your personal preferences. By using cookies, we ensure that you do not receive or need to enter the same information every single time you visit the website.

Information collected by cookies and other technologies are most of the time non-personal information. However, to the extent that Internet Protocol (IP) addresses or similar identifiers are considered personal information by certain laws, we also treat these identifiers as personal data. Similarly, to the extent that non-personal information is combined with personal data, we treat the combined information as personal data for the purposes of this privacy notice.

Prevent cookies from being stored on your computer

For certain cookies, your consent will be required. More generally, you can manage the settings in your browser. Usually, your browser’s help section will provide information on how to change your cookie settings. You can find detailed information on how to change your browser settings by clicking here .

When you save your cookies settings, they should also apply to your future visits to the site. However, for technical reasons beyond our control, this cannot be guaranteed.

Your attention is drawn to the fact that our cookies improve your browsing experience on the website and allow you access to certain secure areas where necessary. Where this is the case, certain website functions may be altered or blocked. If you would like to accept the school’s cookies but block our partners’ cookies, you can set your browser to block third-party cookies.