Privacy Policy

1. Information We Collect

Securing a legal teaching placement, Non-Immigrant B visa sponsorship, and a digital work permit in Thailand requires specific personal and academic credentials. Depending on how you interact with our forms and team, we collect:

• Identity Documents: Passport identification page copy, national ID card copy, official passport-style photos, nationality, date of birth, and contact information (email address, telephone number, and messaging handles such as WhatsApp or LINE).
• Academic Credentials: Physical or digital scans of your original Bachelor degree certificate, sealed official university transcripts, graduation certificates, and TEFL or CELTA accreditation documents.
• Background & Safeguarding: National criminal record check clearance issued by your home country law enforcement agency (such as FBI, DBS, ACIC, or Garda clearances), required for child safeguarding across Thai school campuses.
• Professional Profiles: Curriculum vitae (CV), resume, employment history, reference letters, and candidate introduction video recordings submitted via unlisted links.
• Intake Form Answers: Responses provided on our online application forms (target grade levels, location preferences, start dates, and language proficiency certifications such as TOEIC or IELTS scores).

2. Purpose of Data Processing

We process your personal information strictly for genuine employment placement and administrative coordination:

• Candidate Evaluation: Reviewing your academic eligibility against statutory requirements established by the Ministry of Education and Ministry of Labour.
• School Matching: Presenting your professional profile, video introduction, and resume to partner school administrators and academic directors who have active teaching vacancies.
• Immigration & Licensing Paperwork: Preparing official school sponsorship letters, Khurusapha (Teachers Council of Thailand) teaching licence waiver packets, Department of Employment WP-3 pre-approval requests, and Section 60 digital work permit registrations.
• Ground Coordination: Arranging arrival logistics, airport group transfers, orientation week accommodations in Sukhothai, and apartment check-in assistance with landlords for TM.30 reporting.

3. Authorized Data Sharing

Your candidate documentation is only disclosed to parties directly involved in your recruitment and legal employment chain:

• Hiring Partner Schools: The specific school in Thailand reviewing your profile or employing you on contract. Your hiring school is your legal employer and requires your complete credential file for campus personnel registries.
• Thai Government Authorities: Official ministries and departments that legally require candidate dossiers, including:
  • The Ministry of Foreign Affairs (Royal Thai Embassies and Consulates managing Non-B e-Visas).
  • The Ministry of Labour (Department of Employment and Provincial Labour Offices issuing digital work permits).
  • The Teachers Council of Thailand (Khurusapha, assessing teaching waivers).
  • The Immigration Bureau (Royal Thai Police, processing entry permissions, extensions, and TM.47 reports).
• Service Providers: We use reputable commercial software providers to host our website and manage intake submissions. These include Squarespace (website hosting and intake form handling), standard cloud storage providers (such as Google Workspace for candidate document files), and email hosting services. These platforms process technical data in accordance with their respective privacy and security policies.

4. Security Standards & Technical Limitations

We take reasonable administrative, technical, and physical precautions to safeguard the files and personal details you share with our team. Access to candidate folders is restricted to authorized coordinators, admissions managers, and visa specialists.

However, no digital data transmission over the internet or cloud storage infrastructure can ever be guaranteed as completely unbreachable or error-free. We do not claim an absolute or impenetrable security guarantee. We encourage applicants to exercise caution when transmitting sensitive documents online, to use password-protected links when possible, and to avoid sharing private login credentials over unencrypted channels.

5. Data Retention

We do not maintain arbitrary retention timelines. We retain candidate documents only for as long as needed to satisfy legal, operational, and regulatory requirements:

• Placed Teachers: We retain employment contracts, academic scans, and visa documentation for the active duration of your contract and as long as needed to support subsequent Non-B extensions, work permit renewals, tax documentation, and formal contract closeout paperwork with provincial labour offices.
• Unplaced Applicants: If your application does not proceed to a placement offer or if you withdraw your candidacy, your files are retained for a reasonable period to allow for re-application matching across subsequent school terms, after which files are archived or securely deleted.

6. Data Protection Rights: PDPA and GDPR

Our data processing practices adhere to applicable national and regional privacy frameworks:

Your Rights

Subject to applicable law, you have the right to request access to the personal data we hold about you, request the correction of inaccurate or incomplete information, or request the deletion of your candidate files if your placement process has concluded and records are no longer required by Thai immigration or labour authorities.

To exercise these rights, submit a written request to our administrative team at: admin@kidsenglishthailand.org. We verify applicant identity prior to acting on data access or deletion requests.