Privacy Notice
Thank you for choosing to study at City of Wolverhampton College.
City of Wolverhampton College is committed to Protecting your personal data and being transparent about how we collect, use, store and share it.
We are committed to protecting your personal information and being clear about what information we hold about you and how we use it. This privacy notice tells you what personal data we collect, why we collect it, the lawful bases we rely on, who we share it with, how long we keep it and your rights under data protection law.
In order that you can progress through your course, we process personal data in accordance with the UK GDPR and the Data protection Act 2018. The City of Wolverhampton college processes personal data under a few lawful bases. Most student-related processing is carried out as part of our public task as a further education corporation. Where this does not apply, we rely on legal obligation, contract, consent, or legitimate interests, as appropriate. and when we record information about your journey at college, it is to ensure you receive the best possible support and outcome. We will not collect any information that is unnecessary.
You have the right to Request access to, Correction of, or erasure of your personal data. The right to erasure is not absolute and applies only in certain circumstance, where we process your personal data as part of our public task, to meet a legal obligation, or if you are a student and we are claiming funding from the Government, we will normally be required to retain your information and may not be able to erase. If you have any question about your rights or how we use your data, please contact dataprotection@wolvcoll.ac.uk and the Data Protection Officer will respond to you.
If you simply want to correct or update your information or your contact preferences, you can do so on-line: http:// www.wolvcoll.ac.uk/privacy-notice/ or by email to data@wolvcoll.ac.uk or by writing to the Funding & Compliance Team at the address below.
Please be aware that, if you change any of your names (unless it has been recorded inaccurately), we will require you to bring official documentary evidence into a Student Hub at any campus.
City of Wolverhampton College’s legal address: City Learning Quarter, St. George’s Parade, Wolverhampton, West Midlands, WV2 1AZ.
Telephone number: 01902 836000.
We are a further education corporation. We are also an exempt charity under the Further Education Act (1992).
City of Wolverhampton College is registered as a data controller with the Information Commissioner’s Office (ICO). If you would like to contact the ICO, their free help line is: 0303 123 1113. Our Data Protection Registration reference number is Z4708090.
Data Privacy is changing
As part of the UK GDPR and Data protection Act 2018 all organisations are require to review how personal data is been used or manage. From personal data to special category data.
Your Data Protection Rights
- Data protection law gives you rights over how your personal data is used. This includes the right to access your data, request corrections, and in some circumstances object to or restrict processing
- Where processing is not required for your course, funding or legal obligations, you may be able to manage your communication preference.
- We take data security seriously and use appropriate technical and organisational measures to protect your personal data.
Changes to this Privacy Notice
We may need to amend this Privacy Notice occasionally. Any changes will be published by updating this notice on our website. Where changes are material or affect how we use your personal data, we will take reasonable steps to notify you. For example, If you are a current applicant we will notify you via the email address provided on your application form or if you are a current student, we will email your college account.
Any questions about personal data?
If you have any questions or concerns about our collection, use, or disclosure of your personal information, please email: dataprotection@wolvcoll.ac.uk or telephone 01902 836000 and ask for the Data Protection Officer.
Alternatively, you can write to:
Data Protection Officer, City of Wolverhampton College, Wellington Road Campus , Wolverhampton, WV14 6BT
How we use your information relating to additional specific purposes
We will share your information in the following circumstances:
- We will share information for the prevention or detection of crime or to comply with a legal obligation.
- We will disclose details of medical conditions you have told us (or a third party) about, where it is necessary for us to help safeguard your health and safety and that of others, in line with data protection law.
- We will share information at your request, on completion of the Student Information Request Form or relevant consent form which is available at any Student Hub
- We will share with specific third parties for education-related research, analysis purposes or statutory reporting, where this is necessary for our public task or legal obligations, and appropriate safeguarding are in place.
- We do not sell your personal data and do not share it with third parties for marketing or sales related purposes.
What information do we collect about you?
What information do we collect?
| Why do we collect this information? | Who do we share this information with and why? |
COLLEGE WEBSITE ACCESS
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VISITORS TO OPEN EVENTS & CUSTOMERS OF COLLEGE FACILITIES
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to a specific enquiry
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APPLICATIONS
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academic year, we will share your information with Prospects CCIS, this is to support statutory tracking, participation and support for children and young people, and is carried out as part of our public task and legal obligations. |
Enrolment & On-going Study
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Apprenticeships), the
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Non-Levy or Levy Apprenticeship Contract
| (where your course is cofinanced by DfE and ESF) To meet our legal and statutory responsibilities to The Office for Students (for
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Department for Education
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Id Card and Photograph
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Financial Details
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CCTV and Body Camera Footage
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Examinations and Achievements:
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Attendance Records |
Apprenticeships), the
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Safeguarding Records |
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Disciplinary Records |
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Destination and Progression Records |
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Alumni
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Links to the Privacy Notices of other people we may share information with (as detailed above).
LRS: https://www.gov.uk/government/publications/lrs-privacy-notices
DfE: https://www.gov.uk/government/publications/privacy-information-key-stage-4-and-5-and-adult-education
WMCA: https://www.wmca.org.uk/media/axrb3ken/skills-programme_privacy-notice-2526.pdf
Student Loan Company: http://www.slc.co.uk/terms-of-use.aspx
Prospects: https://shawtrust.org.uk/privacy/
Office for Students (HEFCE): https://www.officeforstudents.org.uk/ofs-privacy/privacy-notice/?utm_source=copilot.com
Disclosure and Barring Service: https://www.gov.uk/government/publications/dbs-disclosure-services-privacy-notice?utm_source=copilot.com
How we keep your information secure
We are committed to protecting your personal data and have appropriate technical and organisational measures in place to prevent unauthorised access, loss or disclosure.
These measures include:
- All staff are trained in Data Protection and information security best practices.
- Physical security controls at our premises.
- Secure IT systems and network protections.
- Restricted access to personal data on a need-to-know basis.
- Secure storage and confidential destruction of paper records in line with our retention schedule.
Records Retention
We review our retention periods for personal information on a regular basis. We are legally required to retain some types of information to fulfil our statutory obligations. We will keep your personal information only for as long as necessary for the purpose for which it was collected, or as required by law or any relevant contract.
When personal data is no longer require, it will be securely and confidentially destroyed in accordance with our records retention schedule.
Children and Young people
We are committed to protecting the personal data of children and young people.
Where we process personal data about learners under the age of 18, this is usually necessary for our public task, legal obligations, or to provide education and safeguarding support. In these circumstances, parental and guardian consent is not required.
In the circumstance where we rely on consent as the lawful basis for processing personal data (for example, for optional communications or activities), we ensure that consent is obtained appropriately. For learners under 13, this will usually involve a parent or guardian.
We take particular care to ensure that information provided to children and young people is clear, accessible and age appropriate.
International Transfer
Some of our systems and service providers may be located outside the United Kingdom. Where we transfer personal data outside the UK, we ensure that appropriate safeguards are in place in accordance with UK GDPR.
These safeguards may include:
- Transfer to countries recognised by the Uk as providing an adequate level of data protection; or
- The use of approved contractual safeguards, such as Standard Contractual clauses (SCC) or Binding cooperate rules (BCR) as required.
Further information about international transfer and the safeguards we use can be obtained by contacting dataprotection@wolvcoll.ac.uk
What information do we collect about you?
What information do we collect about you?
College Website Access
Why do we collect this information?
Unless you complete one of our on-line forms (mentioned below), we only collect anonymous information regarding what pages are accessed and when, to improve the service we provide.
Who and why do we share this information with?
This information is for college use only.
Visitors to Open Events and Customers of College Facilities
• Verbal or On-line Enquiry
– To contact you in response to a specific enquiry
– To supply you with the service you have requested
This information is for college use only.
Applications
• On-line
• Application Form
• To progress your application and send you interview dates.
• To provide you with impartial advice and guidance.
• To advise you about the enrolment process, enrolment dates and ensure you are on the right course.
If you are under 19 at 31st August in the academic year, we will share your information with Prospects CCIS, to improve the well being of children and young people.
Enrolment and Ongoing Study
• Enrolment Form
• Change of Details Form
• Additional Learning Support Form
• Discretionary Learner Support Form
• Adult Loan Letter
• DfE Learner Satisfaction Survey
• Apprenticeship Individual Learning Plan (ILP)
• Apprenticeship Commitment Statement
• To enable us to contact you while you are a student
• To ensure that you are treated fairly
• To offer you Additional Learning Support should you need help with your studies.
• To ensure your safeguarding at College
• To meet our legal and statutory responsibilities to our funding agencies:
– Department for Education DfE
(Youth and Adult FE & Apprenticeships)
– West Midlands Combined Authority WMCA (Adult FE)
– The English European Social Fund
• If you are under 19 at 31st August in the academic year, we will share your information with Prospects CCIS, to help improve the well-being of children and young people. We are also obliged to inform them when you leave College.
• If you are under 19 at 31st August or a vulnerable adult, we will also share information with your ‘named contact’ in order to support your studies, if it is in your interest for us to do so and you have given us permission to do so.
• We will share with your employer if your are an Apprentice or if they are sponsoring your studies
Non Levy or Levy Apprenticeship Contract
• Apprenticeship Initial review
• Apprenticeship 10 week review
• Where your course is co-financed by ESFA and ESF, it is to meet our legal and statutory responsibilities to The Office for Students (for Higher Education students)
• To maintain your Unique Learner Number (ULN)
• Personal Learning Record (PLR)
• On the Records Service (LRS)
• To manage your Adult Learner Loan
• To manage your employer’s expectations if you are an Apprentice or your studies are being sponsored by your employer
• If your programme of study requires us to take up reference or obtain disclosure from the Disclosure and Barring Service (DBS), we will inform you beforehand.
• To maintain your contact preferences for surveys and marketing
We share this information with:
• DfE and West Midlands Combined Authority (WMCA), who use it to exercise their functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009.
• The English European Social Fund (ESF) Managing Authority so that they can evaluate the effectiveness of
your course.
• The Learner Records Service for the maintenance of your ULN and PLR
• If you are on an HE funded course, we will share with The Office for Students (the new independent regulator of Higher Education in England)
• If you apply for an Adult Learner Loan, we will share information with the Student Loan Company
• We will share your details with the
DBS should it be a requirement for your programme of
study
ID Card and Photograph
• Part of the enrolment process
• To ensure your safety at College
• To maintain the security of the College
•We will not share this data without your express permission, unless it is for the purposes of the prevention or detection of a crime
CCTV and Body Camera Footage
• On all College Premises
• To maintain the security of the College
• To ensure your safety at College
• We will not share this data unless it is for the purposes of the prevention or detection of a crime
Examinations and Achievements:
• Exam Entry
• Post Results Enquiry Form
• Access Arrangement Form
• To enable you to resit an examination should it be required
• To give you access to Post Results Services
• To obtain permission from the Awarding Bodies to support your requirement for Access Arrangements
We share your details with the relevant Awarding Body as appropriate. For all examination processes the College adheres to the Joint Council for Qualifications (JCQ) regulations
Attendance Records
•To ensure your safety at College
• To meet our statutory responsibilities to our funding agencies: DfE (Youth and Adult FE & Apprenticeships), the WMCA (Adult FE), the European Social Fund and the Office for Students (Higher Education)
•We will share this information with Auditors employed by the DfE to meet our statutory responsibilities We will share with your employer only if they are sponsoring your studies
• If you are under 19, we will also share attendance information with your ‘named contact’ in order to support your studies, if you have given us permission to do so.
• For the purposes of the prevention or detection of a crime
Safeguarding Records
• All students and staff have the right to feel safe at college.
• Other people should not hurt or abuse you in any way
It may be necessary to share referred students details with Social Services or the Youth Offending Team
Disciplinary Records
To ensure that the necessary support is put in place to allow you to continue with your studies and succeed in your programme of study
We will only share these records with your employer if you are being sponsored or with your named contact if you are under 19, if you have given us permission to do so.
Destination and Progression Records
• To meet our legal and statutory responsibilities to our funding agencies
• To allow us to see how well we meet your expectations. To help us to improve our service to you and curriculum offer, if necessary.
We share this information with:
• Department for Education (DfE) and West Midlands
Combined Authority (WMCA) who use it to exercise their functions and to meet its statutory responsibilities,
including under the Apprenticeships, Skills, Children and Learning Act 2009.
• The English European Social Fund (ESF) Managing Authority so that they can evaluate the effectiveness of
your course.
Alumni
• On-line Form
• To contact you in response to a specific enquiry
• To inform you of courses and job offers at college
This information is for college use only.
Links to the Privacy Notices of other people we may share information with (as detailed above).
LRS
DfE
WMCA
JCQ
Student Loan Company
Prospects
Office for Students (HEFCE)
Disclosure and Barring Service
How we keep your information secure
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. These include:
- All staff are trained in Data Protection best practice and acceptable uses of ICT.
- We operate a clear desk and lock PC policy
- All internet activity is monitored by our network engineers and firewall. Application and URL filtering to monitor and control activity on our network. Antivirus software to protect against virus attacks and keyword monitoring software to allow us to proactively monitor activity on college computers. User activity on college machines is recorded.
- All visitors are signed in and out of the premises and are always accompanied while they are in College
- Paper records are kept in secure storage with access limited to a small number of staff and are confidentially destroyed at the end of their retention period
Records Retention
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Your data will be confidentially destroyed when it is no longer required for the purposes collected.
If you are 16 or under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ we will require your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.