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?

Method of collection

Why do we collect this information?

Who do we share this information with and why?

COLLEGE WEBSITE ACCESS

Unless you complete one of our on-line forms (mentioned below), we only collect

anonymous information regarding what pages is accessed and when, to improve the service we provide

This information is for college use only

VISITORS TO OPEN

EVENTS &

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 to ensure you are placed on an appropriate course

If you are under 19 at 31st August in the relevant

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

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 offer you Learner Support funds if you need help with extra costs such as transport, equipment or childcare

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), the

West Midlands Combined Authority WMCA (Adult FE), and the

English European Social Fund

If you are under 16 at 31st August we will share with your school, Local Authority or parents, as appropriate

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.

We will share your data with a named contact, where you are under 19 or a vulnerable adult, where appropriate and where you have agreed

We will share with your employer if you are an Apprentice or if they are sponsoring your studies

Where information relates to health, learning support or safeguarding, it is processed in accordance with UK GDPR special category conditions.

Non-Levy or Levy Apprenticeship Contract

Apprenticeship Initial review

Apprenticeship 10-week review

(where your course is cofinanced by DfE and ESF) To meet our legal and statutory responsibilities to The Office for Students (for

Higher Education students)

To maintain your Unique

Learner Number (ULN) and

Personal Learning Record

(PLR) on the Learner

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 the

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.

We share your details with 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.

Photographs for the use of college ID cards.

To ensure your safety at

College

To maintain the security of the College

To support identification and access control.

We will only share this information where there is a lawful basis to do so, including where necessary for the prevention or detection of crime or to comply with a legal obligation

Financial Details

Part of the enrolment process

Individual or family finance details are only collected if you apply for Financial Support

Bank details will be held for payments by Direct Debit

Credit Card details are not stored by the College

We do not share your financial details with anyone outside of the normal business of the College

CCTV and Body Camera

Footage

On all College Premises

To maintain the security of the College

To ensure the safety of students, staff and visitors.

We will only share or grant access to footage where there is a lawful basis and where necessary, including for the prevention or detection of crime, safeguarding, or where required by law.

Examinations and Achievements:

Exam Entry

Post Results Enquiry Form

Access Arrangement Form

To enable you to re-sit 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 the college

To meet our statutory reporting 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 your consent 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

We process safeguarding information where necessary to carry out our public task, meet legal safeguarding obligations, and protect the vital interests of individuals. This may include the processing of special category personal data.

We may share where appropriate and necessary safeguarding information with relevant external agencies, such as Social Services, 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 may share disciplinary information with your employer, where you are being sponsored or are an apprentice, or with a named contact and where you have agreed for us to do so, where you are under 19 or a vulnerable adult, Where appropriate and lawful.

This information is processed as part of our public task and to meet our legal responsibilities.

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 the

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: 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

JCQ: https://qualifications.pearson.com/content/dam/pdf/Support/Conducting-examinations/Information-for-candidates-privacy-notice.pdf?utm_source=copilot.com

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.