How we use your data
New College Swindon is committed to protecting your privacy. We are a registered data controller under the Data Protection Act 2018 and GDPR. The information we collect is essential in order for us to carry out our legal responsibilities, functions and tasks. We hold personal information about you electronically and in paper format, under the requirements of the Data Protection Act 2018 (DPA) and General Data Protection Regulation (GDPR). We follow security procedures regarding the storage and disclosure of information which you have given us in order to avoid unauthorised loss or access. As such we have security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.
What information do we hold about you?
During the course of your involvement with the College, your personal information is collected, stored and processed securely by us. Much of the information we ask you to provide is linked to government requirements for funding courses. The information that we collect includes, but is not limited to:
- Your name, contact information, such as address, email address and telephone number, date of birth, country of domicile and nationality.
- Residency information to confirm your eligibility for funding
- Information relating to your education and employment history, the school(s), sixth form college(s) and other colleges you have attended, the courses you have completed, and examination results.
- Information used to contact your next of kin in case of an emergency
- Information about your family or personal circumstances
- Course enrolment details, your attendance, assessments and progress monitoring information
- Financial information collected for the purposes of administering fees and charges, loans, grants, studentships and financial support
- Information about your engagement with and use of College services, such as the Library and employability support services
- Information relating to the provision of advice, support and welfare, such as information relating to your use of the services offered by our Student Support Team including counselling, careers advice and nursing
- Information related to the prevention and detection of crime and the safety and security of our staff and students, including, but not limited to, CCTV recording and data relating to breaches of College regulations
The College also needs to collect and process personal ‘sensitive personal data’ under the Data Protection Act, and ‘special categories of data’ under the General Data Protection Regulations including:
- Your health and disabilities, to provide support and enable access to College services and to determine course suitability
- Your ethnic origin for equal opportunities monitoring
- Previous criminal convictions, before a place can be offered on certain programmes
Why do we collect this information?
The information we collect from you is used for a range of purposes, including:
- the administration tasks linked to your application/enrolment
- to facilitate, support and deliver your education
- to improve the services and facilities we provide
What is our lawful basis for processing your information?
The information we collect is necessary for your enrolment as a student, to manage your progress on your course is required by law. You must provide it in order to enrol at the College.
The lawful basis for holding personal data about you is:
- Article 6C (Legal Obligation), and
- Article 6e (Public Task)
- Where we require your consent to process your information, we will obtain this from you at the point we collect your information
How do we use your information?
Your personal information is used for a range or purposes, including:
- Administration of the application process, including informing the decision about suitability for potential programmes of study
- Academic administration and to facilitate your education, including admission and registration, administering programmes of study, organising professional placements, recording progress, agreeing awards, assessments, examinations, attendance monitoring and research
- To administer the financial aspects of your relationship with us and any related funders e.g. Student Loans Company (SLC), Learning Support Fund (LSF)
To administer your use of facilities and participation at events (for example building access, computing services, libraries, employment services, functions)
- Administration of complaints
- Administration of other regulatory processes where you provide personal information to us – for example, Non Exam Assessment requests, Exam Access Arrangements, to enlist participation in student surveys and student feedback reporting
- Fulfil statutory reporting requirements
- To monitor our responsibilities under equality legislation
- Ensure the health, safety and well-being of students
- Assessment and provision of support services to students
- Monitor compliance with College regulations
- Management reporting/ performance monitoring
- For the provision of your academic transcript and if appropriate an award certificate
- Administration of the College CCTV system in accordance with our CCTV policy
How government departments use your information
We pass information to government agencies to meet funding arrangements as required under our contractual obligations. The College is a Data Processor for the Education and Skills Funding Agency. This means that the College will pass most of the personal information and some of the sensitive information you provide to the Education and Skills Funding Agency and the Department for Business, Innovation and Skills (BIS). Where necessary it is also shared with the Department for Education (DfE).
The information is used for the exercise of functions for these government departments and to meet statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009.
Further information about the use of and access to your personal data, and details of organisations with whom the data is regularly shared are available at: www.gov.uk/government/publications/esfa-privacy-notice
The information you supply will be used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN), and to create your Personal Learning Record (PLR). For more information about how your information is processed and shared refer to the Extended Privacy Notice available on Gov.UK https://www.gov.uk/government/...
If you are undertaking a HE course with us, your information may be passed to the Office for Students (OfS) for funding purposes. more information can be found on the OfS website: https://www.officeforstudents....
How long do we keep your information?
The information you provide us will be kept for the duration of your studies and for a period of time after your completion of your course(s). The college is required to retain certain information to comply with financial and audit regulations, the Limitation Act 1980, and to provide references for former students.
You have the right to ask for a copy of the information we hold on you in an electronic format. This is called a subject access request and you should contact New College’s Data Protection Officer by email DataProtection@newcollege.ac.uk to initiate this request.
If you wish to correct any information held about you by the College, contact the College Information Systems department (CIS) email@example.com.
Generally, the College's lawful basis for processing your information is part of our public interest task of providing education to you. When we collect information that is not required for these purposes, such as marketing, we will ask for your consent to use your information. If you provide consent for us to collect and hold your information for certain purposes, you have the right to change your mind and remove consent. Please contact the College's Data Protection Officer by email DataProtection@newcollege.ac.ukfor advice and guidance on this.
Whenever you provide us with personal information, we will treat that information in accordance with this statement, current legislation and our Data Protection Registration (Registration Number: ZA044711). We also aim to meet current best practice.
If you would like further information on how we handle your personal information or you have any concerns please contact the College's data protection officer (CIS Manager) by emailing DataProtection@newcollege.ac.uk or writing to Data Protection Officer, New College Swindon, New College Drive, Swindon, SN3 1AH. We do our utmost to protect your privacy but if we unable to address your concerns to your satisfaction you also have the right to complain to the Information Commissioners Office. More information can be found on www.ico.org.uk/concerns