Cheshire College – South & West takes the protection of your personal information very seriously. For the purposes of the Data Protection Act the data controller is Cheshire College – South & West. Our ICO registration is : ZA309926 The following statements outline the data we collect and why and who this may be shared with.
Student information (including Prospective Students)
We will collect and process your name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information for the purposes set out below.
We will use your details for the fulfilment of the College’s contractual relationship with its students and for our public task to deliver educational programmes. This includes to determine and apply admissions criteria, process applications for admission, and monitor overall student numbers.
Parents/guardians, Schools, Colleges, Local Authorities, Youth Support and associated services may contact us to request that we confirm the status of a student’s application and the course they have applied for. We will share this information unless you inform us not to. Please contact the Admissions Team, email: firstname.lastname@example.org.
We will use your details to fulfill our learning agreement with you and for our public task to deliver educational programmes. We will use your information for setting assessments, marking/grading assessments, reviewing marks/grades awarded in response to notifications of mitigating circumstances, conducting meetings of examination boards, determining awards and classifications.
The Learner Services Team will use the information gathered to identify support needs and any required reasonable adjustments. Where appropriate support plans will be negotiated with the students and shared with identified staff to inform teaching and support strategies. The Learner Services Team will receive Education, Health and Care Plans and other educational and/or medical documentation from parents, schools, health professionals and local authorities and will identify College staff who these will need to be shared with.
To enable the Learner Services Team to fully support students they may actively contact parents and other relevant professionals to make a request for information relating to educational support needs. These will be shared with the College to help inform support plans. These plans will be shared with identified academic and support staff.
It is college policy that staff may contact named parents/guardians of students under the age of 18, during their course, to discuss academic progress, attendance, welfare concerns and conduct. Students who do not wish the College to make such contact may be granted an exemption by writing to the Principal at the commencement of their course.
We will process students’ name, date of birth, parent’s details, emergency contact details, course details and any health, well-being and educational needs so that we can facilitate a work experience placement. We will use this information to confirm student placement details with their parent and the employer. We will also use the details to conduct risk assessments on placements and monitor attendance.
We will share this personal data with the prospective work experience employer and with Changing Education to support the delivery of our work experience programme and provide work experience software.
The College will also ask for information about health problems, such as allergies, conditions such as asthma or diabetes and recording that a student is pregnant. We will use this information to cater for special dietary needs, so that we can respect and facilitate a student’s religion, for health and safety reasons including prior to taking students on a field trip and as part of pastoral duties. This information will be used to inform support plans which will be shared with the appropriate staff.
We may share this personal data with third parties such as another College where a student is taking part in an exchange programme. Where appropriate we will ask for explicit consent to process this information; however, we may also rely on other legal basis to process this information, including processing the data to protect the students or another individual’s vital interests.
The College uses sub-contractors for the delivery of some of its courses and programmes. As such, these third parties have access to student personal details including name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information.
Appropriate contracts will be implemented with these sub-contractors, as data processors, to ensure they process personal data in line with the law.
The College may share personal details including name, attendance details, courses completed and results with Higher Education providers and/or employers on receipt of a reference request.
We will collect bank details if we need to administer any charges or refunds relating to courses or training programs. We will share your name with the College bank if there is a problem with the payment, and our auditors have access to our payment records.
We will collect the names, addresses and contact details of students and student parents/guardians who apply to use the college transport services. We collect this data to ensure the safe arrival of all our students. For example, we may contact you or your parent/guardian in the event of some disruption to services or due to an emergency, bad weather or accident. We will share a passenger list with the bus companies so that the drivers can check student ID and bus passes on embarkation.
The College uses CCTV on its premises and will also collect your photograph for the purpose of identifying and protecting our students, staff and premises. This data may be shared with the Police and other agencies where the College is required or permitted to do so by law.
Your photograph or video may also be taken and used as part of promotion of the College events or activities taking place at the College. You will be informed if photographs or video is being taken so you can refrain from being include if you wish to.
If your child is under the age of 18 years old at the start of their studies we require them to provide your (parent/guardian) name, email and phone number. We collect this information to support the communication with potential students during the application process and to keep you informed about your child’s performance and attendance.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information and so if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.
Candidates are asked to provide proof of identity and qualifications at the interview. Photocopies of original documents are only retained if the candidate is successful.
If you are unsuccessful for the position you have applied for, your data will be held for a period of six months, in case of any queries regarding the outcome or for feedback purposes.
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and assess suitability for the role.
You will therefore be required to provide:
Upon commencement of your employment, we will also ask you for the following:
Our contract of employment requires all staff to declare if they have any potential conflicts of interest, other employment or engagement. If you complete a declaration, the information will be held on your personnel file.
We collect the personal information of you, your child/children and other parents/carers and emergency contacts. This will include name, address, contact details and any medical issues including medication and allergies. We process this information for fulfilment of our contract with you for delivering childcare services.
We will ask for your consent to take photographs of your child/children and for your consent to share these on our website, on social media and in any communications or promotional materials.
We are required by law to share personal information with the Cheshire East Safeguarding Board (CHECS) in the event of any safeguarding concerns.
Data processors are third parties who provide elements of our services for us. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.
Data Protection law provides the following rights for individuals:
You may ask us at any time for information about any personal data we hold about you, or you may request that we correct or delete that information. Where you ask us not to contact you again or to delete information we may need to retain limited information to respect those wishes.
Where we are relying on your consent as a condition for processing your personal data, you may revoke your consent to the processing of your data by contacting us.
We may disclose your personal information in circumstances where we have reason to believe that disclosing this information is reasonably necessary to comply with the law or we have another legal basis to do so.
Cheshire College South and West tries to meet the highest standards when collecting and using personal information. If you want to make a complaint about the way we have processed your personal information, please contact our Data Protection Officer: Jessica Pembroke, email@example.com.
In the event you are not satisfied with the use of your personal data you have the right to contact the data protection regulator, the Information Commissioner’s Office (ICO) https://ico.org.uk/
Any changes we may make to our privacy notice in the future will be posted on this page. Please check back to see any updates or changes to our privacy notice.