Cheshire College – South and 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 and West. Our ICO registration is: ZA309926. The following statements outline the data we collect and why and who this may be shared with.
Data We Process – Learners
Learner information (including Prospective Learners)
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.
Learner application to the College
We will use your details for the fulfilment of the College’s contractual relationship with its Learners and for our public task to deliver educations programmes, this includes to determine and apply admissions criteria, process applications for admission, and monitor overall Learner numbers.
We will ask for details of any criminal convictions or offenses. We do this to identify any learners who may need additional support and in some cases review whether a learner may pose a risk to the safety or security of other learners, teachers or our premises. In some cases, we may reject a learner’s application due to a disclosure but this is rare and we have a panel that would meet to review each case before this decision is made. If a learner declares a criminal record or a DBS reveals a criminal record which is likely to cause the learner to be unable to complete some mandatory element of the course, a place cannot be offered. This data is kept securely and separate from general learner records and is only available to identified staff from the safeguarding team. If you don’t provide information about an criminal conviction or offense and this is later disclosed to us it may result in removal from a specific course or exclusion from the College.
Parents/guardians, Schools, Colleges, Local Authorities, Youth Support and associated services may contact us to request that we confirm the status of a Learner’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: email@example.com.
Learner performance and attendance at the College
We will use your details to fulfil our learning agreement with you and for our public task to deliver educations 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 Learners 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 Learners 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 Learners under the age of 18 during their course to discuss academic progress, attendance, welfare concerns and conduct. Learners 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.
Work Based Learners
Where you are undertaking an Apprenticeship course whilst working for an employer we will share your name, address, progress, attendance, learning plans, progress in learning, assessment plans and qualification results with your employer. Your employer will also share relevant information with us. In this the College and the employer are each acting as Data Controllers and you should review the employers Privacy Notice and Data Protection policies (where appropriate).
Work Experience Placements
We will process Learners’ 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 Learner 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 support the delivery of our work experience programme and provide work experience software.
Where learners are enrolled on programmes of study which are delivered by both the College and a University Partner leading to an award from the University, the College and the University will process the learner’s details for the following purposes:
- Administering applications and admission to, enrolment on, delivery of and participation on a Programme, including ensuring suitability for the Programme, administration of assessments and examinations, the issue of results and certificates, awards and (where applicable) the provision to an employer or other sponsor of information about attendance and performance
- Provision of teaching, research, educational and other services, facilities and support and the protection of health, safety and welfare whilst on Programme (which may involve disclosure of personal data to the Students’ Union, health service providers, staff and other third parties)
- Implementation of academic regulations, practices, codes, policies and procedures
- Issue and operation of ‘Smart Card’ or equivalents, serving as a means of identification and means of access to services and facilities, including libraries, computing facilities and car parks and to facilitate purchases, discounts and special offers
- Monitoring of attendance and performance and the provision of targeted learning support
- Administration of the financial aspects of a learner’s Programme, sponsors or funders including collection of fees and any other monies due
- Equal opportunities monitoring and the provision of reasonable adjustments or other entitlements under equality law
- Graduation, career follow-up and alumni activities
- For statistical and research including internal and statutory reporting purposes
- To enable effective communication, including providing information relating to University services and products, funding and/or sponsorship opportunities
- Provision of references
- Further information on how a learners personal information will be processed by the University will be available in the University’s Privacy Notice.Learner Health and Social Care Information
The College will also ask for information about health problems, such as allergies, conditions such as asthma or diabetes and recording that a Learner is pregnant. We will use this information to cater for special dietary needs, so that we can respect and facilitate a Learner’s religion, for health and safety reasons including prior to taking Learners 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 Learner is taking part in an exchange program. 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 Learners or another individual’s vital interests.
We will also collect details about learning difficulties or disabilities where you apply for financial support or a bursary.
Delivery of services by other providers
The College uses sub-contractors for the delivery of some of its courses and programs. As such these third parties have access to Learner 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.
Data We Process – General
Submission of your information to the ESFA
The Education and Skills Funding Agency (ESFA) is an executive agency of the Department for Education (DfE). Data about you will be supplied to ESFA for the purposes set out in their Privacy Statement available here: link
Submission of your information to HESA
Every year the College provider will send some of the information it holds about you to the Higher Education Statistics Agency Limited (HESA). HESA is the official source of data about UK universities, higher education colleges, alternative HE providers, and recognised higher education courses taught at further education institutions in Wales. HESA is a registered charity and operates on a not-for-profit basis. Data about you will be supplied to HESA for the purposes set out in their Privacy Statement available here: link
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 may also process your bank details and information about Income Support, Universal Credit, Employment Support Allowance and Disability Living Allowance or Personal Independence payment where you apply for or receive financial support or a bursary. 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 Learners and Learner parents/guardians who apply to use the college transport services. We collect this data to ensure the safe arrival of all our Learners. 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 Learner ID and bus passes on embarkation. A photo of learners may sometimes be shared with the bus company/driver so that they are aware of learners with any additional needs or if a learner is not permitted to use transport services e.g. due to issues with behaviour.
We may pass the personal details of individuals who have not paid the course fees or other payments owed to the College to debt collection agencies who act on our behalf so that they can retrieve the outstanding amount owed.
CCTV and Images
The College uses CCTV on its premises and will also collect your photograph for the purpose of identifying and protecting our Learners, 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.
Where you have previously studied at the College or commenced an application process, then we may send you information about future courses and learning opportunities we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of an unsubscribe).
Where you become a member of the gym or use any of the College exercise facilities for recreational use we will ask you to provide your personal details alongside completing a health questionnaire.
Hair, Beauty and Hospitality
If you use any of our facilities including acting as a model or receiving massage treatments, we will collect your personal information including any health related information that we may require.
Data We Process – Parent/Guardians information
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 Learners during the application process and to keep you informed about your child’s performance and attendance.
We will also use the contact details of our learner’s parents/guardians to send postal marketing materials highlighting the range of courses and qualifications offered by the College, and also the career options that may be available to the learner. If you do not wish to receive such marketing materials, please contact us to opt out.
Data We Process – Job applicants, current and former employees
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 – 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:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies, if not already provided.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies, if not already provided.
- You will be asked to complete a criminal records declaration to declare any criminal convictions.
- We will require you to complete an application for a Criminal Record check via the Disclosure and Barring Service – you will be asked to attend our office with original documents, we will take copies, if not already provided.
- We will contact your referees, using the details you provide in your application, directly to obtain references
- We will also ask you to complete a questionnaire about your health, which may, if necessarily be reviewed by our Occupational Health Unit. This is to establish your fitness to work.
Upon commencement of your employment, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Employment status for tax code purposes
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.
Data We Process – Volunteers and Governors
Cheshire College South and West will collect and record you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for information in support of your application. We will also keep on file proof of your identity e.g. original documents such as passport or driving licence and proof of qualifications. You may be asked to complete a criminal records declaration to declare any convictions. We may also ask about any disability, health issue or factor which may affect your ability to work with us.. We will share the required personal details of our Governors with the Office for Students.
Data We Process – Starting Point Nursery
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.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Use of Data Processors
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.
International Transfers of Data
Where Learners or staff take part in any international programmes e.g. residential or exchanges their data will be sent overseas (this can include outside of the European Economic Area). Information including: name, address, date of birth or age, emergency contacts, and other relevant information may be shared with any travel organisation e.g. travel agents, hotels or airlines. The information will also be passed to the host school/College/education provider and a host family (where relevant). Staff and Learners will be asked to give their explicit consent to the sharing of data.
Data may also be transferred outside of the European Economic Area by our suppliers for example, where data is to be hosted on IT servers (equipment) located outside the EU. The College shall at all times provide an adequate level of protection for the data processed, in accordance with the requirements of Data Protection Laws.
Retention of Records
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).
As a general guide:
- Learner (including parent/carer) details: will be retained for 6 years after completion of studies or withdrawal from a course. In some cases for example to comply with UK or European funding rules we are required to keep records for much longer.
- Nursery children and parents all data will generally be retained for 25 years
- Volunteer data: is generally retained for 6 years after the volunteer has finished working with us
- Employee data: all data will be retained for 6 years with limited data retained until the employee’s 75th birthday (as required for pension administration)
The College has a Retention Schedule which specifically sets out detailed retention timescales. For more information on how long information will be retained please contact our Data Protection Officer.
Data Protection law provides the following rights for individuals:Data Protection law provides the following rights for individuals:
- The right to be informed
- The right of access
- The right to rectification
- The right to erase
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.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.
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.
Complaints or queries
Cheshire College – South & 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, firstname.lastname@example.org.
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/
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Changes to this Statement
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Statement last updated: 04/09/2018