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Privacy Policy

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Privacy Notice for Students at Newham Sixth Form College
 
Notice about how we use your personal information

We are the data controller of personal information about you. We are: Newham Sixth Form College. Our address is: Prince Regent Lane, Plaistow, London, E13 8SG.

Our Data Protection Officer is Newham Partnership Working contact Heather Semmens. If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer GDPR@newvic.ac.uk, 020 7540 6935].

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

Admissions
 
The information that you give us

As part of your admission to the College we may collect your personal details including: name, address, date of birth, email address, first and second language, parent/guardian information, work assessment data, dates of attendance, exam/test results, progression information, religion, ethnicity, health information, behaviour record, sex-related information, genetic data, special needs details

The uses made of your personal information

We will use your information to manage and administer your education. This will include putting together class lists, for sending event invitations, for communicating with you, for dealing with admissions, for putting together reports and registers, to allocate you to the correct classes for assessments, to make arrangements for exams or visits, to consider whether to offer places to students, to consider whether special provision or assistance is required for exams and visits and to be able to tell other colleges your attendance dates if you leave.

Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.

 

The legal basis on which we collect and use your personal information.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

 
How long we keep your personal information.

We keep your personal information for 7 years; this is part of our contractual obligations set out by the ESFA

 
How we share your personal information.

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the data protection legislation.

 

Organisation / type of organisation:

Organisations from which we have received funding to support learners for example Sport England, Upshot, Sportivate, London Youth Rowing, London Borough Newham, Essex county cricket

We will share information with Local Authorities, Social Services, Met Police, NHS

We are contractually obliged to share information with the ESFA, DfE, and we also share information with the Association of Colleges, ALPs, ALiS to fulfil our contractual obligations and to share statistical information, or information to support learners progression at Newham Sixth Form College

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.

You can opt out of contact agree to be contacted for other purposes by ticking any of the following boxes if you do not wish to be contacted:

  • About courses or learning opportunities.
  • For surveys and research.
  • By post.
  • By phone.
  • By e-mail.

Further information about use of and access to your personal data, and details of organisations with whom we regularly share data, are available at: information about how long we retain your data, and how to change your consent to being contacted, please visit:

https://www.gov.uk/government/publications/esfa-privacy-notice

 

How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.

 

Administration
 
The information that you give us

As part of our administration of the College we may collect your personal and educational details including: [your name, address, email address, date of birth, exam results, attendance, union membership, sports team membership, sibling details, photo, first and second language, work assessment data, dates of attendance, religion, ethnic origin, health records/conditions (inc. mental health), doctor’s details, behaviour record, special needs details and sex-related data.]

The uses made of your personal information

[We will use your information to manage and administer your education. This will include information for making registers, class lists, trip lists, communications, reports, employer information (for example for apprentices and day release students) and to identify pupils who cannot be used for marketing photos.]

The legal basis on which we collect and use your personal information.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

How long we keep your personal information.

We will keep references for UCAS for 3 years

How we share your personal information.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

 

Organisation / type of organisation:

UCAS

 

Purpose:

To apply for a place in HE

 

How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.

 

Finance
 
The information that you give us

In order to manage the financial affairs of the College we collect and hold the following information about you: [personal information, deposit payment information, high needs information, student health information, bank details,)


The uses made of your personal information

We will use your information to ensure you receive bursary funds if eligible, to ensure the College is paid by the local authority for High Needs work, to pay/receive payment from you

The legal basis on which we collect and use your personal information.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

 

How long we keep your personal information.

We keep your personal information for 7 years; this is part of our contractual obligations set out by the ESFA

 

How we share your personal information.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

 
Organisation / type of organisation:

Local authority

 

Purpose:

For payments for high needs students

We may also share your personal information with third parties who provide services to the College.

 
How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.


Teaching

The information that you give us

As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create. In addition, when you use the IT systems we provide you with access to, we will process the data you input.


The uses made of your personal information

We will use your information for the purposes of teaching you and measuring your achievements.

The legal basis on which we collect and use your personal information.

Generally, the information is processed as part of our public interest task of providing education to you.

 

How long we keep your personal information.

We keep this information in line with the guidance set by the awarding organisations 13 weeks after the qualification has ended for BTEC, personal/sensitive data is kept foe the duration of the student’s study programme

 

How we share your personal information.

We don’t share this information with outside organisations

 

How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.


Alumni

The information that you give us

To maintain our Alumni network we collect and hold the following information about you: [name, address, date of birth, sibling details, former school, positions and interests held at school and reports.]

The uses made of your personal information

We will use your information to manage and administer our Alumni network. This will include invitations to events.

The legal basis on which we collect and use your personal information.

Generally, the information is processed on the basis of your consent.

How long we keep your personal information.

Until you tell us that you want your information to be removed from our systems, and we will ask you this each year (you can inform us at any time if you no longer require marketing communications to be sent by emailing us at info@newvic.ac.uk

How we share your personal information.

We don’t share this information

How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.

 

Marketing

The information that you give us

For marketing purposes we collect: [names, addresses, dates of birth, email addresses, former school information and year group, website visits and use of the website, We may collect information about your device and your visits to this website such as your IP address, global position, browser, referral source, the length of your visit and the number of page views. We may use this information for reporting and to improve the website’s usability, and for marketing purposes.

We use cookies on this website. A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may send a cookie which may be stored on by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.

Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookie by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites, including some areas of this one.

The uses made of your personal information

We will use your information to contact you about events, to invite you to join activities at the College.

The legal basis on which we collect and use your personal information.

Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses 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 own unsubscribe) or by replying or emailing info@newvic.ac.uk to unsubscribe.

Any other marketing we carry out will be on the basis of consent.

 

How long we keep your personal information.

3 years

 

How we share your personal information.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

  • Organisation / type of organisation:
  • Website providers
  • Purpose:
  • To transfer data from the website to the College

How we transfer your personal information outside Europe.

We do not store or transfer your personal data outside Europe.

 

WILL WE MONITOR YOUR USE OF THE COLLEGE’S COMPUTERS?

We keep an eye on how you use the College’s equipment and computers and what websites you go on when you are browsing the internet at College. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.

If you want to browse the internet privately, you will need to use your own devices which are not linked to the College’s network or internet connection.

 

YOUR RIGHTS OVER YOUR PERSONAL INFORMATION

You have a number of rights over your personal information, which are:

  • the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/);
  • the right to ask us what personal information about you we are holding and to have access to a copy of your personal information You are entitled to see the information held about, and you have the right to have data about you corrected to make sure data about you is accurate and kept up to date. If you wish to do this, please contact us mailto:GDPR@newvic.ac.uk. We will provide the data within 30 days from the date your request is received; this is in line with the General Data Protection Regulation.
  • the right to ask us to correct any errors in your personal information;
  • the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information;
  • the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information;
  • the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and
  • the right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email or by the College Bulletin

Privacy Policy (Students)