Privacy Policy and Cookies Notice

What information do we collect?

As part of Gloucestershire College’s Enrolment process, we may collect your personal and educational information including -

• Personal information (such as name, address and contact details)
• Characteristics (such as ethnicity, nationality and learning difficulty and disability)
• Parent/ carer information (such as name and contact details)
• Attendance and dates of attendance
• Behavioural records
• Photograph for ID purposes
• Employment Information (such as Employer and Hours of work)
• Previous Qualificationsand School
• Financial information (such as payment details or evidence for bursaries)

Why we collect and use this information

We will use your information to -

• Manage and administer your education
• Support your learning
• Provide pastoral care
• Monitor and report on progress
• Register with awarding bodies
• Ensure the college is inclusive>
• Comply with law regarding data sharing
• Statistical analysis and monitoring
• Improve and develop teaching and services in the future

Lawful basis on which we use this information

Generally the information is processed as part of our public task as an educational provider, where there is special category personal information (i.e. health information) we will process it because there is a substantial public interest for us to do so, and we also have to ensure a safe environment for all students.

How long do we keep applicant information?

We retain Student records for 10 years post completion, to ensure we have the evidence to support the funding we received for your education. For records that have been part-funded through ESF Match funding records must be retained until 31st December 2030, you will be made aware if that is the case. Your information will be securely destroyed after this period.

We may also retain other information relating to health and safety incidents or information relating to the Children’s Act for different periods but we will not keep these for any longer than we are legally required to.

Who do we share information with

As part of the public task placed on us by the Education and Skills Funding Agency (ESFA) and the Department for Education (DfE) to fund your education we have a duty to provide them with eligibility, enrolment and achievement data. We use your unique learner number (ULN) to share data with the Learning Records Service (LRS) regarding your qualifications.

We also share information with our local authorities, or processors acting on their behalf, and schools, particularly for those under 18 (or 19-24 with an Education Health Care Plan). This enables them to comply with their legal obligations.

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

These include -

• Debt Collection Agencies in order to reclaim any monies owed
• Finance Systems (such as Agresso) which enables the college to manage its finances
• Virtual Learning Environment (such as Moodle) which provides access to further learning
• ePortfolio systems (such as eCordia) which provides an electronic version of evidence showing a candidates progress in their specific qualification/ programme
• Event Booking Systems (such as EventBrite) in order for the college to manage registration and attendance to events
• Survey Systems (such as Survey Monkey) in order to gather feedback
• Archiving and Scanning Companies who provide storage and scanning solutions to the college

We may also share your personal information with other third parties, but this will always be limited to only the information that is required.

These include –

• Support Providers for those students who require additional support or assistance
• Other agencies under Social Protection law where there are welfare or safeguarding concerns
• Childcare providers for those students who receive financial assistance with the costs of childcare
• Job Centre Plus for those referred to the college to undertake a course
• Employers where your employer is contributing to your course, or you are an apprentice

What information do we collect?

Categories of information we collect, hold and share when you apply to the college include -

• Personal information (such as name, address and contact details)
• Characteristics (such as ethnicity, nationality and learning difficulty and disability)
• Employment Information (such as Current Employment and past employment history details)
• Education and Qualification information
  Special arrangement information for interviews

Categories of information we collect, hold and share on new starters and employees include –

• Personal information (such as name, address and contact details)
• Characteristics (such as ethnicity, nationality and learning difficulty and disability)
• Employment Information (such as Job Title, working tine, type of employment and past employment history details)
• Leave information (such as Annual Leave, maternity/ paternity/ adoption details and parental leave details)
• Education and Qualification information
• Financial information (such as bank details and pension details)
• Medical information (such as sickness absence, return to work notifications and other medical information)
• Photograph for identification purposes
• Recruitment information (such as details supplied at time of applying to the college)
• Health and Safety information (such as details of accidents and injuries at work)

Why we collect and use this information

We use this information for -

• The recruitment process and for carrying out pre-employment checks
• Safeguarding students
• Checking your identity and right to work in the UK
• Checking your qualifications
• Keeping an audit trail of the checks we have made and our relationship with you in case of employment claims
• Payroll and pension purposes and to reimburse expenses
• Dealing with HMRC
• Communicating with you, including for marketing purposes
• Carrying out our role as your employer or potential employer

The college treats your personal information with confidentiality and does not use it for any other purposes

Lawful basis on which we use this information

We collect and use your personal information on the basis that it is necessary for performing our employment contract with you, or it is necessary to take steps before entering into the contract with you. We also collect and use your personal information on the basis that we need to do so in order to comply with our legal obligations.

Where we collect your special category personal information, we do this on the basis that it is necessary for the purposes of carrying out our obligations in the field of employment law. Special categories of personal data are personal data that reveal a person’s racial or ethnic origin, political opinions, religions or philosophical beliefs, trade union membership, genetic data (i.e. information about their inherited or acquired genetic characteristics, information about their physical, physiological or behavioural characteristics (such as facial images and fingerprints), physical or mental health, sexual life or sexual orientation and criminal records).

How long do we keep employer information?

The College will not keep your personal information for longer than needed for the purposes explained above.

When you apply for a job at the College and should your application be unsuccessful, the College will keep your personal information for 12 months.

When you are an employee at the College, your personal information will be retained for as long as you are employed and for 7 years after your employment ends.

Who do we share information with

We may share the personal information that you give to us with the following organisations –

• Department for Work and Pensions
• Pensions companies
• HMRC
• Office for National Statistics

We may share your information with third parties who provide services to the college.

These include -

• HR Systems (Such as Midland HR) which enables the college to manage its HR function
• Survey Systems (such as Survey Monkey) in order to gather feedback
• eLearning systems (such as Litmos Heroes) which provides training packages via electronic media
• Training Providers in order to provide external training courses

What information do we collect?

As part of Gloucestershire College’s Admissions process, we may collect personal information including -

• Personal information (such as name, address and contact details)
• Characteristics (such as ethnicity, nationality, learning difficulty and disability)
• Attendance information (such as Gloucestershire College events attended)
• Previous Qualificationsand School
• Feedback regarding your experiences with the college

Why we collect and use this information

We will use your information to -

• Manage your application(s)
• Keep you informed of the progress of your application(s)
• Provide you with all the necessary information to make an informed decision
• Consider whether to offer a place
• Consider whether special provisions or assistance is required
• Inform you of application and enrolment information
• Monitor and report on conversions
• Ensure the college is inclusive
• Comply with law regarding data sharing
• Statistical analysis and monitoring

Lawful basis on which we use this information

Generally the information is processed as part of our public task as an educational provider, where there is special category personal information (i.e. health information) we will process it because there is a substantial public interest for us to do so.

How long do we keep applicant information?

We retain paper records (application forms) on file for 2 years after the academic year applied to, and electronic records retained for 7 years. Your information will be securely destroyed after this period.

The length of retention will change once an applicant enrols on a course with the college.

See the Student Privacy Notice, detailed above.

Who do we share information with

We routinely share applicant information with our local authorities, or processors acting on their behalf, and schools, particularly for those under 18 (or 19-24 with an Education Health Care Plan). This enables them to comply with their legal obligations.

We may share your information with third parties who provide services to the college.

This includes -

• Web Development company in order for them to provide the college’s secure website
• Website Hosting Company in order for them to host the College’s secure website
• Archiving and Scanning Companies who provide storage and scanning solutions to the college
• External Printing companies in order for communications to be printed and sent regarding your application
• Event Booking Systems (i.e. EventBrite) in order for the college to manage registration and attendance to events
• eLearning systems (such as BKSB) which provides assessments via electronic media
• Survey Systems (i.e. Survey Monkey) in order to gather feedback
• Email systems (i.e. MailChimp) in order to provide email communications

What information do we collect?

As part of Gloucestershire College’s Admissions and Enrolment processes, we may collect personal information on parents/ guardians including -

• Personal information (such as name, address and contact details)

Why we collect and use this information

We use this information in order to -

• Keep you informed of the progress of your child
  Inform you in an emergency
  Keep you informed about upcoming events, such as parents evenings

Lawful basis on which we use this information

Generally, the information is processed as part of our public task as an educational provider, but also for the vital interests of the students should there be an emergency.

How long do we keep parental/guardian information?

We retain scanned copies of paper records (application and enrolment forms), and electronic records for as long as is legally necessary. The current policy is to retain these records for 10 years, however for European Social Funds (ESF) funding or ESF Match funding the records need to be retained until 31st December 2030.

Your information will be securely destroyed after this period.

Who do we share information with

We may share your information where it is in the vital interests of an individual, or with third parties who provide services to the college.

This includes -

• Archiving and Scanning Companies who provide storage and scanning solutions to the college
• Event Booking Systems (i.e. EventBrite) in order for the college to manage registration and attendance to events
• Survey Systems (such as Survey Monkey) in order to gather feedback
• Email systems (i.e. MailChimp) in order to provide email communications

What information do we collect?

Categories of information we collect, hold and share on employers include -

• Personal information (such as name, address and contact details)
  Financial Information (such as bank details and invoices)

Why we collect and use this information

We use this information in order to -

• Keep you informed of the progress of your employee
• Send invoices for services
• Make payments relating to training, i.e. Incentive payments for apprentices
• Keep you informed about upcoming events and services
• Perform our statutory functions
• Statistically analyse and monitor

Lawful basis on which we use this information

Generally, the information is processed as part of our public task as an educational provider, or where in place, for the performance of the contract between you and the college.

Any information that has been given under the lawful basis of consent can be withdrawn at any time, by unsubscribing, updating your contact preferences or contacting the Data Protection Officer.

How long do we keep employer information?

We retain records of employers for as long as is legally necessary. The current policy is to retain these records for 10 years, where government funding has been claimed, however for ESF funding or Match funding the records need to be retained until 31st December 2030.

Financial Information is held on file for up to 7 years.

Where the only legal basis for processing is consent the information will be held for 5 years.

Your information will be securely destroyed after this period.

Who do we share information with

We may share the personal information that you give to us with the following organisations –

• GFirst Local Enterprise Partnership in order for them to perform their statutory obligations

We may share your information with third parties who provide services to the college.

These include -

• Debt Collection Agencies in order to reclaim any monies owed
• Finance Systems (such as Agresso) which enables the college to manage its finances
• ePortfolio systems (such as eCordia) which provides an electronic version of evidence showing a candidates progress in their specific qualification/ programme
• Event Booking Systems (such as EventBrite) in order for the college to manage registration and attendance to events
• Survey Systems (such as Survey Monkey) in order to gather feedback
• Email systems (such as MailChimp and Dynamics CRM) in order to provide email communications

What information do we collect?

Categories of information we collect, hold and share on enquirers include -

• Personal information (such as name and contact details)
• Type and details of Enquiry

Why we collect and use this information

We use this information in order to -

• Manage your enquiry
• Keep you informed of the progress of your enquiry
• Statistical analysis and monitoring
• Keep you informed about relevant upcoming events and Open Evenings
• Perform our statutory functions

Lawful basis on which we use this information

Generally, the information is processed as part of our public task as an education provider, where the information is special category personal information (i.e. health information) we will process it because there is a substantial public interest for us to do so.

Contact details will not be used for marketing purposes without your explicit consent, which can be withdrawn at any time, by unsubscribing, updating your contact preferences or contacting the Data Protection Officer. However the college will use the contact information to contact you in order to carry out our duties or answer your enquiry.

How long do we keep enquirer information?

We only retain enquiry details for as long as is necessary to fulfil the enquiry, however once an enquirer becomes an applicant, student or employer the retention of the information changes, as detailed in the specific privacy notices

Your information will be securely destroyed after this period.

Who do we share information with

We may share your information with third parties who provide services to the college.

This includes -

• Event Booking Systems (i.e. EventBrite) in order for the college to manage registration and attendance to events
• Survey Systems (i.e. Survey Monkey) in order to gather feedback
• Email systems (i.e. MailChimp) in order to provide email communications

Information will not be transferred, stored or shared with any organisations outside the European Economic Area (EEA) who do not have adequate protection

The college is committed to protecting the privacy and security of all the information we hold. There are internal policies and procedures in place to try to ensure that your information is not lost, accidently destroyed, misused or disclosed, and is not accessed without authorisation. The Data Protection and Information Security Policy is available on the college’s website http://www.gloscol.ac.uk/about-us-and-jobs-at-gc/partnerships-and-governance/governance/policies/

The data provided is stored on the college systems including college cloud based storage.

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

• The right to ask us what personal information we are holding about you, and to have access to a copy of your personal information;
• The right to ask us to correct any errors in your personal information;
• The right, in certain circumstances to ask us to delete your personal information, such as where our use of personal information is based on consent and we have no other legal basis to process your personal information;
• The right, in certain circumstances to request that we restrict the use of your personal information, such as where we no longer need 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.

If you would like to exercise any of these rights, please contact the Data Protection Officer at dataprotection@gloscol.ac.uk

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Hotjar uses cookies to collect data on our users’ behaviour and their devices. To view the full list of cookies used, visit Hotjar's website by clicking here.

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance, by contacting our Data Protection Officer, Neil Pratt, at dataprotection@gloscol.ac.uk or in writing to –

Data Protection Officer
Gloucestershire College
Cheltenham Campus
Princess Elizabeth Way
Cheltenham
GL51 7SJ

Alternatively, if you are unhappy about the way your personal information is being used, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

We regularly review our Privacy Notices. Any changes we make to our Privacy notices in the future will be notified to you by email.