This privacy notice describes how we, Chesterfield College Group (CCG), collect use and protect your information. In this context we are called a Data Controller. It is intended to be read by current and prospective students, alumni and anyone who has been listed as a permitted contact by a student inclusive of parents, guardians, and carers. The term student is inclusive of all provisions including higher education, further education (full-time and part-time courses) and apprenticeships.
Student Privacy Notice
Introduction
Our Contact Details
Chesterfield College Group is a General Further Education College registered with the Information Commissioner’s Office (ICO). Registration number Z4716003.
All written correspondence in relation to Data Protection should be addressed to:
The Data Protection Officer
Chesterfield College Group
Infirmary Road
Chesterfield
S41 7NG
The Data Protection Officer, appointed by the Corporation Board to provide independent assurance over the governance and management of data protection, is contactable via dataprotection@chesterfield.ac.uk.
The Chesterfield College Group is committed to protecting your privacy and security. This notice explains how and why we use your personal data. The Chesterfield College Group is the ‘Data Controller’ for the information it collects, this simply means we are responsible for the personal data that you provide to us.
How we collect your information
The information we hold about you comes from the way you engage with the college. This includes information you provide on your course application form, course enrolment form, by engaging with our in class and out of class support provision as well as other services provided by the college. We may also collect information from your previous school. the local authority and external safeguarding or wellbeing support agencies.
Student data is essential for the College’s operational use. Most of the student information you provide to us is mandatory and some of it is requested on a voluntary basis. To comply with data protection legislation, we will inform you at the point of collection, whether you are required to provide certain student information to us or if you have a choice in this.
We do not share information about students with anyone without consent unless the law or our policies allow us to do so.
Student Information that we routinely share is detailed below:-
- Educational providers that the student attended before joining the college
- The educational provider the student attends after leaving the college
- The educational provider the student attends after leaving the college
- Other educational providers involved in the joint delivery of a course
- The Department for Education (DfE)
- The Department for Work and Pensions (DWP)
- Local authorities
- The National Pupil Database (owned and managed by DfE)
- The National Careers Service
- The Learner Records Service (LRS)
- The Office for Students (OfS)
- The Higher Education Statistics Agency (HESA)
- The awarding organisation relevant to the student qualification you are enrolled on
- The Home Office (immigration and UKVI visa applications)
- Agencies who are required to audit our student and financial records
- Agencies who support the collection of unpaid / outstanding course fees
- National Health Service and local NHS Trusts
- Law enforcement agencies
- Youth Support Services (post 16 education providers, youth support and careers advisers)
- Permitted contacts (e.g. parents, guardians, carers)
- Employers that sponsor a student on a course or study for example an apprenticeship
- Debt Collection Agencies who support the collection of unpaid/outstanding fees
- National Health Service and local NHS Trusts
- Law enforcement agencies
- Destination Surveys conducted by Purlos
- Platform providers which offer a service to support your learning through your student email accounts.
Information may be shared with third parties to facilitate trips and work experience placements where the College facilitates these activities; and platform providers to support teaching and learning and destination surveys
Students have the option to provide permitted contacts. Permitted contacts could be parents, guardians, carers, any family member or any other individual in the student’s personal life. If a student provides one or more permitted contacts, they are providing their consent for the college to share details of their performance and progress with these named individuals. This information may be shared verbally, in writing or through our parent evenings. A student can add or amend permitted contacts at any time by contacting enrolment@chesterfield.ac.uk or by speaking to their personal tutor.
We use personal data to communicate with people and promote the Chesterfield College Group. This includes keeping you up to date with our news, updates or forthcoming events and other educational related information.
We use personal data for our administrative purposes. This includes, but is not exclusive to:
- Performing our obligations under relevant contracts;
- Maintaining databases of our students and staff;
- Performing a legal obligation;
- Fulfilling orders for goods or services (whether placed online, over the phone or in person);
- Respect your choices and preferences (e.g. if you do not wish to receive marketing material).
Our premises have CCTV and you may be recorded when you visit them. CCTV is on our premises to provide security and to protect both you and the Group. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only ever stored temporarily, unless necessary for review or legal purposes. The Group comply with the Information Commissioner’s Office (ICO) CCTV Code of Practice and we display notices to indicate where CCTV is in use.
We carry out research and analysis on our students to determine the success of campaigns and to better understand behaviour and feedback to allow us to identify patterns and trends. This helps the Group to continue with excellence and improvements tailored to student experience.
Storing your student data
We hold student data securely for the set amount of time outlined in our data retention policy. Different types of data and documents are kept for different lengths of time depending upon several factors including the course you enrol upon. If you apply but do not enrol on a course, your details will be held for one academic year.
The Group is based in the UK, and we may store our data within the UK and EEA. Some organisations that provide services to us may transfer personal data outside of the EEA, the Group will ensure that relevant security measures are in place to protect your personal data. A contractual obligation will be in place for those receiving your personal data or by ensuring the recipients have subscribed to relevant international frameworks that aim to provide adequate protection.
Student information available under the Freedom of Information Act
The Group also has obligations under the Freedom of Information Act. It is the Group’s policy to make information as public as possible. Full details of what information is made available to the public for inspection can be found in our publication scheme published on our website. The following student information will be made public:
- Summary details of student achievement and examination successes
- Student participation in productions and/or events related to or resulting from their studies. This may include, but is not limited to photographs, videos, spoken records and documents. Where practical and required by regulations the permission of the individual will be obtained before this is done.
Any individual who has reason for wishing that any of these details should remain confidential should contact the Data Protection team.
Department for Education collects personal information from education providers and local authorities for various statutory data collections. We are required to share information about our students with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under The Education (Information About Individual Pupils) (England) Regulations 2013.
guidance.submit-learner-data.service.gov.uk/25-26/ilr/ilrprivacynotice
All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.
Data sharing by the Department for Education: How DfE shares personal data – GOV.UK
National Pupil Database maintained by the DFE, holds information on student in schools and colleges in England. Information is held securely collected from a range of sources including schools, colleges, local authorities and awarding bodies. https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
Office for Students (OFS) we share information about students enrolled on higher education courses with the OFS. Privacy notice – Office for Students
The Higher Education Statistics Agency we share information about students enrolled on higher education courses with The Higher Education Statistics Agency (HESA). HESA is the body responsible for collecting and disseminating information about higher education in the UK and the designated data body for England. https://www.hesa.ac.uk/about/regulation/data-protection/notices
Protection of Data
The College takes the security of your data seriously. The College has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
All staff undertake data protection training. The Data Protection policy is available to view on our website, or can be obtained in print by contacting our reception.
Your Data Protection Rights
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request;
- Ask us to change incorrect or incomplete data;
- Ask us to delete or stop processing your data, for example where the data is no longer needed for the reason it was collected.
- Ask us for transfer your data to another organisation in certain circumstances
Where we are processing your data on the basis of legal obligation, individuals have no right to erasure; portability; or right to object.
If you would like to exercise any of these rights, please contact the Data Protection Officer at dataprotection@chesterfield.ac.uk
If you have any questions about the College’s collection and use of personal data, please contact the Data Protection Officer at dataprotection@chesterfield.ac.uk. We will be happy to provide additional information as required.
If you believe that Chesterfield College has not complied with your data protection rights, we ask that in the first instance you give us the chance to put things right. However, you can complain to the Information Commissioner. This can be done at the following address: https://ico.org.uk/concerns/
We will keep this Privacy Statement under regular review and reserve the right to change it as necessary from time to time or if required by law. Any changes will be immediately posted on our website.
The Data Controller
Data Protection Officer
Chesterfield College Group
Infirmary Road
Chesterfield S41 7NG