Privacy Notice – Application
Privacy Notice – Application
Privacy Notice: Applications
The Windsor-Forest Colleges Group is a provider of further and higher education. Our full contact details are at the end of this notice.
This privacy notice lets you know what happens to any personal data that you give The College Group in connection with your application to study on a course with us and how The College Group complies with GDPR (General Data Protection Regulations).
What we collect
We collect the following personal data as part of your Course Application:
Login details (including secure password)
Name, gender and other equal opportunities information
Demographic information such as postcode
Medical information such as disabilities
Information about your residency status
Care leaver and carer status.
Why we collect
Data is collected in order to process your Course Application and assess your suitability for the course you have applied for.
Data is also used to identify additional support needs you might require while at College. The College Group may contact you to discuss this prior to you coming to College.
The College Group may use your contact details to contact you to offer help with your application if you start to fill in the application form but do not complete it.
The data collected for the reasons above is collected as part of The Colleges legal obligation in respect to providing education as per Government legislation.
Data is also collected to enable The College Group to complete statutory returns to the relevant funding body which is a Public Task, under official authority.
Where the data collected is categorised, under GDPR, as “sensitive data” this processing is necessary for reasons of substantial public interest as part of our obligation to provide the information to the relevant funding body and as required of The College Group to comply with the Equality Act 2010.
In the event that any of the data is optional, the online application form will make this clear.
Who do we share this information with?
Data may be shared with the relevant funding body via various statistical returns, which are audited by College appointed auditors.
In the event of a system failure or other software error, your data may be shared with one of our suppliers, Tribal Education Ltd.
Data may also be shared with relevant government agencies where required under The Colleges legal obligation to comply with the Equality Act 2010.
Data may also be shared with other government specified agencies deemed in the public interest.
As the Data Controller, the College will make sure that any third parties we share your data with are compliant with the GDPR.
The College will not share your information with any other third parties and your data will not be held outside of the UK except in circumstances where a contract or data sharing agreement exists.
How long do we store this information for?
Personal data on successful applications will be stored securely for 12 years from the end of the academic session that you studied at The College.
Personal data on incomplete applications, and unfinished applications, will be stored for 5 years from the end of the academic year of application.
Who has access to the information?
The College will ensure that suitable physical, electronic and managerial procedures are in place to safeguard and secure the data we collect and to ensure that only staff with an operational need have access.
As a student (data subject) you have the following rights:
Right of access
You have the right to request to see a copy of the data we hold about you
Right to rectification
You have the right to request corrections to the data we hold about you if it is incorrect
Right to object
You have the right to object to any data collected under a Public Task being processed. You have the right to object to any data collected under a Public Task being processed. However, this is not an absolute right and the College will assess any request against our grounds for processing.
You do not have the right to object to data being processed where the data has been collected and processed for reasons of substantial public interest.
Right of Erasure
You have the right to request erasure of your personal data, however, this is not an absolute right and the College will assess the grounds for processing.
You do not have the right to request erasure of your personal data where the data has been collected and processed for reasons of substantial public interest, legitimate interest or legal reasons.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, remember settings for the next time you visit a website or to provide information to the owners of the website.
These cookies are essential for the operation of the College’s Online Course Application System.
If you have any questions relating to your Course Application or how we use your data, you should contact the Admissions team.
You have the right to lodge a complaint against the College regarding data protection issues with the Information Commissioners Office (ICO) (https://ico.org.uk/concerns)
If you have any questions relating to data protection at the College, you should contact the College’s Data Protection Officer – firstname.lastname@example.org
Data Protection Officer
The Windsor Forest Colleges Group